Consultant Genealogy Management

1. Scope

The scope of this process is to showcase the different options that consultants/distributors must manage their network and enhance their commercial performance through various features and functionalities offered by the system. This scope includes the following:

• Site positioning: Ensuring the consultant's website or replicated site is effectively positioned to attract and engage potential customers.

• Network tracking: Monitoring and analyzing the consultant's network performance to identify areas of improvement and growth opportunities.

  • Communications: Facilitating seamless communication channels between the consultant and their network members for effective collaboration.

  • Network management: Providing tools and features for efficient management of the consultant's network, including recruitment and engagement of team members.

  • Key Performance Indicators (KPIs): Tracking and evaluating essential performance metrics to assess the consultant's progress and success.

  • Goals: Setting and managing achievable objectives for the consultant's business growth and personal development.

• Sales: Offering functionalities to manage and optimize the consultant's sales process, from lead generation to order fulfillment.

• Customer service: Supporting the consultant in delivering excellent customer service to enhance customer satisfaction and loyalty.

• Business tracking: Enabling the consultant to monitor and analyze their business performance, identify trends, and make informed decisions.

  • KPIs and reports: Providing comprehensive reports and performance indicators to help the consultant make data-driven decisions and measure their success.

By leveraging these features, consultants can streamline their business operations, enhance their sales strategies, and nurture a thriving network of team members to achieve their business objectives and reach new heights of success in the company.

1.1. SW coverage

The scope includes the following functionalities and features available to consultants/distributors to manage their network and improve their business performance:

• Positioning: Strategies to enhance the consultant's online presence and visibility to attract potential customers.

  • Consultant Interaction: Tools for effective communication and collaboration with network consultants.

  • Business Opportunity (Registration): Options for new consultants to join the company and register their businesses.

• Network Development: Tools and resources for consultants to grow and develop their network of team members.

  • Network Management: Features to efficiently manage and oversee the consultant's network operations.

  • Team Tracking: Monitoring and tracking the performance of team members within the consultant's network.

    • Commercial Network: Activities and functionalities related to the consultant's commercial network.

      • Prospect Contact: Facilities to reach out and contact potential customers or prospects.

      • Email Contact: Sending and managing email communication with prospects and team members.

      • Activity Tracking: Tools to track and record various business activities performed by the consultant.

    • Commercial Event Organization: Management of physical and virtual events for business promotion.

      • Agenda: Scheduling and organizing tasks, appointments, and events in the consultant's calendar.

  • Goals: Setting and monitoring business objectives and targets.

  • Commissions: Tracking and managing the consultant's commission earnings.

    • Dashboard of Indicators: Overview of key performance indicators and business performance metrics.

  • Communications: Communication channels and tools for consultants to interact with their network.

    • Timeline: Timeline feature for sharing updates and messages with team members.

    • Email: Managing email communication with prospects and team members from the system.

    • Centralized Messages: Accessing and managing messages from a centralized location.

• Sales Tracking: Managing orders and tracking sales performance.

  • Order Administration: Detailed order management, including rewards and incentives.

    • Attendance Tracking: Monitoring attendance at events and activities.

    • Support for Order Finalization: Assistance and support for finalizing orders.

  • Backoffice Order Creation: Creating orders on behalf of team members through the back office.

• Customer Service: Handling changes, returns, and customer inquiries.

  • Tickets: Managing inquiries and customer support tickets.

• Business Tracking: Monitoring business performance through widgets and reports.

  • Wallet/Collections: Handling commissions and earnings collection.

  • Rewards: Management of incentives and rewards.

These functionalities empower consultants to efficiently run their businesses, monitor their progress, communicate with their network, and achieve their business goals effectively.

2. Definitions

What is a Back office?

The Backoffice is the administrative system used to manage consultants, where operational processes and workflows of the company are carried out. It allows consultants to perform necessary business management tasks such as order management, logistics, customer service, etc., based on the functionalities defined by the company.

Difference between Reports and Widgets?

Reports are documents generated with relevant and detailed information about a specific topic. They enable the mass management of data or records within the system, providing comprehensive insights and analysis.

Widgets, on the other hand, are essential tools for presenting real-time and summarized information on specific business processes. They offer quick and visual access to specific data, enabling consultants to make informed decisions on the go. Widgets are typically updated regularly, providing concise and focused information for effective internal management.

3. Highlighted functionalities

3.1. Positioning and promotion

Boost and Promotion of the Replicated Site: The consultant can implement various strategies to promote their profile, engage with their network, and share the diverse benefits offered by the company.

3.2. Genealogy Management and Development

• Network Management: Consultants will have access to organizing events, contacting their network, registering new customers, and helping with growth while also tracking their network's progress.

• Earning and Obtaining Benefits through Business Goals: Consultants can earn incentives as remuneration for achieving the goals assigned to them, thereby increasing their commissions.

• Commission Management as Performance Indicators: The consultant can verify and track their own and their network's commissions, which are granted based on their sales efforts and dedication.

• Multiple Communication Channels: These features enable consultants to stay in constant contact with clients and the sales force for general announcements, promotions, and more.

3.3. Sales management

• Sales Tracking: The consultant has multiple options to track orders, access detailed information, and provide support to clients to expedite the process in case of any issues.

• Changes and Returns Management: With this option, the consultant can handle changes or returns made to orders in case of product dissatisfaction.

• Tickets (Inquiries, Queries): The consultant can monitor tickets generated to help resolve doubts and inquiries and take appropriate action.

• Business Monitoring: The system includes various modules for constant monitoring of performance indicators and network growth. Additionally, it offers various functionalities to export this information for comprehensive management.

4. Conditions

For the proper use of the software functionalities, it is necessary to have the following technical and/or business elements defined beforehand:

• Scope of interaction functionalities applicable to the business model (use of replicated sites).

• Objective and functional scope of the consultants: Based on the business model, define the types of actions consultants can perform and the functionalities they can access.

• Definition of goals and commission program: The company must have a clear and defined process for calculating and paying commissions to the sales force.

• Scope of the career plan: Define how consultants are classified and the objectives of the career roadmap according to the planned scope.

5. Performance

5.1. Journey

Lili Gómez is a Senior Consultant. Her experience and sales performance increase significantly over time, and her main goal is to continue growing her business by recruiting new people and excelling in the world of sales.

Lili invites her friends to join the company's sales force:

• To promote the brand and products.

• To generate income.

She shares her replicated site with them and guides them on how to register.

Lili reviews the goals set for her and her team.

She can manage her genealogy by:

• Checking her consultants in charge of different zones or areas.

• Verifying their activity status (active or inactive) and whether they have orders or not.

Next, Lili takes steps to achieve her goals:

• She creates orders for herself or for third parties (her clients).

Lili can also review the tickets created by her team, respond to them, or coordinate with the company to ensure timely responses.

She can access and review her:

• Indicators

• Commissions

• Bonuses earned per campaign.

Furthermore, for efficient management of information, Lili can generate reports and view widgets with summarized information.

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6. Configurable Elements

This is a document outlining the scope of functionalities for the Consultant, and as such, it includes a series of configurations that need to be set up to achieve the presented scope for the Consultant.

These configurations will be detailed in subsequent documents to guide the system users on how to implement them and thereby visualize the mentioned functionalities in this document.

Below is a list of elements to be configured in the SW:

6.1. Main Configurations

• Configuration of roles and permissions.

• Configurations of communications aligned with the Marketing module.

• Establishment of the activation of replicated sites for consultants (if applicable according to the company's business model).

• Management of goals for the development of the network (if applicable according to the company's business model).

These configurations are essential to ensure that the system functions effectively and aligns with the company's specific business requirements. By setting up roles and permissions, the company can control access to different features and functionalities based on the user's position and responsibilities. Configuring communications in line with the Marketing module enables seamless communication with consultants and customers, promoting effective marketing strategies. Activating replicated sites for consultants allows them to have their personalized sites with relevant information. Finally, managing goals for the development of the network helps in promoting growth and success within the sales team. These configurations contribute to the overall efficiency and success of the company's operations.

6.2. Configuration of related modules

• Establish the consultant's and company's social media for replicated sites (if applicable).

• Define the scope of managing the consultant's own orders and the orders from their network (editing, canceling, etc.).

• Configure templates for sending email notifications when there is a change of status in the generated ticket, based on the selected templates.

7. Detailed Scope

7.1. Positioning

Lili Gómez, a Senior Consultant, starts her journey by engaging in a positioning effort through the promotion of her replicated site. She shares it with all her friends and followers on various social media platforms to attract sales and recruit new individuals who can join her network directly through the site.

7.1.1. Working with the replicated site

The company has the option to enable a replicated site for Lili Gómez as a consultant, or in case she holds significant influence in the company, they can provide her with an influencer site to enhance her potential.

With these functionalities, Lili can offer her clients the same benefits provided by the company's main website. However, the replicated site maintains Lili Gómez's essence and image.

Lili's Site - https://demo.s4ds.com/liligomez

Some of the functionalities that Lili might have on her replicated site are:

Contact Information:

• Social media links

• Phone number

• Email for easy communication Clients can use these contact details to reach out with any inquiries, and a ticket will be created for further management, either by Lili herself from her Backoffice or directly by the company.

Product Catalog & Sales:

• The entire product portfolio of the company is available.

• Clients can make purchases directly from the e-commerce platform.

Registration:

• Lili can register new people as consultants to grow her network and increase her commissions.

Tell Her Life Story:

• Lili can share information about her journey with the company, business evolution, and experiences.

• She can showcase the benefits she has gained to engage visitors and achieve her primary goal of increasing sales and registrations to grow her business.

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Notes:

It is essential to mention that the content created on the influencer-type site should be produced by the company.

It is not recommended for the sales force to upload their own material since the company provides this site as an incentive for senior consultants or a kind of photo shoot session to refresh the consultant's personal information by showcasing their life, experience, through images, videos, and stories.

7.2. Genealogy development

In addition to self-management and tracking her own performance, Lili can focus on growing her business by managing her network. This is the primary task of a senior consultant, and S4DS offers many options to support her in this endeavor.

7.2.1. Genealogy management

After promoting her site, Lili can perform a comprehensive analysis and management of her network through her Backoffice.

• Network Graphs: Through graphs, Lili can gain insights into her network's distribution, including the number of customers and consultants. She can also determine how many of them are active, inactive, or newly registered.

• Enrolling New Consultants: Lili can directly register new individuals to her network from her Backoffice. This option allows her to streamline the process for people who wish to join her network.

• Filters for Network Management: Using filters, Lili can manage her network based on various conditions and take appropriate actions accordingly.

• Network Tree: The network tree enables Lili to manage information and indicators for specific individuals and view the overall structure of her network. Additionally, she can access and manage information related to sales, invoices, general information, financial data, KPI tracking, and commissions for each person in her network.

7.2.2. ​Genealogy follow-up

Centralized querying allows obtaining all kinds of information related to an individual, which helps the sales force manage their business more efficiently and easily. Various information can be accessed, including:

• Commissions for the current cycle

• Indicators and performance metrics

• Orders placed and invoices.

• Generated tickets or issues

• Referred individuals.

• Coupons and benefits

• And many other options

For example, if Lili notices that Juan Carlos is not achieving enough sales and is not performing as expected, she can reach out to him and find ways to incentivize him to achieve his business objectives. Centralized querying enables Lili to have a comprehensive understanding of her network's performance and take proactive actions to support her team's success.

7.2.2.1. ​Commercial work to organize Events/ Calendar

As a support for Lili's commercial management in the search for clients and in supporting her team, she has the option to organize both physical and virtual events and manage her commercial schedule through:

• Physical Events: Lili can plan events at physical locations to keep her team motivated. Additionally, these events offer an opportunity to strategize together for better sales and recruiting more individuals.

• Virtual Events: This type of event allows Lili to organize online gatherings to maintain constant communication with her network, motivate them, and assist with their career plans.

• Agenda: Lili can schedule her own events, manage her commercial calendar, visit clients, and plan her monthly activities. The agenda feature helps her keep track of all her business-related activities for the month.

7.2.3. Communications with Genealogy

There are several options for Lili to communicate with her Junior Consultants and accompany them in their process. She can motivate them, share content, provide updates on new campaign offers, invite them to place their orders, and perform many other actions. Some of the communication options available to Lili include.

7.2.3.1. Timeline

From this internal social network, all consultants like Lili can send messages to their network, attach video links or photos, and the message will be displayed in the backoffice of the people tagged in the message. These recipients can interact by liking or commenting, similar to how a Facebook wall operates. This feature allows for seamless communication and engagement within the network, fostering a sense of community and collaboration among the consultants.

7.2.3.2. ​Send Massive Emails

It is also possible to send mass emails by accessing the consultant section. This feature allows filtering by specific conditions, for example, sending an email to all inactive consultants to encourage them to reactivate their status in the company. It can also be used to filter clients who haven't placed an order and send them reminders about the campaign deadline to encourage them to place their orders. This mass email functionality enables targeted communication with different groups within the network, making it an effective tool for managing and engaging consultants and customers alike.

7.2.3.3. Sharing information through different channels

Indeed, Lili can also send messages directly from a planner. This feature allows her to organize and schedule messages for the entire month, ensuring a consistent and well-planned communication strategy. She can schedule messages for her social media accounts, ensuring regular and timely updates to engage her followers and attract new customers.

Additionally, Lili can schedule private messages to send to her network of consultants. This enables her to provide timely support, motivation, and important updates to her team, even if she's not able to send the messages in real-time. By utilizing the message scheduler, Lili can maintain a strong and active presence in her network while efficiently managing her communication efforts.

7.3. ​Sales follow-up

7.3.1. Order management

Lili can efficiently manage her orders through various tools and features, including:

• Statistics: Lili can access statistics related to her orders, allowing her to analyze performance and track progress.

• Order Status: She can understand the different states of her orders, including achievements and pending tasks.

• Order List: Lili has a comprehensive list of all her orders and pending tasks, making it easy to keep track of her sales.

• Individual Order Management: Lili can manage each order on a case-by-case basis, ensuring that every transaction is handled effectively.

• Order Details: She can access detailed information about each order, including tracking details if applicable. This helps her stay informed and address any issues that may arise.

• Tracking Status: By using the order tracking feature, Lili can monitor the progress of her orders and provide updates to her customers, ensuring a smooth and efficient delivery process.

• Draft Order Management: Lili can filter orders in the "draft" state to identify consultants who may need assistance in completing their orders. This allows her to reach out and provide support when necessary.

• Opportunity Management: Lili can identify consultants who haven't placed orders yet and reach out to encourage them to do so. This feature helps her maximize sales opportunities and boost team performance.

7.3.1.1. Comments in the orders

Consultants, when creating orders for themselves or someone in their network, have the option to attach comments to each order to provide clarity on specific matters or if the order requires special attention. This feature can be enabled at various stages of the order, allowing consultants to leave comments related to payment, shipping, or the recipient of the order.

These comments are visible to the administrator in the order details once the order is completed. This enables the administrator to review the comments and take any necessary actions or provide appropriate support based on the information provided by the consultant.

Having the ability to leave comments on orders enhances communication and ensures that important information is recorded and shared effectively within the system, facilitating smooth order processing and customer service.

7.3.2. Creation of orders in Backoffice

Lili has the option to place orders on behalf of her junior consultants, ensuring that the order process is not interrupted, and the order is not lost. This allows her to support her junior consultants and ensure a smooth transaction.

She can create a new order for herself or for a different consultant by selecting the appropriate option in the system. If she chooses to create an order for a different consultant, she can enter the necessary details on their behalf and complete the order process.

By having the ability to place orders for her junior consultants, Lili can effectively assist them in managing their business, ensuring that all orders are processed accurately and timely. This collaborative approach helps to strengthen the team's performance and overall success within the company.

7.4. Customer Service

Lili has the option to provide support to her customers and her network by helping them create tickets that the company will manage. Additionally, she can create tickets for her own inquiries or issues.

With the ticketing system, Lili can:

• Attend to her customers: Lili can use the ticket system to address any inquiries or concerns raised by her customers, ensuring timely and efficient communication.

• Follow up on tickets: She can track the status and progress of existing tickets to stay informed about the ongoing support requests and provide updates to her customers.

• Access FAQs: Lili can quickly find answers to frequent questions in the Frequently Asked Questions (FAQ) section, allowing her to respond promptly to her customers.

• Create and manage tickets with the company: Lili can create new tickets for specific issues or requests, which will be handled by the company's support team.

• Request changes and returns: She can create tickets to request changes or returns for herself or her customers, ensuring smooth handling of these processes.

• Access knowledge base: Lili can access the company's knowledge base to find standardized responses and information on various topics, helping her provide consistent and accurate support.

By leveraging the ticketing system, Lili can offer excellent customer service and support to her clients and network, enhancing their overall experience and satisfaction with the company's products and services.

7.5. Business follow-up.

Lili has access to dynamic reports and downloadable reports.

Dynamic reports provide real-time data and interactive features that allow Lili to analyze and manipulate the information according to her specific needs. These reports are customizable, allowing her to select different parameters, filters, and date ranges to view the data from various perspectives.

Downloadable reports, on the other hand, are pre-generated reports that Lili can download in different formats, such as Excel or PDF. These reports provide a snapshot of specific data at a particular point in time and are useful for sharing or offline analysis.

Both types of reports provide Lili with valuable insights into her business performance, sales trends, team progress, and other key metrics, enabling her to make informed decisions and take actions to drive her business growth and success.

7.5.1. Widgets

These reports that Lili can view on her screen in real-time are very useful for her to conduct her management activities when she is calling or visiting one of her junior consultants.

For example, she can quickly check if a consultant is among the top performers of the month, if they have placed any recent orders, if they have any pending tickets, who are the top performers in her network, the latest orders taken, orders from a specific region, and view any open incidents that need attention, among other important information.

Real-time reports provide Lili with up-to-date and relevant data, allowing her to stay informed and make informed decisions on the spot. These reports play a crucial role in Lili's day-to-day operations as a senior consultant, enabling her to effectively support and guide her team, identify areas for improvement, and ensure the smooth running of her business.

7.5.2. ​Downloadable Reports

These reports contain more detailed information compared to the dynamic reports, and Lili can download them in various formats such as Excel, PDF, etc. For example, she can access detailed reports on sales, stencil information, or any other relevant topic based on the selected report.

The downloadable reports offer comprehensive insights into various aspects of Lili's business, providing in-depth data and analysis that can be used for further evaluation, strategic planning, and decision-making. With these reports, Lili can delve deeper into specific metrics and trends, allowing her to identify patterns, measure performance, and track progress over time. The flexibility of downloading these reports in multiple formats enables Lili to use the data in different ways, whether for internal analysis or sharing key information with her team and stakeholders.

Some of the downloadable reports that Lili could access to perform a more detailed analysis and obtain in-depth information include, among others:

• Stencil Report: This report provides detailed insights into the performance of the sales stencil, including data on the utilization of incentives, rewards, and promotions, helping Lili to optimize her sales strategies.

• Detailed Sales Report: This report offers a comprehensive overview of sales data, including information on individual transactions, product performance, customer segments, and sales trends, enabling Lili to analyze and fine-tune her sales approach.

• Awards Report: The awards report outlines the achievements and incentives earned by Lili and her team based on their performance, allowing her to track progress toward specific goals and motivate her network.

• Portfolio/Receivables Report: This report provides information on outstanding payments, customer credit, and overall account receivables, helping Lili to manage and maintain a healthy financial flow within her business.

With these downloadable reports, Lili can have a more thorough understanding of her business operations, identify areas of improvement, and make data-driven decisions to enhance overall performance and success within her network.

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