Workflow Talent Stacker Volunteer Project

Member Tracker Workflow

* all pictures are clickable

Lead

1. Customers fill out the Web form: just First Name, Last Name, and Email and click Submit button.

2. CEO (Bradley Rice), Program Manager, or another person who working with Leadssee a new record Lead in the view List associated with "New LeadQueue" (see requirements #22). By default, all Leads come from Web Formwith Bradley Rice as the record owner, but it can be changed.

3. The lead Owner starts working with the customer; all possible information should be filled in: such as Phone, Address, services in which the customer is interested, or any other additional information. And when customer ready to participate in Salesforce Professional Development Program record owner change Lead Status to Converted.

Start working with the prospective customer

4. There are two ways to do it. First, select the converted status in the path, and see the Convert Lead Window. Assign another owner for account record if needed and click the Convert button. Second, use the Convert action button on the Lead record page. Both ways invoke the Convert Lead Window, which is the standard method of converting Lead to the Account. The more information you can obtain working with Leads, the more information you can convert to the Personal Account.

5. Also you can create Lead record the by hand and assign it to New Lead Queue.

Person Account

6. Use Person accounts as prospecting customers who are ready to pay for "Membership" and for other additional services, such as "Review your LinkedIn account" or "Mock Interview."

7. Use connection of Person Account, Opportunities, and Products to work with prospecting customers before they become members of the development program.

8. When customer paid for Membership he ready to be a Member. Convert Person account into the Member and the easiest way use Create Member action button on top-right of the account record page.

Member

9. To create the New Member, just click the New Member button and make sure that the Sign-Up Email is unique in the Org. It is possible to make another member with the same First and Last names but using different Sign-Up Emails.

10. Client, as a member of the development program, will go through the next stages: Joined, Orientation, Study Group, Certification, Volunteer Project, Job Searching, and Job Landing. Members do not have to pass all the stages exactly, but in common, the journey starts when Member Join, and the main goal is Landing the Job.

11. The "Member Review" tab is a reminder of what members and managers should do to achieve the next step. When a member record is created, the member is on a Joined stage. Follow helpful instructions, and you'll see members on the right side of the path.

* Path stages (click to open)

14. New members started building LinkedIn profiles, joined the Facebook community group, and have the syllabus, so they can deep into the salesforce ecosystem and then prepare for the exams. Just change the stage to the Study Group in the Path.

15. Study Group Managers create study groups to rule and control. Set up the expected date of the beginning for each group. Add members who are ready and want to participate in the fittest group for them (depending on Subject, Pace, and Working time).

16. It is not feasible to add members who did not complete their Orientation process, so the stage for members should be "Study Group" or higher.

17. All members participating in a particular studying process are available to see on the study group record page on the tab "Related."

18. When the study group is full or it is time to start, Study Group Manager changes the stage of the group record to "In Progress." Automatically all member records who participate in the group change their status to "InProgress."

19. At the end, the Study Group can be "Canceled" or "Completed." If "Canceled," all Study Group Members will change status to "Not Completed," and the Reason why and who cancel the process will save in the records.

20. Also Study Group Manager can mark any group member as "Not Completed" and keep the reason for that in the Notes. For instance, members can make unfinished the study group process because they got a certificate during studying, or members temporarily postpone studying the cause of a family emergency. In this case, if the Study Group is "Completed," all study group members will be marked as "Completed" also, except those members who are "Not Completed" for any reason.

21. In addition, Study Group Manager can skip the process of studying in any study group. It can happen if the member joined the Development Program and already Salesforce Certified Administrator. And in this case the member skip the stage of Study Group, then ask the manager to verify their certificate (see below next chapter) and started volunteer project to gain hands-on experience. To do this way, do not forget to fill out the reason of missing studying process and change the stage to Certification by yourself.

22. But, without the reason it is not feasible to change stage to "Certification".

23. So, when the studying process is finished successfully, Study Group Manager changes the stage to "Complete." Automatically all Study Group Member records participating in the group change status to "Completed." Also, all member records change their progress stage to "Certification" automatically.

24. Remember, Study Group Manager has to work only on the Study Group object everything else does automatically.

25. Shortly about this part of the development program. Stage Certification means that members start to prepare for the Certified Administrator Exam. For Talent Stacker Development Program achieving Administrator Certificate is the reason to start getting hands-on experience during the volunteering project. Of course, members can get any other Salesforce certificates, but only getting the administrator certificate can change the stage to the next step - Volunteer Project. Need say that any Salesforce certificate goes through the same process of verification by a manager.

26. The Study Group Manager can make a new salesforce certificate record from the member record or from the Salesforce Certificate Tab. Use the data that the member provided. The record has to be created and saved in the org, and then you can start a process to verify the certificate.

27. When Study Group Manager saves the new record of the Salesforce Certificate email will be sent to the member-owner to ask to verify all data provided by the member. The email has all the information member-owner needs to verify a credential: the link to the record and the special link to the salesforce verification system.

28. When member-owners are ready to confirm the skills and experience of the member, they just check "Verified" in the section "Verification" and save the record.

29. When verified certificate record saved:
- Keeps information who and when verified the credential;

- If it were the Certified Administrator exam, the member's record would be updated(see the "Salesforce Certified Administrator" section), the member's progress stage would change to the next step, and also member will receive the congratulatory email.

- If it was another Salesforce Certified Exam, the member would receive a congratulatory email, but the stage won't be changed, and you can see the member's achievement on the right sidebar;

30. You can not create another Salesforce Certificate with the same Credential Number, it must be unique through the org.

31. When the member became Certified Administrator it's time to work on another step of the Salesforce Development Progress - Volunteer Project.

32. Also, you can keep another member's achievements: for instance, certificates, diplomas, and passed exams from other providers (not from Salesforce). To do this, use the menu "Additional Achievements" and the New button action or the New button on the member record on the right sidebar.

33. The working process is almost the same as with Salesforce Certificates. At first, a Study Group Manager was notified about a new achievement by members. The manager creates a new record of Additional Achievements, and when the record is saved in the org, the member-owner gets an email with the link to the record. Then member-owner verifies the achievement and then checks in the Verified checkbox, and the member gets the congratulatory email.

34. Remember that getting other additional achievements does not move members through the Talent Stacker Development Program path, but of course, raises members' worth for employers.

35. At first, Volunteer Manager creates the volunteer project, writing down all information he has, including details about Organization and primary contact for communication to discuss solutions: Org and Contact are required fields.

36. Please, keep in mind that the stage of the Volunteer Project records is "Not Started" by default.

37. Participating in the Volunteer Project is a part of the Program. But it the better if members get Administrator Certificate first. According to the requirements, members have to be certified before starting any volunteer project.

38. If Volunteer Project Manager creating the record did not populate the "Start Date" field, it will fill out automatically when the stage is changed to "In Progress." Also, if the manager changes the stage of the project to "Completed," the "End Date" field will fill out automatically.

39. After creating the Volunteer Project, add members for the project. When you add a member, the name of the record Project Evaluation will be concatenated from the member's name and project number. That allows managers easy find the member participating in the project using the global search.

40. If any of the members quit the project, Volunteer Project Manager can change the status of the members to "Not Completed" using the "Notes" field to keep the reason for that.

41. When Project Manager starts the project and changes the stage to "In Progress," all participating members would receive a congratulatory email! Accept those members who are not in status "In Progress."

42. If created Volunteer Project is canceled for any reason, all associated members with the status "In Progress" will receive emails informing them who, when, and why they canceled the project.

43. After that, the evaluation records will get "Not Completed" status with the notes of who canceled the project.

44. When Volunteer Project, the Project Manager changes the record status to "Completed." All participating members will be notified that the project was finished successfully.

45. All member's Evaluation records will change their status to "Completed," and it is possible now to review their job under the project.

46. The Project Manager will receive the task that it's time to leave feedback to members who completed the project.

47. Members can complete not only one project. But after the member completes their first volunteer project allowed working on the next step - job searching and preparing for interviews. So, the member's record will change the stage.

48. You cannot change the member record's stage to "Job Searching" by hand if the member did not finish at least one volunteer project.

Member At Risk

"AtRisk" is like a status of member shows that needs to be followed up with directly. Probably the reason is losing motivation or exhibiting discouragement. "At Risk" status can be applied for any member's stage, except "Landing Job."

If the member is marked as at risk, the owner of the member record will be changed to CEO Bradley Rice, and on the top of the page, under the Highlights Panel will appear the banner in bold red font about the reason for the "AtRisk" status.

According to the requirements, only CEO Bradley Rice can unmark the member record.

First, I need to say Member Review Managers, Volunteer Project Managers, and Study Group Managers are available to manually mark Members as "At Risk" for any reason they think to happen. Open to the member record, go on the tab "At Risk," check the "At Risk," and shortly explain why the member is at risk according to our development program.

Also, the task for Bradley will be created by the app to reach out to the at-risk member within 24 hours as a High Priority.

There are some criteria that the system control and marks members as at risk automatically; see below.

The member completed the study group more than 3.5 months ago and still hasn't received the certificate!

If the member completed the study group, the stage was changed to "Certification," but after 3.5 months last, still hasn't received the certificate, the member will be marked as "At Risk" (see the "AtRisk"). You will see the red banner on top of the member record - "The member completed the study group more than 3.5 months ago and still hasn't received the certificate!".

The member was certified more than 3.5 months ago and still hasn't completed any volunteer projects!

If the member was certified and got the Administrator certificate but in 3.5 months did get hands-on experience participating in any Volunteer Project, that member will be marked as "At Risk." And you will see the red banner on top of the member record - "The member was certified more than 3.5months ago and still hasn't completed any volunteer projects!".

The member completed a volunteer project over 6 months ago but still hasn't landed the job!

If the member completed a volunteer project over six months ago and still hasn't landed the job. In this case, you will see the red banner on top of the member record - "The member completed a volunteer project over 6 months ago but still hasn't landed the job!".