Onboarding projects after a deal is won

An onboarding project is the work that starts when you win a customer: a few stages, each with its tasks, and a short checklist. When a deal with a company is won, ContactRoll can start the project for that company by itself, give each task to the right person, and show how far it has got on the company's and the deal's pages.

Make an onboarding template

You need to be allowed to change the pipelines (an Owner, an Administrator, an Operations admin or a Sales manager, unless your organization changed that).

1. Go to Settings › Onboarding projects and press New template.
2. Give it a name.
3. Add its stages, in order: Kick-off, Setup, Go live, or whatever your team calls them.
4. Give each stage its tasks. For each task, choose:

• its kind: a to-do, a call, a meeting or an email;
• who it is for: the deal's owner, or a role;
• how many days after the project starts it is due.

1. Write the checklist, one item a line: things to tick off that are not anybody's task, such as "Contract signed".
2. Tick "Start this by itself when a deal with a company is won" for the template your team uses most. Only one template can do this at a time.
3. Press Save the template.

A template has up to 10 stages and up to 60 tasks.

How a project starts

A project starts in one of three ways. Each deal gets one project at most, whichever happens first:

• By itself, when the deal is won. However the deal is won (the stage bar's Won, dragging it on the board, or through the API), ContactRoll starts the project from the template that starts by itself.
• From the deal's page. A won deal with no project shows Start onboarding. Choose a template and press Start onboarding.
• By a flow. A flow on deals can use the action Start an onboarding project, with a template.

A deal with no company starts no project. Its page says so: add its company, then start onboarding from the deal.

Sample data never starts a project.

Who gets each task

• The deal's owner: the task goes to whoever owns the deal.
• A role: the task goes to a member with that role, by turns. That is whoever has the fewest open onboarding tasks; when it's a tie, whoever has been a member longest.

A task never goes to a Light member, or to someone whose role can't see the company. If nobody fits, it goes to the deal's owner, and then to whoever started the project. A task's due day moves on to the next day your team is open (Settings › Business hours and holidays).

The tasks are ordinary tasks on the company. They are in My tasks and the daily digest, and are handed on and marked done like any other task.

See how it's going

The company's page and the deal's page show the project:

• how many of its tasks are done, and which stage it's in;
• each stage with its own count;
• each task, who has it and when it's due (an overdue one says so);
• the checklist. Anyone who may change the company can tick it.

Editing or archiving a template changes no project that has already started: each project keeps the template as it was when it began.