To enable the VPPR and VPM to keep a record of all inquiries and guests to the club, track all guest-to-member conversion processes and enable smooth handover of the role, a club must have a Guest Tracker. A Google Sheet is ideal, and enables multiple club officers to have access where required.
Use this to keep track of any enquiries, and know exactly what is going on with any prospective member. This ensures their onboarding is smooth, consistent and thorough. All club officers should be given access, and this will mostly be used by the VPM, VPPR, Treasurer and VPE.
Example - Toastmasters Guest Tracker.xlsxKey features:
The club’s guest tracker has a record of the name and phone number of each inquiry to the club
Leads are added immediately to the tracker
Club offers are able to see clearly where any guest is up to in the process of visiting, being contacted and the steps to becoming a member
Any person who opts out is immediately deleted from the tracker