True Fan Handling Process

Process Types

Email Handling

• If not already established, set up email filter to direct all incoming True Fan messages to separate tag. Use message from subject line that occurs consistently between message types (“new subscription” to new signups, etc).

• Attach corresponding labels to mark them as True Fan emails, and have sub-labels to distinguish between types. (TF/NewSub, TF/Cancellation, etc).

• If desired, set up multiple inbox system to send all TF emails to separate box.

• Use separate color star for TF email chains that require follow-up.

New Subscriptions

• When new subscription email comes in, use the subscriber email address provided in the message from Paypal to send new join True Fan Emails email.

• If desired, create a canned response in Gmail with this template to save time.

• Modify custom fields in the email--for now just Name, but also possibly custom Tier-based gift message if that plan is implemented.

• Send email using truefans@opensourceecology.org handle

Cancelled Subscription

• Auto forwarding for attention. See Automatic Forwarding.
• When a user cancels, use subscriber email address to send cancellation True Fan Emails, again making sure to modify custom name field.

• Follow-up as needed if they reply.

Monthly Financial Download

• At the beginning of each month, go to Paypal to download the last month’s transactions.

• Filter out non-payments and non-True Fan related entries, and sort remaining entries by type (Donation or Subscription or Payment).

• Import these three categories to their respective sheets in the current year's spreadsheet at Paypal Finances

• Update graphs and summaries in overview spreadsheet at Paypal Finances as needed.

Donations

There are also random donations that come in to the project. Set up accounting for this.

OSE Swag Process

• This involves rewards to large True Fans subscribers, so this should be set up.