PRO/PRO+ Clarivoy Properties Board

1. Once the Sales Pipeline board item is set to Send to Properties Board status, a new item appears on the Clarivoy Properties board in the Main workspace.
   When new Properties are created on the Clarivoy Properties board:
   1. 🚨 CS Specialist receives a notification.
   2. 🚨 A Monday Workflow will clear the Subscription column and repopulate it with the same value.  This triggers another workflow:
      1. 🚨 When the Subscription column changes, a Monday Workflow will update the Product column based on what is chosen in the Subscription column.
   3. 🚨 Monday Automations uses the Contact information (if filled in) to search for existing contacts (via email address) on the Clarivoy Contacts board and link them from the Clarivoy Properties board side.
      ◦ Main POC
      ◦ Onboarding Contact
      ◦ AP Contact
      1. If a matching contact is found, Make will link the property to the contact in the Clarivoy Contacts column on the Clarivoy Properties Board board (this is a one-way link column currently). ***THIS NEEDS TO BE REDONE AT SOME POINT TO BE A 2-WAY LINK COLUMN - this would be part of a "Contacts overhaul" Rock for Ops Team***
   4. 🚦 A Make.com scenario uses the Contact information (if filled in) to search for existing contacts (via email address) on the Clarivoy Contacts board and link them from the Contacts board side.
      ◦ Main POC
      ◦ Onboarding Contact
      ◦ AP Contact
      1. If a matching contact is found and any fields on the contact are blank, Make will update them using the information from the Clarivoy Properties board fields. Make will then link the contact to the property in the Link to Properties column on the Contacts board (this is a one-way link column currently). ***THIS NEEDS TO BE REDONE AT SOME POINT TO BE A 2-WAY LINK COLUMN - this would be part of a "Contacts overhaul" Rock for Ops Team***
      2. If a matching contact is not found, Make will create one and then link the contact to the property in the Link to Properties column on the Contacts board (this is a one-way link column currently). ***THIS NEEDS TO BE REDONE AT SOME POINT TO BE A 2-WAY LINK COLUMN - this would be part of a "Contacts overhaul" Rock for Ops Team***
2. CS Specialist - If the property was sold via Pandadoc, go to PandaDoc and pull up the contract. This will tell you:
   1. Which rooftops are included.
   2. Start Date
   3. Points of contact
   4. Address, phone, etc. 
   5. Subscription is MTSA Pro+ unless otherwise indicated. 
3. CS Specialist - Use contract info and/or internet research (Dealer's website, Google) to fill in every bit of info possible.
   1. If the dealer signed up via a Pandadoc which was linked to the Monday item on the Sales Pipeline board, then the Contact information should be ported from Pandadoc → Sales Pipeline → Clarivoy Properties.
   2. If it is blank, fill in the Subscription column. 
      1. 🚨 When the Subscription column changes, a Monday Workflow will update the Product column based on what is chosen in the Subscription column.
   3. Split out Groups - If the new client has multiple rooftops and they were not sent over from the Sales Pipeline board as separate items, the CS Specialist creates additional items on this board for each additional rooftop (each line represents 1 rooftop on this board).  Do this BEFORE setting the Processing Status to Onboarding!
   4. Verify that the Quantity column is populated. It must be populated for each rooftop [this should default to 1]
   5. Vendor fields are not filled in as we do not know this information yet.
4. CS Specialist - Once all info is populated, set Processing Status to Onboarding. This will trigger automations to:
   1. 🚨 Move the item to the Onboarding SA/TVA Properties group.
   2. 🚨 Create an item on the SA+TVA Ops Overview board

Returning Clients

For all clients who were previous clients who cancelled and are returning, you must create a NEW line item on the Sales Pipeline board and follow the processes for Sending to Rocketlane or Properties Board . DO NOT reuse the old item.

As long as all details remain the same (e.g. not splitting or combining any additional rooftops from/into one property), reuse the same property ID(s) from before.

1. CS Specialist / CSLs must:
   1. Make sure Referral Source = Previous Client
   2. If the property is returning within 6 months of the previous cancellation, CSLs need to call out the returning property to both Data Team and CS Specialist in the conversation updates on the new property, so they can ensure that the property & users are not deactivated as part of the prior cancellation (or if they have been, that they are reactivated).

Changes to Start Date / Delays in Start of Reporting

If the start is delayed, CSL must:

1. Find the item on the Clarivoy Properties board
2. Set the Reason for MTSA Start Date Change status column
3. Update the MTSA Start Date column by clicking on the existing date to bring up the calendar, then selecting the new date. DO NOT CLICK THE X to clear the existing date first!
4. When the MTSA Start Date changes on the Clarivoy Properties board:
   1. 🚦 Make.com scenario will create a new item on the MTSA Start Date Changes board to track the change
   2. 🚨 Monday automation will create a new item on the Property Active Dates board. Every morning, a Monday/Postgres integration (property_active_dates_insert_update) enters these dates into the claripedia.property_active_dates table. For full details, see  the Property Active Dates process document.
   3. 🚨 Monday automation will email the VP of Sales and Controller to notify them of the change (VP of Sales only gets notified if the date changes, not if it is set initially)

STARTER/BASIC Properties Board

1. Once the Sales Pipeline board item is set to Send to Properties Board status, a new item appears on the Starter/Basic Properties board in the Main workspace.
2. Contacts - 🚦 When new Properties are created on the Starter/Basic Properties board, a Make.com scenario uses the Contact information (if filled in) to search for an existing contact (via email address) on the Clarivoy Contacts board.
   ◦ Main POC
   1. If a matching contact is found and any fields on the contact are blank, Make will update them using the information from the Starter/Basic Properties board fields. Make will then link the contact to the property in the Link to Properties column on the Contacts board.
   2. If a matching contact is not found, Make will create one and then link the contact to the property in the Link to Properties column on the Contacts board (this is a one-way link column currently). 
3. Clients - When new Properties are created on the Starter/Basic Properties board:
   TO BE AUTOMATED:  See Ops Request 
   1. 🚨 A Monday automation attempts to link the client by searching the Clarivoy Clients board for a match with the value in the Client ID column.
   2. 🚨 A Monday automation attempts to link the client by searching the Clarivoy Clients board for a match with the value in the Client Name From Onboarding column (with Item Name column on the Clarivoy Clients board).
4. Verify Clients Link & Create Client If Necessary - Project Manager - Check if the automations successfully linked the client to an existing client on the Clarivoy Clients board.  
   If the client was not linked automatically:
   1. Link the client in the Link to Clarivoy Clients (Auto Group/Company) column. If the client does not exist:
      1. SELECT ONLY 1 PROPERTY IN THE CLIENT GROUP and click the "Create Client" button and it will create the client item and link it. [If you select multiple properties at a time, it will create duplicate Clients board items]
      2. Select the remaining properties in the Client Group and link them to the newly created clients board item in the Link to Clarivoy Clients (Auto Group/Company) column.