# Treetracker Liaison Checklists

## **Initial Checklist**

Procedure for all communications with someone who may track trees:

* Carry conversation from HubSpot Conversations Inbox into personal HubSpot Linked Gmail account
* Create Contact and Company  - HubSpot
* Add Contacts and emails to Company  - HubSpot
* Assign ownership to self in Contact and Company Properties- HubSpot
* Log all emails/phone/WhatsApp convos in Contact Activity - HubSpot
* Establish ability to use Treetracker App
* Will they have a good Android phone?  
* If reasonable, ask Contact to use Treetracker app and sync some trees before orientation
* Attach planter survey as pdf to Company - HubSpot

## **Pre-Orientation Checklist**

Procedure for anyone serious about a significant tracking project.

* Set up a meeting time with Contact in Google Calendar
* Evaluate planter survey and link to [Orientation Template](https://docs.google.com/document/d/1Je39XAPIf63L7i2Rss2MdONldUTR2BE-qrWkqG0KNi0/edit?usp=sharing)
* Pull up [THTP admin panel ](https://admin.treetracker.org/)
* Pull up [THTP map ](https://map.treetracker.org/?map_name=TheHaitiTreeProject)
* Pull up Greenstandard (coming soon) 
* Print orientation template or pull up on separate screen for note taking

## **Orientation**

* **Complete** [**Orientation Template in Google Docs Template Gallery**](https://docs.google.com/document/d/1Je39XAPIf63L7i2Rss2MdONldUTR2BE-qrWkqG0KNi0/edit?usp=sharing)

## **Post-Orientation Checklist**

* **Save Orientation Notes** in a new folder named after the organization in Seb’s shared drive under [Client Projects](https://drive.google.com/drive/folders/10C7ZGi6A-xJo070n8dsNR5E7Cb6YaPlz) (follow the numbering format for new folders)
* **Cut and paste orientation notes** into a HubSpot meeting note in the Company activity
* **Create a Deal for the Company** and place in “Orientation Complete” on Pipeline
* **Complete MOU** in Doc Templates and save in Drive Folder as .doc
* **Download completed MOU as a PDF** and send to Contact for review and signature
* Upon receipt of signed MOU.pdf, **save it in Drive folder and Slack** to Operations (Tabi) to sign
* Upon receipt of double signed MOU, **replace all MOU’s with the final in Drive folder** 
* **Email signed MOU.pdf** to Contact for their records
* **Attach signed MOU pdf** to Company in HubSpot
* **Create a Task-to-self** to follow up with Contact to find their first captures/check in. 
* **Send** Data Manager (Seb) a transparent **logo** for map
* **Send** Communications Lead (Erin) the transparent **logo** & a link to their website for our website
* **Create a Task** to Data Manager (Seb) to “Do Data Manager Checklist” as follows: 
  * A. Create recurring data cleansing and script to match the planters to the Company
  * B. Add entity.id to Company Properties in Hubspot
  * C. Add entity.id to Client Project, folder Name in Drive
  * C. Add Map URL to Company properties (but not Admin Panel access due to privacy issues… where does data manager store this?)
  * D. Email Contact with Admin Panel Access and Custom Map URL
  * E. Move up Company in Deals to “Admin Panel Access/URL Map Sent”
  * F. Create a task In Company Activity to Liaison (Karen) letting her know Company has access.
* **Email Contact** to check in and offer availability when in need
* **Create Task** to check monthly for progress on tracking

## **Payments Checklist**

* After Company is in [Deals](https://docs.google.com/document/d/1PgcV5NJLF7fYt_9e7QV3yUcSsYWpBn1xmEfJ2Dd45ak/edit?usp=sharing) as “Admin Panel Access/URL Map Sent”, **create a task** for Accounts Manager (Tabi) to:
  * **Invoice Company** for $250 by email to Contact using Invoice Email Template 
  * **Move Company up Pipeline** to “Payment Received” once payment is received and receipt sent to contact 
  * Write amount of payment in **Deal Properties**
  * **Create a task** to in Company activity to Liaison (Karen) saying paid. 
* If we decide to give Wallet Access to a Company that has not paid the suggested donation, **move the Company deal to “Payment Received”** and log at $0 in Company Properties. (add WaletName to Hubspot)

## **Wallet Checklist**

* **Create a task** each month to evaluate whether or not Contact may want a Wallet
* When Contact requests a Wallet, create a Task for Wallet Handler (Seb) to:
  * Create a Org Wallet 
  * Enter Org Wallet URL in Company Properties
  * Email the Contact using the Wallet Access Email Template. It will have their Wallet URL and offer Google form for Transfer Requests and re-explain the 3% fee. Explain and determine how the 3% fee will be taken with Contact 
  * Record how 3% fee will be taken in Hubspot Activity (i.e. randomized as transfers occur or unique selection offered in bulk up front)
  * Create a task alerting the Liaison that they have Wallet Access 
  * Move the Company’s Deal to Impact Wallet Access Sent 
  * Satisfy Google Form Token Transfer Requests coming in from Contact
  * Attach Google Form Token Transfer Requests asPDF in Planting Company in Hubspot
  * Attach URL’s of investor Wallets produced in Investor Company in Hubspot
  * Once the Client has successfully transferred tokens & the fee taken, then move Company Deal to Operational.
* Study Planting Company and Client Company checking for loose ends
* Create a task to study the progress of the Company every other month and check in as needed.