Hi everyone, this is Marianna, and we’re back for another membership Monday! This week we’re talking about invitation manager. So we’ve been focusing on Unit Pins and making sure that every Unit has an up-to-date Unit Pin. What happens next? When a parent finds a Unit through BeAScouts.org, they click on a Unit Pin to learn more. When they click “Request More Information,” they can fill out a form to send you that request. What happens after that is, the unit receives an email -the subject line is here on the slides for you, so if you need to search for it in your inbox. These emails usually come in the middle of the night. They’re not a real time thing that comes in, and then they go to your Key 3 members. They don’t go to Key 3 Delegates, and they also don’t go to people who have a registration inquiry or functional role. So it’s just important to know who’s going to be receiving them, and that’s your Unit Key 3 members.
When you actually go to look into the detail of an inquiry, there’s a few important pieces of information. So the first obviously is the parent’s name and their contact information. So they might provide their address, their phone, their email. And you’ll find that at the top of the inquiry. Next is the youth’s name, age, and grade. If they have multiple kids that they’re putting an inquiry for, all of that information will be listed in that same section. So you’ll see, you know, second grade, third grade, whatever it is, and they’ll have their names there for you if the family provided it. Next there’s comments. So not all families leave comments. Some leave them blank, but some of them will have specific questions about scheduling, about uniforms, about, cost, what have you. So take note of what those questions are.
Finally, you can use the “Respond to Lead” button to start an email. If you prefer, you can also just copy and paste that into your regular email window. One benefit of using this button, though, is that the system will document that you sent a message in that notes area – we’ll talk more about the notes area another time. But what I want to mention now is that the best practice, of course, is to respond to inquiries within 24 hours whenever possible. We also recommend that you develop a template that you can use for responses to these inquiries in your Unit. Most families are going to want the same information, so take a few minutes, save something and that’s going to help you respond quickly.
Next week we’ll talk about more parts of the invitation manager and what to look for in your unit profiles. Now, I want to just thank you! Thanks for joining us for Membership Monday. Visit our website BaltimoreBSA.org/Membership and join us again next week. Thanks.
Membership Monday: How to Manage Inquiries with Invitation Manager
Hi everyone, we’re back for another Membership Monday! This week, we’re diving into the Invitation Manager. Previously, we focused on ensuring that every unit has an up-to-date Unit pin. Now, let’s talk about what happens next.
When a parent finds a unit through BeAScout.org and clicks on a Unit Pin to learn more, they can request more information by filling out a form. Here’s what happens after that:
1. Receiving the Request: The unit receives an email with the subject line “You Have Leads!” These emails will include a list of all the information requests that were submitted throughout the day. They are sent out in the early morning to Unit Key 3 members.
2. Reviewing the Inquiry: When you open an inquiry, you’ll find several key pieces of information:
– Parent’s Name and Contact Information: This includes their address, phone number, and email.
– Youth’s Name, Age, and Grade: If the parent has multiple children, their details will be listed here too.
– Comments Section: Some parents leave comments with specific questions about scheduling, uniforms, costs, etc. Take note of these to address their concerns effectively.
3. Responding to the Inquiry: You can use the “Respond to Lead” button to start an email directly from the system, which will also document that you sent a message. Alternatively, you can copy and paste the contact details into your regular email. Using the system’s response button ensures that your actions are tracked, which can be helpful for follow-ups.
Best Practices for Managing Inquiries
– Respond Promptly: Aim to respond to inquiries within 24 hours. Quick responses show prospective members that your unit is active and welcoming.
– Create a Response Template: Most families will have similar questions, so creating a template for your responses can save time and ensure you provide all the necessary information quickly. Customize the template as needed to address specific inquiries.
Next week, we’ll discuss more parts of the Invitation Manager and what to look for in your unit profiles.
Thank you for joining us for Membership Monday. For more information, visit our website at www.BaltimoreBSA.org/membership and join us again next week.
Thanks, and happy Scouting!