Prospect Manager

Introduction

Now we can have an good manageable feature for Prospects. A Mamber of even a non-member can propose a prospect and in the association admin area and Local club admin area it is possible manage prospects.

Set Up the Prospect Manager System

Go to the Admin area on any level and go on the left menu to polls.
Choose Settings.
Choose Prospect Manager.
Fill in all the settings. minimum the required fields marked with an ( * )
Multiple options are available:

GENERAL

- Activate Prospect Manager? with this option you can activate the prospect management system for you association.

- Form active for internal referrals by members? This activates the function that a member after login in can click on his name in the left top corner and use the refer a member form. see chapter External Form.
- Form active for external prospects? This activates the external Form that can be accessed with out login. see chapter External Form

SELECTION OF CLUB

- Max. distance to Club (km) This settings will show and enable the clubs to chose closes to the refered members adress. it is important that all clubs have there adress set in the settings page of there local club otherwise it is not possible to select this club within the set distance.
- Show Clubs in formation. This enables when on the page to select a club if information of a club is showed.
- Select the Association e-Club. This function is used if no club is available in the set distance then automatic this club will be selected for the Prospect to be linked to.

EMAILS

- Send ‘Thank you’ email to Prospect? this section allows you to set up an email to the refferd prospect. in this mail you can use TAGS that will be auto filled with information. the tag will be replaced with the info given in the form. #PROSPECT_FIRST_NAME (First name prospect), #PROSPECT_LAST_NAME (Last name prospect), #PROSPECT_FULL_NAME (First and last name prospect).
- Send ‘Thank you’ email to referring Member? This section allows you to set up an email to the reffering member. the person that is filled in the form as the reffering member in external form in the internal form the person who has has filled in the form will be automatic the reffering member. in this mail you can use TAGS that will be auto filled with information. the tag will be replaced with the info given in the form. #PROSPECT_FIRST_NAME (First name prospect), #PROSPECT_LAST_NAME (Last name prospect), #PROSPECT_FULL_NAME (First and Last name Prospect), #PROSPECT_CLUB_NAME (Club assigned to prospect), #REFERRER_FIRST_NAME (First name reffering person), #REFERRER_LAST_NAME (Last name reffering person), #REFERRER_FULL_NAME (First and last name reffering person).
- Send notification email? This section allows you to set up an email to the the selected local club board member and to every email adress. this field can adress be added with an ( , ) between the email adresses. This Message can be seen as the notification email to the local club and to the national board (using the every email adress box). in this mail you can use TAGS that will be auto filled with information. the tag will be replaced with the info given in the form. #PROSPECT_FIRST_NAME (First name prospect), #PROSPECT_LAST_NAME (Last name prospect), #PROSPECT_FULL_NAME (First and Last name Prospect), #PROSPECT_CLUB_NAME (Club assigned to prospect), #REFERRER_FIRST_NAME (First name reffering person), #REFERRER_LAST_NAME (Last name reffering person), #REFERRER_FULL_NAME (First and last name reffering person).

PRIVACY

- Remove prospect automatically? when setting this function to yes another box will appear where you can set how many months you want to keep the data after this period the prospect will automatic be removed and the information will be lost. this for privacy reasons.

6. Press save to save the settings

Missing adresses

on the left side of the settings you can find the missing adress page link. adresses of all clubs are very important when prospects need to be linked to clubs. if an club has not given an address minimal the postal code and place name then the club can not be linked to a prospect. after the wording Missing addresses is the amount of addresses missing for your association. we recommend to fill all postal addresses first before activating the system.

When clicking on the missing addresses () the page for missing adresses is opened and you can see witch addresses are missing.

How fill in the missing clubs address?

as an admin of the local club you go to the admin page clicking on the the red admin button. then click in the left menu on the bottom on settings. the page that will be opened is the prefference page.

As an national or Area chairmen you use the login for support button. Find the club using the pop-up when clicking on the national link or area link on the left side. find the club you want to change. go to the tab Admin. then click on the login for support button. then in the menu on the left side you will find the button settings. when you click on this button the prefference page. will be opened and you can add the address for the club.

Using the prospect system in admin area

When you are logged in on the local level or Association level (not available in the area level) in the admin area you will find after the prospect manager after it is activated in the settings of the associations level

List of Prospects

When the list is opened there is a lot of information already visible: Name, Contact data, Proposed Club, Status and last modified. Also you are able to click on the row of a person and a more detaill window will opem. also here is an button to add a Prospect.

Using Filter on Prospect List

on the left side of the prospect list you will find a Filter setting.You can choose the different statuses.

Status of the Prospect?

New (this Prospect is recently added in the list and status has not yet been modified.)
In contact (the status set to in contact means that the linked club is reaching out to the prospect is having the first talks with the proposed club)
Accepted, attends meetings (the status set to Accepted, attends meetings means that the club has decided that the prospect is allowed to attend meetings or is already attending meetings after aproval) IMPORTANT: most clubs will have an anoumnes voting or all members have a veto in the club to decline a member this process is for most clubs very important to have high quality system in place for expecting new members)
Declined by prospect (the status set to declined by prospect then the prospect has declined after the first contact or after attending some meetings.
Declined by club (the status set to Declined by club, then the club has come to the conclusion that there is no match with the club or the club is not interested in the prospect for example already having enough members. in this case the prospect can be moved to another club if possible.)
Joined as a member (the status set to Joined as a member, the the prospect has become a full member. the prospects page information will be transformed to a full member page in the system. also a email will go out if set to the national board that a new member has joined and also the prospect will get an email to fully onboard to Tabler.world.
Deleted ( the status deleted the prospect has been deleted and soon the information of the prospect will be erased from the system.)

Detailed overview Prospect

when tu click on he row in the prospect overview the there are multiple option and datat of the prospect can be changed.

How to Change the status of the prospect?

In the detailed overview of the prospect there is a little pen next to the status. here the status can be changed.

How to Change the proposed club of the prospect?

In the detailed overview of the prospect there is a little pen next to Proposed club. here the club can be changed.

IMPORTANT: you are only able to select antoher club with in the range set in the association seetings. if the club is not in the list then you must change the postal code and place in the contact details closer to the club you want to link the prospect.

IMPORTANT: No email will be sent when the club has been changed please make sure you contact the new club when changing the prospect to a new club.

How to add internal notes to details of a prospect?

When changing or maybe for another reason you can leave an internal note. for example you change the club of the prospect then you can add a comment: “Our club is not looking for members contacted another club they are interested.” you can use the little flyer to add and the garbage bin next to the comment to delete it.

How to change Details of the Prospect?

In the detailed overview of the prospect there are 2 little pens next to Information, Contact details. this little pens will open a edit page to change any important details of the prospect.

IMPORTANT: always fill the information with a red * next to field text. this is mandatory information and must be filled before you are allowed to safe.

Where can a member Refer a prospect?

There are 2 ways. one for every member and one for admins the both go to the same form.

When logged in on tabler.world on the right side you can click on your name and photo. a menu will roll down where a link is available Refer a member. IMPORTANT: The link is only available if to the prospect system is set to active and the option internal referral is active.
When you login to the tabler.world and have admin right on national level or local level you can go to the admin overview clickin on the red admin button on the correct level. then in the left menu a button should be available Prospect manager. On the prospect Manager page there is a button add prospect +. this will open the refer a prospect form. IMPORTANT: The prospect manager page is only available if to the prospect system is set to active.

Where can a non member Refer a prospect?

there is an way to set up refer a member for non members. therefor the option externals can refer a member must be activated. the external link will be as follow.

https://join.roundtable.world/

another way to use the link is to preselect a club where the propect should be linked to.

https://join.roundtable.world/92-be/

in this example the when the information is filled and the address is with in the set distance of club 92 in Belgium the prospect will be automatic linked to 92 in Belgium.

IMPORTANT: the external form is a bit different then the internal form in the external form some extra information will be asked about the referred by person. also a non computer qeustion will be asked to make sure you are not a computer trying to fill in many prospects.

How to fill in refer a member form?

The form very is set up very easy to fill. please note the red * for

all the mendatory fields. also the postal code and town/city are very important in step 2 of refer a prospect make sure you fill in the correct information.

Step 1.

Step 2.

choose the club you want to link the member to. if no club is close to the prospects address then the set E-club will the club where the member is linked to.

Step 3.

Please give approval that we are allowed to use the information in the form to share with

the clubs.

Step 4.

if everything is filled in correctly a thank you message will apear and the prospect has been added to the system.

This post is also available in: Deutsch (German)Nederlands (Dutch)Français (French)Svenska (Swedish)

Updated on 7. November 2023

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