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1. Scope
The process involves showcasing the different functionalities consultants have for joining the company, managing their network, handling information required by the company, and managing their status.
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The process essentially involves consultants using the entry/form options on the corporate site or replicated sites to provide their information. They may have options such as selecting a kit or making a special purchase. Upon registration, they agree to the company's terms through a contract. Additional details and documents might be required for validation. The company's backend systems manage the information and provide tools for consultants to manage their salesforce and network. Additionally, the company can activate or deactivate consultants as needed.
1.1. Software Coverage
Network Management:
Enrollment / Registration:
Entry / Form:
Self-Service:
Corporate Website:
Replicated Sites:
Chatbot:
Consultant Backoffice:
Corporate Backend:
Additional Form Options:
Starter Kit Option:
Special First-Time Purchase Option:
Contract:
Extended Fields:
Attached Documents:
Territorial Coverage Validation:
Internal Management:
Activation / Deactivation:
Activation:
Workflows
WebService
Business Rules
Commercial States
Deactivation:
Individual Forced Deactivation:
Mass Forced Deactivation:
2. Definitions
These terms will help you better understand the purpose and functioning within the context of consultant recruitment and internal management:
Stencil:
Stencil refers to the entire network of consultants registered with the company and active in the system. These individuals can have varying commercial statuses.
Sponsor:
A sponsor is the leader or mentor of a consultant network. They ensure that their team's work progresses effectively.
Contracts vs. Terms and Conditions Acceptance:
Contracts are legally binding agreements that define obligations and responsibilities. Terms and conditions act like contracts, but they pertain to accepting various accesses and elements required (e.g., information, permissions for personal data) before using a service. Failure to accept these terms may restrict service usage.
Backend Administrator:
The backend administrator manages administrative processes and flows within the company's backend system. Admin users typically have access to all functionalities to facilitate proper system management and configurations.
Rules for Registrations:
Rules are conditions defined in the system to trigger specific processes or actions. For example, if a person purchases product X, a certain product might be gifted. This provides flexibility in registering consultants based on business models or registration plans.
Workflows:
Workflows are modules allowing administrative or commercial teams to approve requested processes like credit approvals, registrations, or document submissions. This enhances control over information managed or received within the system.
WebService (WS):
WebService facilitates integration with external applications or processes. It enables retrieval or modification of information not present in the system.
Commercial States:
Commercial states classify consultants at the end of each sales cycle based on their performance. This helps strategize actions to increase network activity.
Activation and Deactivation Process:
Activation involves a new member passing through approval steps (based on the company's model) to become a distributor. Once approved, the consultant can utilize and sell company services.
Inactivation changes the status of a client or consultant based on their activity or loyalty within a specified timeframe. This can relate to sales and purchases over time.
Google Address:
Google Address integration utilizes Google Places service to autofill address and location fields in registration forms. This feature can be enabled or disabled based on the company's business model or functional scope in registrations.
3. Highlighted functionalities
3.1. Enrollment
Registration
Utilization of Various Consultant Registration Methods: There are different ways to register consultants, including through the company's website and replicated sites ("join the company"), via the consultant portal (backoffice), and the administrative portal (backend).
Application of Additional Options in Registration: Depending on the company's business model and how consultant registrations are managed, certain options are provided for a more personalized registration process that aligns with the company's needs and brand identity. These options include:
Terms and Conditions:
Enable acceptance of Habeas Data terms for personal data authorization.
Enable acceptance of service Terms and Conditions during registration.
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Email: Configure various templates for confirming different system events (registration, orders, payments) that occur within the system.
3.2. Activation and deactivation
Different Methods of Activating and Deactivating Consultants: The company can activate or deactivate sales personnel based on their performance or analysis of conditions.
4. Conditions
For the proper utilization of the software functionalities, it's essential to have the following technical and/or business elements defined in advance:
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Having these elements well-defined beforehand ensures a structured and efficient utilization of the software's functionalities.
5. Software Functioning
5.1. Journey
David from the sales department is responsible for managing individuals associated with the company, validating their status, and, if necessary, activating or deactivating them in the system (based on the requirements).
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In summary, David plays a crucial role in overseeing the registration and management of individuals within the company. He assists in the registration process, communicates benefits, manages activations and deactivations, approves registrations, and ensures data accuracy.
5.2. Scheme
The following are technical aspects that help understand the data relationships and possibilities for configuring the registration module in different ways.
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This data structure allows for versatility in configuring the registration module based on the type of relationship a person has with the company. The core "persons" data is augmented as needed, and additional attributes can be linked to specific roles like customers or consultants, facilitating a tailored experience for each role.
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6. Configurable elements
The following are the elements to configure in the software:
6.1. Main configurations
Configuration of contracts to be requested during registration (if applicable)
Configuration of extended fields or additional fields (if applicable)
Configuration of document types to attach (if applicable)
Configuration of commercial states
These are key aspects in setting up the registration module, tailoring it to the specific needs of the business and the roles of individuals within the company.
6.2. Configuration of related modules
Configuration of CMS in line with content (Marketing)
Configuration of roles and permissions
Configuration of political divisions
Configuration of territorial divisions Configuration of templates
These aspects are crucial for establishing an effective content management system (CMS), defining roles and permissions, structuring political and territorial divisions, and creating templates that align with the company's needs and objectives.
6.3. Module configuration
6.3.1. Attached documents.
This administrator allows you to configure the necessary files that will be uploaded during the sales force registration process.
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Configuring the attachments ensures that the relevant files are easily accessible and displayed appropriately in these sections and workflows.
6.3.2. Contracts
This administrator enables the configuration of necessary contracts, whether for individuals joining the organization, accepting legal documents like terms and conditions, or any other legal matters deemed relevant by the company.
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Report of legal texts
In this module, the individuals who have accepted the contracts are listed.
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6.3.3. Configuration of commercial statuses (Configuration icon)
This functionality aims to assign a commercial state to a customer based on their activity in each campaign. The company configures possible states for each customer in the inactivation campaign administrator.
To set up inactivation campaigns, access the inactivation campaign administrator within the process manager. Open the modal to create or edit a "commercial state," and fill in the modal fields. These fields define after how many inactive campaigns a user's commercial state name will change and what name it will change to.
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6.3.4. Customer segments
Customer segmentation allows classifying the company's sales force or customers based on their average order and the number of campaigns in which they place orders.
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Segmentation through goals.
Segmentation based on the purchased starter kit.
Segmentation through rules.
6.3.5. Blacklist reasons
When creating a record in the "Blacklist," by filling in the fields of the modal, you'll come across a field named "Reason." This field displays a list of options from which you can choose when filling out the form. These options are determined by the configurations set in the module named "Blacklist Reasons."
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6.3.6. Blacklist
A blacklist is a database of individuals considered prohibited or excluded for certain reasons, such as non-compliance with terms of service. It can be utilized to block certain users' access to software, preventing them from using it and thereby safeguarding it against misuse.
To create a record in this blacklist, one needs to fill out a modal with various fields, including the "Reason" field. This field displays a list of options that can be selected to indicate the cause of the blockage. These options are defined beforehand in the "Blacklist Reasons" module, where they can be added, modified, or removed. This customization allows tailoring the list as per the company's requirements.
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6.3.7. Generic fields
Unlike specific, basic, or primary fields in a registration form – which are used to collect fundamental information from users registering on a website, such as their name, email, or password – generic or extended fields offer the ability to personalize the registration form with additional or secondary options, such as address, phone number, birthdate, or interests. These fields can aid in better customer segmentation and provide tailored services that cater to their needs.
This module allows editing, configuring, parameterizing, or customizing these available generic or extended fields as per the company's requirements. This ensures that they are reflected in user registration forms.
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6.3.8. Document mask
In this module, you can configure how information will be displayed in the different fields of the registration form, based on the country.
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6.3.9. Document types
The S4DS system allows you to efficiently manage customer information from registrations with various types of identification. This feature proves especially useful if your company operates in multiple countries, where identification types can differ. With the S4DS system, you can easily organize and centralize all customer data, simplifying the process.
In this module, you can create and edit the different identification document types you'll be handling. These types will then be reflected in the registration form.
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6.3.10. Matrix location
This module allows manually adding a user to a specific part of the company's matrix or network tree.
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6.3.11. Enrollment with credit request
The environment variables that should be considered as prerequisites for configuring the credit request in the payment step of the "Join" registration are:
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These environment variables are essential for configuring and determining the behavior of credit requests during the payment step of the "Join" registration process.
7. Detailed scope
7.1. Enrollment
The commercial team's need is to develop a robust sales force and continually add new individuals to the network.
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Being part of a natural e-commerce flow
Being part of a registration flow with an additional option to purchase kits and promotional items.
Contract approval, providing required documents, etc.
Entering a flow of approval and data verification
7.1.1. Registration form inputs
7.1.1.1. Self-attendance for customer and consultant registration
Self-Service Channels for "Joining" as a Guest:
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After completing the form, they need to select a kit or membership. Following this, they must make an additional purchase with special conditions defined by the company. Upon successful payment, they are registered as a Consultant. (Requires rule configuration for special purchases, e.g., redeemable virtual coupon, 50% purchase, etc.). View registration to join as a consultant. Through this option, there's the functionality of "Credit Request" at the "Payments" step. Clicking the button opens a popup where references and requested documents must be added. Upon clicking "Request Credit Review," a ticket for credit allocation and approval is generated. This ticket must be managed by the company through the workflow tab in the detailed ticket view.
You must upload the required documents one by one before being able to proceed with the process.
Upon completing the process, a ticket for credit allocation and approval will be created. This ticket needs to be managed by the company from the workflow tab in the detailed ticket view.
Initially, the credit limit of the registered user will be displayed as zero because the credit request has not been approved yet. However, once the credit request is approved, that value will change.
Entering through the Bot
Once the registration form is completed, according to the company's business model, the individual may be in an active or pre-registered state, allowing the sales force to approve their registration (requires configuration of environment variables to define the user's state upon registration). View registration - Chatbot
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Entering through the E-commerce (Corporate or Replicated Site):
The company can configure a rule to reactivate an inactive Consultant upon making a purchase.
Entering through the E-commerce (Corporate or Replicated Site) - "Join" Option:
Once the form is completed, the system will validate preexistence and continue the flow defined by the company.
7.1.1.2. Consultant Backoffice
Through the Consultant's Backoffice, the Consultant themselves can also register new Consultants (with or without a purchase requirement by the new Consultant) and activate inactive Consultants.
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Through the Backoffice, the Network Leader can activate inactive Consultants View activation/inactivation.
7.1.1.3. Corporate Backend for consultant registration
Through the Corporate Backend, the company can also register Consultants (with or without a purchase requirement by the new Consultant), including important information such as associating the sponsor (network leader) and the referrer (the person who invited or referred the new personnel to the business). The referrer can be the same sponsor or another person, along with the person's territorial zone and personal information.
Performed by a specialized department through the corporate backend.
Through the backend, a specialized department can activate inactive Consultants: a prior activation in the system is required, either manually or through bulk upload, so that when the inactive consultant logs into the system, they become active again (an administrator activates the consultant).
7.1.2. Extra options in the form
The additional options in the registration form enable the company to manage different registration methods. These options are optional and can be customized based on the company's specific business needs.
7.1.2.1. Initial kits / Memberships
The company can configure the option of a registration conditional upon the purchase of a Starter Kit / Membership. In other words, anyone who wants to become part of the company's sales force will become active once they have made this purchase.
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This also allows for the configuration of special career plan segmentation conditions (RANKS), which can be used later for commission calculations or applicable price lists for the registering consultant through this option.
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7.1.2.2. Special first-time purchase
This option is configured when you want to guide the registrants through the registration process and direct them to the shopping cart for a special purchase with unique conditions (special offers, coupons, discounts, etc.) that are exclusively applicable to this First-Time Purchase.
7.1.2.3. Contracts
Contracts in the registration process allow companies the option of requiring individuals to accept legal documents such as terms and conditions or any other relevant legal matters when joining the organization. This requirement can apply to both becoming part of the sales force and progressing through the consultant's career plan.
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Look up specific contracts.
Activate or deactivate contracts.
Identify which contracts are currently active.
Export information about individuals who have accepted the contracts.
7.1.2.4. Extended fields
Extended fields allow for a more personalized registration process, enabling the collection of additional information from the sales force. These fields can be configured with specific questions to gather information that may not be present in the standard registration form. For instance:
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Sales force registration
Exportation
File uploads
Administration module
7.1.2.5. Document attachments (Pre-registration documents)
Through this option, it's possible to capture the files required by the organization to complete the registration of the sales force. These files can be configured according to the company's business model.
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7.1.2.6. territorial division coverage (optional)
Optionally, when the business model requires it, when associating a sponsor, validation is performed to ensure that both the registered customer and the sponsor are in the same territorial zone. This control is implemented to prevent customers from registering in zones that are not part of their network (Director, Distributors).
7.1.3. Internal management
The sales department can manage the onboarding of new personnel entering the company through the following methods:
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Approval of registrations and attached documents (Users pending validation).
7.2. Activation/Deactivation
Activation and deactivation are related to the commercial states configured by the company, where businesses aim to activate or deactivate users based on various factors such as customer loyalty, purchasing activity, consultant engagement, and more.
S4DS provides various methods to manage these processes, enabling companies to have clearer and segmented insights into customer behaviors.
7.2.1. Activation
7.2.1.1. Workflows (WF)
Typically, businesses require an associated workflow to activate a new member into their sales force. For this purpose, the platform allows the assignment of workflows to specialized teams who can approve or disapprove the activation of the new consultant.
This module enables the management of approvals as configured by the company, ensuring that the new sales force member (advisor, entrepreneur, consultant, distributor) undergoes the necessary filters before becoming activated.
7.2.1.2. WebService (External)
When consultant approval workflows are conducted in applications or processes external to the platform, there is the possibility to integrate the activation outcome through Webservices.
A Webservice is an external service that allows direct communication with the system to retrieve information about users or modify it. Through this service, new records can be created, data can be modified, such as changing the user's activation status, and more.
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7.2.1.3. Activation through business rules
Consultants can also be enrolled through more complex business rules, offering flexibility to the business for various scenarios.
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These rules can be tailored to specific conditions or combinations of factors that trigger consultant activation. This provides a dynamic and automated way to bring consultants into the fold based on customer behavior, product purchases, or other relevant criteria. This automation streamlines the process and ensures that consultants are activated seamlessly as customers engage with the company's products and promotions.
7.2.1.4. Commercial statuses
Commercial statuses are used as an additional tool for customer segmentation from a business relationship or standpoint. Depending on the business model, a company can place customers into defined statuses based on their commercial interactions or performance with the company.
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Commercial status widget
Through centralized queries
Stencil report
Historical visualization
7.2.2. Deactivation
The deactivation of members of the sales force can be accomplished through:
Commercial statuses
Individual forced deactivation
Mass forced deactivation
Webservice (WS)
7.2.2.1. Individual force deactivation
Individual Forced Deactivation refers to the process of individually deactivating different users in the system. This action can be performed within the 360-query screen.
7.2.2.2. Mass forced deactivation
Massive Forced Deactivation refers to the process of deactivating multiple users in the system in a bulk manner. This can be achieved through file uploads.
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To continue with the training on the S4DS platform, access the Session 6: Sales Genealogy.
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