CA Onboarding Matrix - California

Matrix of onboarding steps and their pre-requisites, how to do each step, and how to know when each step has been completed.

Attachment: 2161/OnboardingMatrix-California20210201.docx

Onboarding Matrix – California	Onboarding Step	Check^ Pre-requisites ^How-to ^How you know it's completed ^ \|Initial Call Made \|Auto \| LMT Applicant Processing Document Jason Girard Video Application submitted, Status in LMT is “Open” \|Leader checks answers to survey questions. Leader enters note in applicant profile selected from the LMT with drop-down choice of “Meaningful Interaction”, “Not Suitable for role” or “Not Interested” contact type. It's just an initial call, but may also be part of Vetting if “meaningful interaction”. Note: the “call” can also be a text msg. \|Leader is “Assigned To” the applicant \| \|Vetting \|Auto \| \|Leader interviews applicant, then enters note with “Vetting” selected in drop-down How to interview applicants Download supplemental interview notes \|Status changes from “Open” to “In-Process” \| \|Onboarding Initiated \|Auto \| \|Leader enters note with “Onboarding Initiated” selected in drop-down \|Status changes from “In-Process” to “Onboarding” \| \|Leadership Role Manual Reviewed \|Manual \| \|Available at Google Drive Right-click on chosen role, then click “Get Link”, then “Copy Link” Forward link of specific manual in an email to applicant \|If email is sent inside CB, an activity note will show. Applicant returned Manual’s signature page (DC & above)\| \|COS University Reviewed \|Manual \| \|Leader explains location, content, importance of COSU. Ask applicant: 1) Sign in at COSUniversity.com, after signing into COS 2) Register for and complete 1 of 4 public courses \|NA \| \|Enrolled In COS University \|Manual \| \|Check enrollment via COS>dashboard >Tools>COS University, then go to STUDENTS tab and enter student’s name (doesn’t work for DCs) \|Applicant has a COSU ID Applicant course count is at least 1 \| \|CB Account Confirmed \|Auto \| \|Leader asks applicant to register on COS site (using email address on file) \|Autocheck occurred \| \|COS Petition Signed \|Auto \| \|Ask user to sign petition (using email address on file) \|Autocheck occurred \| \|Final Onboarding Training Completed \|Auto \| \|Leader enters note with “Onboarding Training Completed” selected in drop-down. Leader assigns a role to the applicant, specifies state and districts, sends email informing the applicant. \|Autocheck occurred \| \|Post-Assignment Steps \| \| \| \| \| \|Volunteer Agreement Signed \|Auto \| \|Until they sign Volunteer Agreement, they can’t get into dashboard, even if they have a role assigned. Inside their profile, there is a button next to Agreement status you can click to remind them to sign it. \|Autocheck occurred \| \|Reviewed COSAction Email Address \|Manual \| Has assigned role \|Leader enters user profile Check “Forward only email if not default Click “Create COSAction email account” button Click “Send Confirm COSAction Email” button \|NA \| \|COSAction Email Address Confirmed \|Auto \| \|Send follow-up email to applicant to remind him/her to confirm account, if necessary \|Autocheck occurred (occurs if applicant clicks “Confirm Access to Email” in the email sent to them.) \| \|Joined Slack Team Using COSAction Email Address\|Manual \| \|Ask Applicant to go to this URL (ignore error msg) then “Join Using Email” button (CA only) Alternative 1: As admin of state’s Slack workspace (e.g. COSCalifornia, orcos) - in Slack click on down arrow just to the right of workspace name, click “Invite people to …” Alternative 2: Slack invitations the hard way\|Check for message that applicant joined in the General channel of state’s Slack workspace \| Refers to check box in each applicant’s LMT onboarding profile

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Created:	2021-01-23 18:42 GMT
Updated:	2025-06-10 21:56 GMT
Published:	2021-01-23 08:00 GMT
Converted:	2025-11-11 12:21 GMT
Change Author:	William Wiltschko
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