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ONLINE COURSE PROCEDURES: An Example
Step 10: The COURSE Emails After a Spreadsheet Arrives
Very soon after a KD_Spreadsheet.xls arrives, go to COURSE Emails in the shared google.docs file and select the appropriate email for the buyer.
10.1. If the buyer bought a course for just ONE other person or client, use COURSE Email 1 with appropriate modifications.
10.2. If the buyer bought a course for two or more group members or clients and the buyer’s name IS on the spreadsheet, use COURSE Email 2 with appropriate modifications.
10.3. If the buyer bought a course for two or more group members or clients but the buyer’s name is NOT on the spreadsheet, then use COURSE Email 3 with appropriate modifications.
NOTE: It’s imperative to send the correct COURSE Email to the buyer immediately after we’ve received the buyer’s spreadsheet. Before we import his spreadsheet (Step 17 below), we want to give the buyer at least 24 hours to inform his group members of our instructions—which include asking members to add firstname.lastname@example.org to their address book or contact list. When the buyer’s spreadsheet is subsequently imported, an automated KD email will be sent to every group member with his or her username and password. This vital account information will indeed arrive in everyone’s INBOX (and not in their SPAM or JUNK folder), so long as the buyer has previously alerted all members to our special instructions.
ALSO NOTE: The TKI EMAILS give the buyer the option of having his group members add email@example.com to their address book much sooner than 24 hours. As soon as the buyer informs us that his group members are ready to receive their account emails, you can import the buyer’s spreadsheet and thus ignore the usual 24-hour waiting period.
For some groups that need to begin the courses or course collection as soon as possible, the buyer will ask us to immediately import the KD_Spreadsheet, knowing the risk that some participants might not find their account emails in their inbox. In these cases, use the modified COURSE Emails 1a, 1b, 2a, 2b, etc., which have been purposely written for those cases when the buyer has requested that we import his spreadsheet as soon as possible. As always, choose the most relevant email and then modify it as needed in order to reflect the special circumstances of the Group Buyer (which adds a personal touch).
MOST IMPORTANT: Before you send a COURSE Email to a buyer, make sure you color all the text BLACK—and use the same font and type size. Don’t leave any text in RED. The latter text color is only for the purpose of highlighting the paragraphs in our COURSE Template Emails that might need to be modified (or excluded) in your email to the buyer.
10.4. Occasionally, we receive a KD_Spreadsheet.xls that includes only ONE person’s name, which is NOT the buyer himself. (If a buyer mistakenly sends us a spreadsheet with HIS name on it, let me know that the course has already been placed in his username account when he made the purchase—so no spreadsheet is needed.) Even if this buyer has already been placed on the relevant course sheet (because of the SINGLE course purchase), the subsequent arrival of the spreadsheet now clarifies that the buyer had, in fact, purchased this online course for ANOTHER PERSON (e.g., a client or group member). But immediately inform the Administrator if we have no record of any purchase for this one-person spreadsheet.
10.5. Go to our shared google.docs file, “COURSE Participants,” and open the relevant course sheet: 00. ECC; 0. QTC; 1. BTCM; 2. GTCM; 3. ATCM…11. TKIP. Find the buyer’s account row (which was previously created via the “Procedures for a SINGLE Purchase of an Online Course”) and move the buyer’s name and email address into Columns H and I, thus opening up the cells in Columns B to D for the name and email address of the one (other) person on the spreadsheet. The other columns in the buyer’s row will be addressed in subsequent steps.
11. Remove the Buyer’s Online Course?
If the buyer’s name is NOT on the spreadsheet (and the buyer did not purchase that online course, The TKI Package, or The Complete Program during the past 90 days, 6 months, or 1 year, respectively), that course must be removed from his username account. Why? If the buyer made his group purchase on our website, that online product was automatically placed in his account when he completed the purchase process. If that course or course collection weren’t removed, the buyer would have free access to the course for himself, even though he purchased it for OTHER people (as indicated when his name is NOT listed on the spreadsheet). As such, ask the Administrator to remove the course “role” from the buyer’s account.
12. Rename the Spreadsheet
Rename the buyer’s KD_Spreadsheet.xls, regardless of how he might have renamed it himself: KD_Spreadsheet.SKU.CompanyName.12.20.2016.xls, where SKU is the course code for ECC, QTC, BTCM, GTCM, ATCM, CMC, CTC, TMC, SSC, RSC, PMC, TCP (The Complete Program), or TKIP (The TKI Package). If there is no Company Name as such, use the Buyer’s Name. Make sure to follow this convention exactly, so it will be easy to search for and find previous spreadsheets by product, by company, or by date. Then place the spreadsheet in a separate folder, Course Spreadsheets, in the shared Dropbox on your desktop.
NOTE: If a second spreadsheet from a buyer arrives on the same day, rename the second spreadsheet: KD_Spreadsheet.SKU.CompanyName.00.00.0000.B.xls, where the “B” denotes the buyer’s second spreadsheet on that day, and so forth.