What Needs to be Updated Fortnightly:
New Members are added and details updated
Check that all Members have the correct tags (When they first join the program)
All Postal/Fulfillment Parcels have been looked after (Contacted, Posted) (Welcome Packs and Bonuses)
Facebook Requests and Members added
Payment Plans up to date
Websites Ordered
Bonuses Available
1. How to Locate the Spreadsheet
DROPBOX > 2022 Virtual Assistant Team > PRODUCTS > ISCA
File name: Coaches 2017 - 2023
These spreadsheets are kept updated for the duration of each program
2. What we track
Things we track from when they register til the first month of training
Whether or not the coach is a repeat
First Name
Last Name
Country
Payment Type - payment plan or paid in full
Questionnaire Completion Date .
Welcome Pack sent (repeat coach doesn't receive)
Whether they are in FB Group (if not within 2 weeks of program starting they must be contacted)
Questionaire process:
Before coaches have access to the full members area, they need to agree to the terms and conditions. When they first log into the Members area, they see a questionaire, and one of the questions is that they agree to the T&C.
Once they agree, they are given the T & C agree tag and the Coach GROUP tag and have full access to the members area including their first bonus.
To check if they have agreed, log into IS and they should have ISCA Coach T&C Agreed tag.
If not, and it has been more than 1 week since joining the ISCA, email them
SAMPLE EMAIL HERE
Then if they still do not complete, phone them.
We have to ensure they are engaged in the bonus or training and getting value for money
Things we track from month 2 in their training
Date Website Ordered
Website Address
Eligibility for bonuses
Bonuses sent date
Things we track once they complete their training and certification
Testimonial (HOW DO WE GET THIS AND WHAT DO WE DO WITH IT)
Certificate mailed date
Certification Form
ITS Certification
Coaching Excellence
The relevant team member that handles each of the above is responsible for updating the various fields on the spreadsheet. For example whoever sends the orders needs to mark each coach off as the order is created, and so on.
3. How to Create a New Spreadsheet
If creating a new spreadsheet, it is easiest to download the customer contacts direct from Infusionsoft, follow the steps below to export:
Login to Infusionsoft
Go to ECommerce>Reports
Select "All Sales (Itemized)" Report
Go to "Misc Criteria" tab and select the relevant tags for the program you wish to download contacts for.
Hit search
Results will be displayed on screen.
Go to "Actions", dropdown and select "Export"
Choose the fields to export
Complete email option if you'd like the file emailed to you.
Hit "Process" button at the bottom.
Save the file and the copy/paste the relevant data into the spreadsheet template.
4. How often we update spreadsheets
Fortnightly generally
Weekly during a program intake
5. Why we track
So at a glance any team member where a coach is at in their ISCA journey
We can identify and track any debtors
We can track orders and who has or hasn't ordered yet
We can track Facebook Group requests
That questionnaires are all completed, so we can follow up if they haven't been