Zoho CRM for NGOs | Use Case - Zoho CRM

Streamlining business processes in a Non-Profit Organization

Edition: Enterprise and above | Industry: NGOs or Non-Profit Organizations | Features: Blueprint, Module Customization

The Requirement

Idea Box is an NPO that extends their support to aspiring entrepreneurs. They offer regular guidance and coaching to different groups of entrepreneurs and make sure they create a platform for startup enthusiasts to come together and help each other, creating a solid community of entrepreneurs.

 

Idea Box has plans to scale up further. However, as they plan to expand, they are faced with a challenge. As their network of entrepreneurs grows, they want to ensure that only candidates with genuine interest in receiving guidance join their community. They want to avoid time wasters, and select their candidates carefully so that no one wastes their valuable time and effort. As an NPO, they cannot afford to waste their resources, so they have brought in a strict screening process to recruit candidates to join their community.
 
This process, however, is not efficient. There are no clear guidelines and the process is not applied consistently to all candidates. Selection is mostly done on an ad-hoc basis, based on the judgment of the recruiter without sufficient details on the candidates. The NPO administration wants to streamline the candidate recruitment process. Help them build and streamline their candidate recruitment process in Zoho CRM.

Requirement—Solution Mapping

Streamline the candidate recruitment process: Implement Blueprints. 
Blueprint is one of Zoho CRM's process management features. Using a Blueprint will help an organization to streamline their processes in Zoho CRM and ensure: 
  • Standardization

  • Validation

  • Compliance

  • Automation

  • Collaboration 

Idea Box could have a module called "Prospective Candidates" for which the process can be built.

Prerequisites:
  1. Create a module called "Prospective Candidates".
  2. Build the module with fields and sections relevant to the organization. The following is a screen grab of the "Prospective Candidates" module for Idea Box.
  3. The Blueprint for candidate recruitment process will be built on the Candidate Status field, which will have a few possible stages.
     

Blueprint Configuration

To design a Blueprint
  1. Go to Setup > Process Management > Blueprint.

  2. Select the Prospective Candidates module and the Standard layout.

  3. Select the Candidate Status field as the picklist field to base the Blueprint on. 

Note: The Candidate Status field should have the following stages (picklist values):
Contact Established -> Area of interest obtained -> Career history gathered -> Level 1 screening -> Level 2 screening -> Level 3 screening -> Background check -> Qualified/Rejected/On hold 


In the Blueprint editor:

Drag and drop the States and create Transitions between them, as shown in the screenshot above. 

Following are the Transition settings for each transition:  

Transition

Name

Before Transition

During

Transition

After Transition

Contact Candidate

Record Owner

Insert Message:
1. Complete contact information and touch base with candidate
2. Attach a note on summary of the conversation

Add Fields:

Email

Mobile

Secondary email

Select Make Notes as Mandatory


NIL

Area of Interest

Record Owner

Insert Message:

1. Describe candidate's startup idea in your words
2. Attach candidates' documents on their startup idea, and areas interested in.


Add Fields:

- Describe your idea

- Have you worked in a startup before?

- Startup budget

Select Make Notes as Mandatory


Select Make Attachments as Mandatory

NIL

Career History

Record Owner

Insert Message

Complete the subform on career history.

If there's no career history and candidate is a fresher, make a note of the same.


Select Make Notes as Mandatory

NIL

Ready for Level 1

Record Owner

Insert Message

Enter level 1 score and notes on feedback


Add Fields:

Level 1

Level 1 score


Select Make Notes as Mandatory

Automate Email Notification to Record Owner and Record Owner's Manager.


Template Name: Candidate passed Level 1

Ready for Level 2

Record Owner

Insert Message

Enter level 2 score and notes on feedback


Add Fields:

Level 2

Level 2 score


Select Make Notes as Mandatory



Automate Email Notification to Record Owner and Record Owner's Manager.


Template Name: Candidate passed Level 2

Ready for Level 3

Record Owner

Insert Message

Enter level 3 score and notes on feedback


Add Fields:

Level 3

Level 3 score


Select Make Notes as Mandatory

Automate Email Notification to Record Owner and Record Owner's Manager.


Template Name: Candidate passed Level 3

Initiate BG check

Record Owner

Insert Message

1. Complete background checklist
2. Attach conduct certificate and feedback as applicable
3. Attach criminal records if applicable


Add Fields:

Education

Add Checklist:

- Education

- Employment history if applicable

- Feedback from previous employer

- Criminal records if any

- Conduct certificate from reliable source


Select Make Notes as Mandatory


Select Make Attachments as Mandatory

Automate Email Notification to Record Owner and Record Owner's Manager.


Template Name: Candidate cleared BG check

Select Candidate

Record Owner

Insert Message
Enter reason for selection and next steps


Add Fields

Overall performance feedback


Select Make Notes as Mandatory


Select Make Attachments as Mandatory

Automate Email Notification to Record Owner and Record Owner's Manager.


Template Name: Candidate selected

On Hold

Record Owner

Insert Message
Enter reason for putting the candidate on hold and next steps


Select Make Notes as Mandatory

Automate Email Notification to Record Owner and Record Owner's Manager.


Template Name: Candidate on hold

Rejection

Record Owner

Insert Message
Enter reason for rejection


Select Make Notes as Mandatory

Automate Email Notification to Record Owner and Record Owner's Manager.


Template Name: Candidate rejected

Additional Settings:  

  1. Make the following Transitions, common transitions. That is, a transition that is accessible from any state in the Blueprint. For instance, making "Reject Candidate" a common transition would mean that you will be able to drop this candidate from the recruitment process even from "BG Check" stage or "Career history" stage, if you find that they are not qualified to proceed further. On that note, the following transitions will be required for you at any stage in the Blueprint, hence you can make these "common transitions" 

    1. Reject Candidate — To be accessible from all States except "Qualified".
       

    2. On Hold — To be accessible from all States except "Qualified and Rejected".

    3. Contact Candidate — To be accessible from On Hold and None States. 

  1. Create an SLA on the state: On Hold.
    That is, if a candidate is put on hold for more than 5 days, send yourself an alert, so that you resume the process.
      

Blueprint results — Process Execution (Illustrated with screenshots)






















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