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    Podio Handboook 2

    Uploaded by

    Akhil Tripathi
    Podio Handbook

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd

    Podio Handboook 2

    Uploaded by

    Akhil Tripathi
    4 views19 pages
    Podio Handbook

    Original Title

    PODIO HANDBOOOK 2

    Copyright

    © © All Rights Reserved

    Available Formats

    PDF, TXT or read online from Scribd

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    Podio Handbook

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    4 views19 pages

    Podio Handboook 2

    Uploaded by

    Akhil Tripathi
    Podio Handbook

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 19

    AIESEC in INDIA

    MEMBER
    DATABASE
    powered by

    The VP PMs Guide


    AIESEC in INDIA'S member database has been shifted to Podio - a
    workplace and project management platform.

    This is due to
    1. Trying to make the data more consistent.
    2. Convenient access and manipulation of data.
    3. Increasing visibility and a more transparent system.

    With the help of Podio, the PM Network can better


    handle the membership.
    Getting Started
    First things first, let's get started with how to set up an account
    and explore the data space.

    Set up an account on Podio using .net ID -> Choose a Workspace


    -> AIESEC Global(organization) -> AIESEC in INDIA(workspace)

    The admin(MCVP) will invite the VP PMs to the workspace. Only


    then can they see the entire system.
    The admin(MCVP) will invite the VP PMs to the workspace. Only
    then can they see the entire system.

    They will be a given a Light User access which means they'll be


    able to-
    -See all activity
    -Use all apps (add and edit items, or upload files)
    -Collaborate within the workspace.
    OVERVIEW
    This is the Workspace. The activity tab shows a sequential
    record of activities.
    The next two tabs are - AIESEC in INDIA Membership & Exit Section.

    AIESEC in INDIA Membership has the record of all members including all
    the details like Name, Contact, Mail IDs, Membership Undertaking etc.
    While Exit Section has all the past members' data.
    It allows us to have different views on the data

    For eg. I want to see all Terminated Members from Marketing department.
    I can simply apply filters and have a personalised view of the data.

    I can on-spot let's say add the Membership Undertaking Drive Link for any
    member and it's all so well organized.

    No more hassling after sheets!


    Let's have a look at a sample member data when we open the card.

    Here the VP PM can edit all the information every semester


    for already existing member items.
    New members will have to fill a Podio Form.
    Similarly for the App Exit Section as well

    The Exit Section strictly deals with details pertaining to the Exiting the
    organisation. A record of the member with other details will also be
    available in the AIESEC in INDIA Membership app.
    Now, every semester, there are two forms that need to be filled.

    1. The Membership Form for AIESEC in INDIA Membership app

    How to access it?


    -Wrench icon
    on the AIESEC in INDIA Workspace
    left panel -> Webform.
    Who is to fill it?
    Only new recruits joining the
    organization every semester.

    VP PMs need to circulate the podio


    form link for this form every semester.
    (form link available in Webforms page as
    mentioned above.

    Will help in collecting Undertaking links


    as well.
    Now, every semester, there are two forms that need to be filled.

    2. The Exit Form for Exit Section app

    How to access it?


    -Wrench icon
    on the Exit Section Workspace
    left panel -> Webform.

    Who is to fill it?


    Members leaving the
    organization through a proper
    Exit Interview.

    VP PMs need to circulate it to the


    outgoing member after the Exit
    Interview and make sure it's filled.
    It has option for Alumni Status and
    LORs as well, so it's crucial that they fill
    this form.
    Each app template can be in itself modified.
    So for eg. if there is a new Entity that is to be added among the options.

    Wrench Icon -> Modify Template


    Each app template can be in itself modified.
    So for eg. if there is a new Entity that is to be added among the options.

    Wrench Icon -> Modify Template

    As you can see there are many options.


    All the data on Podio until this point has been excel imported. Only forms
    should be used to collect data in bulk, unless manually adding a member is
    required.
    okay but

    What Can I Do With


    The Platform?
    A VP PM can -

    IN AIESEC in INDIA Membership App

    1. Add a member manually.


    2. Edit existing member data and fill in any missing information.
    3. Search and categorize data according to need.
    4. Edit and update the ROLEs, PORTFOLIOs and MEMBERSHIP UNDERTAKINGs
    every semester.

    IN EXIT SECTION App

    1. Update whether Alumni Rights have been granted to the outgoing member.
    2. Update LORs and links for smooth tracking.
    3. Every time someone fills the EXIT FORM the VP PMs also need to update their
    statuses in the AIESEC in INDIA membership and set Status to Alumni.

    NO NEED TO MAINTAIN MULTIPLE TRACKERS for HR tracking ANYMORE!


    Additional Features
    Apart from other functionalities, there are some really cool and amazing features
    underlying in Podio that we can use and really make our process efficient.

    1. Report Generation
    Short reports and excel can be exported using the REPORTS option.
    2. Workflows
    Imagine the IXP status of a member is updated from NO to YES, using
    workflows it can send a task notification for the VP PM to add the Country
    the IXP is going to.Different mechanisms and processes can be estabilished in
    similar ways.

    3. Different Views, We can create a Custom View. For eg. If there is popular
    search let's say, Members whos Undertakings are not set. We can create a
    View for that scenario and save it as a TEAM VIEW. Now everyone in the
    organization can refer to the view.
    4. RELATIONSHIPS between different fields in different apps. This could be
    exploited for deeper integrations and reducing workload.
    Future Scope
    As we saw, in the MODIFY TEMPLATE option, there's scope to add infinite
    possibilities.
    For eg. the system can be reprogrammed to have details in order to track the
    Journey of every member, like

    1. The Conferences they've attended


    2. The Topics Checklist that've been delivered to them in form of Education Cycle.
    3. Additional Roles that've been taken by the member during their journey.
    4. Calculations/Link Types/Redirection are some more helpful features.
    THAT'S ALL FOLKS.

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