How to Track Host Family Leads in NEMO (

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1 How to Track Host Family Leads in NEMO ( Nemo includes a host family lead tracking module that should be used to manage all contacts with host family leads. The complete process for leads is as follows: A lead arrives via Meet Our Students, phone, , etc. The RMA reviews the lead, makes sure it is valid, and assigns it to an RD The RD receives notification of the lead Each day, the RD checks the list of Active leads and follows up as necessary When the RD contacts the family, she enters a Contact Note and the lead s status automatically changes to Contacted Each time the RD speaks to the family, she enters a Contact Note with information on what was discussed If the family decides to host, the placement is entered and the lead s status automatically changes to Host Family when approved If the family decides not to host, the RD enters the reason and the lead s status changes automatically to Not Interested The remainder of this training manual shows the steps an RD should take to track leads in Nemo. After logging into NEMO you will be on the Login Page. Look at My Snapshot on the right. Click on Active HF Leads to see the leads that have been assigned to you. This will bring you to a screen that shows your active leads. Active leads are those in either a New or Contacted status. If a lead has just been assigned to you, it will be in the New status.

2 The leads in New status should be contacted right away. Click on the lead s name to go to the Lead Detail screen. On this screen you will find the lead s phone number and address. If you scroll down the page and look at the right side of the screen, you will see some of the lead-related information. Note that the lead type is Inquiry, which tells you that this is a valid inquiry from a host family. You will also see that the status is New.

3 When you call the family, click on the Notes tab. This will bring you to a page where you can enter Notes about your contacts with the family. Since you are calling the family, click on the link that says ( ) New Contact Note. A contact window will pop up so that you can enter the details of your call. Enter a Subject line and then text describing what you discussed with the family in particular, what you learned about their desire to host. Feel free to enter details.

4 After you click the Save button you will see your new note on the Notes tab. Now click back to the Host Family tab. You will see that the lead s status has automatically changed to Contacted. Each time you speak to the family you should repeat this process go to the Notes tab, click New Contact Note, and enter the details of your conversation. You will wind up with a history of all your calls with the family on the Notes tab. You can also enter a Contact Note when you send or receive an from the family just choose as the contact method, instead of Telephone. You should enter the Contact Note while you are on the phone with the family, or immediately afterward, when the details are fresh in your mind. At some point the family will decide whether or not to host, or you will decide that they are not appropriate for the program. If the family decides to host, you will enter a placement for them, as described in a separate training module. When the placement is Approved by your RM, the lead status will automatically change to Host Family and the lead will drop off of your Lead Lookup screen.

5 If the family decides not to host, or if you decide that they are not appropriate for the program, be sure to enter this into Nemo. This is very important otherwise they will remain an active lead forever! Go to the host family tab and click the Not Interested button. A popup window will ask you to enter the details. Use the drop-down to indicate why the family is not hosting. Then be sure to add more details in the box that says Please explain further.

6 After you click Save you will return to the Host Family tab, where you will see that the status has automatically been set to Not Interested and the reason you selected is displayed. The lead will now be removed from your Lead Lookup screen. Tips! There are many more search options available in the Lead Lookup screen try them out! If the family decides not to host now, but says they might be interested in hosting in the future, you can use the Not Interested popup to specify a date in the future when they should be contacted again. The status will change to Contact Later. It is very important that you enter a contact note when you contact the family, and mark them as Not Interested if they decide not to host. If you do not enter the contact, then your RM will think that you have not contacted the family. If you do not mark them as Not Interested then they will continue to show on your lookup screen and your RM s lookup screen indefinitely Intrax Cultural Exchange. All Rights Reserved. All training materials are intended solely for current AYUSA staff members and partners for use with the AYUSA system. These documents may not be distributed, copied, modified or shared for any other purposes.