Coach Fulfillment Spreadsheets

What Needs to be Updated Fortnightly: 

1. New Members are added and details updated 

2. Check that all Members have the correct tags (When they first join the program) 

3. All Postal/Fulfillment Parcels have been looked after (Contacted, Posted) (Welcome Packs and Bonuses) 

4. Facebook Requests and Members added

5. Payment Plans up to date

   1. Websites Ordered 

   2. 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

  • Email

  • 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)

• Certification applied for date 

• 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

• 1. Fortnightly generally

  2. Weekly during a program intake

5. Why we track

1. So at a glance any team member where a coach is at in their ISCA journey

2. We can identify and track any debtors

3. We can track orders and who has or hasn't ordered yet

4. We can track Facebook Group requests

5. That questionnaires are all completed, so we can follow up if they haven't been