LMT Applicant Processing

Attachment: 1136/LMT_Applicant_Processing.pdf

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Leadership Management Tool – Applicant Processing

Overview

The Leadership Management Tool (LMT) of CitizenBuilder (CB) has two primary functions, 1) to process
applicants for leadership roles, and ultimately either assign or reject the application, and 2) to manage assigned
leaders (who may have more than one assigned role). This document focuses on the process flow for handling
the applicants.

LMT includes a separate row in the list for

each

role for

each

leader, regardless of how that role was associated

with the leader’s profile. The normal means for a new role to appear in LMT is for the volunteer to submit an
application on the Take Action page of the website, but in some limited situations, some leaders have access to
a

Leader Positions

tab of the profile where a role can be immediately assigned, and it will also appear in LMT.

Roles shown in LMT can be in one of the following statuses:

Open

– New (or reopened) application that has not yet begun the vetting process

In Process

– The vetting process has been started

Onboarding

– Applicant has been vetted and is working through the on-boarding steps

Assigned

– Active leader

Former

– Previously

Assigned

, and has been

Unassigned

Rejected

– Not assigned to the role (this also includes most Former leaders from NationBuilder)

When first opening LMT, the Status filter will default to

Assigned

, so to review for open applications, the filter

needs to be set to

Any

,

Open

, or

Open/In Process

. To review for applicants working through the on-boarding

process, set the filter to

Any

or

Onboarding

.

The current application flow for roles on the Take Action page requires the applicant to complete the following
steps:

•

Sign in with their CB account – they will need to create an account if one does not already exist

•

Sign the COS petition, if not already signed

•

Sign the Volunteer Confidentiality Agreement, if not already signed

•

Enter or update the contact information, and complete the survey questions (if applicable)

•

Click

Submit Application

button

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Normal Process Flow

Immediately upon submitting the application, it will appear in LMT in

Open

status. The key steps in the normal

flow for processing an application through to

Assigned

or

Rejected

status is:

•

Add

Called – Meaningful Interaction

note (assigns leader to the application, but stays in

Open

status;

auto-checks the

Initial Call Made

checklist item)

•

Add

Vetting

note (changes status from

Open

to

In Process

; auto-checks the

Vetting

checklist item)

•

Add

Onboarding Initiated

note (changes status from

In Process

to

Onboarding

; auto-checks the

Onboarding Initiated

checklist item)

•

Manual check of the following checklist items:

o

Leadership Role Manual Reviewed

o

COSUniversity Reviewed

o

Enrolled in COSUniversity

o

Reviewed COSAction Email Address

•

Create the cosaction.com email account, and click on the

Send Confirm cosaction Email

button

(activity note for the account creation appears in the Profile Dashboard, not LMT)

•

Check for applicant confirming their cosaction.com email account by looking for the auto-check of the

COSAction Email Address Confirmed

checklist item (any number of resends of the confirm email may

be sent if needed)

•

Send an Invite to the new leader to their state Slack workspace using their cosaction.com account, and
when accepted, manually check the

Joined Slack Team Using COSAction Email Address

checklist item

•

Add

Onboarding Training Completed

note (auto-checks the

Final Onboarding Training Completed

checklist item; enables the

Assign

button in the Role/Assignment Management section at the bottom)

•

Adjust the Role and Assignments as appropriate, then click the

Assign

button (changes status from

Onboarding

to

Assigned

). The new leader’s User menu will now include Dashboard as an option, with

access based upon their role and assignments.

If at any time during the above process, an applicant is determined not to be a fit for the role being processed,
click on the

Reject

button in the Role/Assignment Management section, and the status will be changed to

Rejected

, finishing the process.

Although LMT allows the above steps to be performed in any order (except Assign must always be last), the
above is the logical progression, and not following this order may disrupt the application status updates. For
example, if subsequent steps are performed without adding the

Vetting

note, the status will still remain as

Open

.

The Volunteer role is treated slightly differently than the other System Roles. The

Onboarding Checklist

will

not be shown for this role, and it thus is not subject to the structured on-boarding flow described above. A
cosaction.com email account is also not normally created for this role.

NOTE:

The

Onboarding Checklist

will only appear for applications submitted, or reopened, after May 6, 2019

(date that this feature was implemented).

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Additional LMT Processing Details

Notes

At each appropriate step in the process, it is important to add detail notes describing each contact with the
applicant, and other information relevant to the vetting and on-boarding process. This is critical both for your
own recollection, but also for others who later may need to review or manage this leader. This is just as
important for

Rejected

or

Unassigned

leaders as it is for new applicants, so that others will know whether a

Former

or

Rejected

leader should be eligible for reconsideration, should they reapply or express renewed

interest. The available choices for the Contact Log notes are:

Any action taken in the Role/Assignment Management section requires entry of a comment in the Reason field,
which will be included in the automatic activity note.

Notes added in LMT are role-specific, meaning that if someone has more than one role, the notes entered while
processing the DC role for example, will only show when that is the selected role from the

Applications History

section on the left pane (click the role to select it). If another role is selected, such as FUT Member, the DC
notes will not be displayed, only notes entered for the FUT Member role will show. This role-specific notes
feature was added to LMT effective 3/14/2019, so any LMT activity notes entered prior to that date will be
shown in the profile Dashboard,

not

LMT. The following reminder notation of this is displayed in the Notes and

Comments section.

Reopening Applications

A System Role in

Former

or

Rejected

status may be reopened using the

Reopen Application

button in the

Role/Assignment Management section, which places that application back into

Open

status. This starts the

entire applicant process flow over again. Note however that the Assigned To name does not change
automatically if a different leader reopens the application, though it may be changed with the

Pickup the

Process

button once the application is in

In Process

or

Onboarding

status. When reopening an application, it is

considered to be

new

, so the

Onboarding Checklist

feature will be applied, regardless of when the original

application was submitted.

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Missing Survey Responses

With the current application flow on the Take Action page, no application should appear in LMT without
responses to the survey questions, when applicable. However, when processing an older application, this could
have been possible. Whenever an application is in

Open

,

In Process

, or

Onboarding

status, and there are no

survey responses, the applicant can go to the Take Action page as though they were applying again, and they
should immediately see the empty survey, which can then be completed and submitted. Once submitted, the
responses will immediately be available on their LMT page for that role.

Confirming cosaction.com Email Account

The cosaction.com email account must be confirmed separately for

each

application being processed, by using

the

Send Confirm cosaction Email

button to send the email. Any number of these emails may be sent, and

they will all contain the same confirmation link, if for the same application. The link will remain valid until any
one of them is clicked, after which it will expire, causing any subsequent clicks to present a 404 error page.
Once confirmed, the

Send Confirm cosaction Email

button for that specific application will no longer be

shown.

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Illustrated Example of Normal Processing Flow

Bill Smith has submitted his application for District Captain, which immediately appears in LMT in

Open

status.

The LMT detail page, opened by clicking on the Name, shows Bill’s responses to the survey questions, along
with selected information from his profile.

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If Bill applied for more than one role, or had other current or previous roles, they will be shown in the

Applications History

section on the left pane, and clicking on another role will switch processing to that role.

The first step is to give Bill a call to initiate the process. Once contact has been made, the

Called – Meaningful

Interaction

note would be added, with detail comments about the conversation.

After clicking on the

Add Note

button, a blue success message line will display for about 5 seconds, confirming

the note has been added.

After adding this note, I am now assigned as the leader processing the application, but it is still in

Open

status.

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Adding this

Called – Meaningful Interaction

note automatically checks the

Initial Call Made

checklist item.

Possibly at that same time, or maybe after further contact, it is decided that the vetting process should begin.
This is signified in LMT by adding a

Vetting

note, which will change the status from

Open

to

In Process

.

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The

Vetting

checklist item is also auto-checked.

The

In Process

status is also now shown on the left pane in the

Applications History

section.

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At the point at which vetting has been completed for Bill and it is determined he should be on-boarded for the
role, an

Onboarding Initiated

note is added, which also changes the status from

In Process

to

Onboarding

, and

auto-checks the

Onboarding Initiated

checklist item.

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There are many steps needed during the on-boarding process, and this could span many days or weeks. One
beginning step might be to send Bill an email with his leadership manual, and a reminder of next steps.

Sending an email automatically adds an activity note, with a link to review the details of the email.

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During the course of the on-boarding process, you may have many interactions with the applicant, and each
should be documented with detail notes, with an appropriate Contact Log type. Notes which don’t fit into any of
the available Contact Log choices may be entered using the Note button instead.

As the on-boarding process winds down, that would be the appropriate time to create the cosaction.com email
account. A

forward-only

account will be appropriate for most leaders, which is the default. If the applicant has

more than one email address, be sure to determine which one they prefer to use for the forwarding, and select it
from the list. Alternatively, the

Forward only email

option can be unchecked to create a

full

account, which

exposes a password field where an initial password is specified. With a

full

account, the leader would normally

access their email by signing into Zimbra, and they may change their password from there. However, if they
ever lose track of their password and cannot sign in, a new password will need to be set from LMT for them –
there is no means for them to reset the password themselves.

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Bill will receive an email notifying him of his new cosaction.com email account.

After creating the cosaction.com email account, two new options are now available, Delete and Send Confirm
Email. Click on the

Send Confirm Cosaction Email

button to send an email Bill can use to confirm that he

received it.

The email he receives will look like this:

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After he clicks on the

Confirm Access to Email

link in the email, he will see the following confirmation:

This will then automatically check the

COSAction Email Address Confirmed

item on the checklist.

You’ll want to be checking in periodically to see if the email account has been confirmed, and follow up
accordingly. You probably would want to ask Bill to let you know when he’s done that.

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At this point, you’ll want to invite Bill to the state’s Slack workspace, using his cosaction.com email address.
Once you’ve confirmed he’s joined, check off the

Joined Slack Team Using COSAction Email Address

item on

the checklist. This generally will complete the on-boarding steps, so you conclude by adding an

Onboarding

Training Completed

note, which will auto-check the

Final Onboarding Training Completed

checklist item. This

will then complete all the checklist items, and the

Assign

button will be available in the Role/Assignment

Management section.

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Bill is now ready to be assigned to his new role. If the district assignments need to be revised, this would be the
time to do that, and if you prefer to assign him to the District Leadership Team role rather than the District
Captain role, that can be changed now as well. Enter a comment in the Reason field, then click the

Assign

button, and the process is then complete. Be sure to communicate to Bill that he is now an assigned DC, and
welcome him to the team.

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Assigned To Leader

Throughout the process, multiple leaders may participate by entering notes, and even

Rejecting

or

Assigning

the

role, but the application is automatically

assigned

to the leader who entered the

first

Contact Log note (shown in

the

Assigned to

column of the LMT list). All notes will reflect the leader who entered them as the Author, but

the

assigned

leader for the application does not change. However, if at any time while the application is in

In

Process

or

Onboarding

status another leader desires to be shown as the

assigned

leader, they may use the

Pickup the Process

button in the Role/Assignment Management section. After doing so, the button will no

longer be displayed, since that current leader

is

the

assigned

leader at that point, but the button will continue to

appear for any other leaders.

The purpose of having an

assigned

leader is merely to let others know which leader is taking primary

responsibility for processing the application. Generally the

assigned

leader should be the one who takes the

Reject

or

Assign

action.

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Unassign and Reopen

After assigning Bill’s role, the Role/Assignment Management section then shows the

Unassign

button in place

of

Assign

.

When a System Role has been

Unassigned

or

Rejected

, the

Reopen Application

button is displayed, allowing

for the process to start anew.

Page Metadata
Login Required to view?	No
Created:	2019-05-08 11:33 GMT
Updated:	2021-02-24 10:25 GMT
Published:	2019-05-08 09:33 GMT
Converted:	2025-11-11 12:13 GMT
Change Author:	Michael Cassidy
Credit Author: