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/Onboarding_Matrix_-_California_20210201.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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