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User Guide

Recruitment Pipeline (Prospects)

Tracks interested Catholic men through a four-stage recruitment funnel — Interested → Form 100 → Awaiting CUF → Member — so the council never loses a prospect between the pew and the roster.

Who uses it
Membership Director (runs the day-to-day pipeline) and Financial Secretary (executes the handoff at CUF and beyond).
Where
Roster → Prospects

When to use it

Use it whenever someone shows interest in joining — at a parish event, a Form 100 lands, or a Brother makes a referral. The Membership Director works the funnel; the FS steps in at the CUF (Charity-Unity-Fraternity) handoff to turn a prospect into a member. Keep prospects moving so warm leads don't go cold and so recruit history follows the man onto the roster.

Step by step

  1. Open Roster → Prospects. The default Board view groups prospects into Cold / Warm / Hot columns based on stage and how recently they were touched; switch to Table view with the grid/table toggle on the right.
  2. Click Add Prospect to log a new one. Enter first and last name (required), optional email/phone, an optional "Referred by" member, and a note (e.g. "met at parish event"). Save with Add Prospect.
  3. Assign an owner using the per-card owner dropdown — the Membership Director or FS who'll work that prospect. Use the My prospects chip to filter to just yours.
  4. Advance the stage by clicking the stage badge on a card (it cycles Interested → Form 100 → Awaiting CUF → Member). Open a prospect (click the name) to set any stage directly.
  5. Watch the Needs your attention strip at the top for prospects that have gone cold or are unassigned, and the Nurture Queue link for drafted follow-up emails awaiting your approval.
  6. When Supreme data surfaces a new member who looks like one of your prospects, a possible-match banner appears. Click Review, then Confirm to link the prospect to the member (carrying recruit history forward), or Not a match to dismiss.

Tips & gotchas

  • The prospect↔member link is always FS/MD-confirmed, never automatic — the cron only suggests matches it judged too loose to auto-link. Dismissed candidates age out of the 60-day window on their own.
  • Stage temperature is derived: Form 100 / Awaiting CUF / Member are always "hot"; an Interested prospect goes "cold" after ~14 days with no activity.
  • Prospects idle 180+ days become dormant and drop off the active board. Use the Show dormant chip to surface them for recovery.
  • The Member tab defaults to the current Columbian Year; flip the This CY / All time chip to widen the scope.
  • Only roles with prospect-write access (FS and Membership Director) see the Add / advance / assign controls; everyone else gets a read-only view.
  • Export CSV exports exactly what your current filters show.

Related

Looking for something else? Browse all guides or see the full feature list.