How to Process the Gem Shirts

WorldVia sends out t-shirts when they make their first booking of the year. Here is how you can process that list and complete the process.

Steps 1-6 should be completed on Wednesday - Friday (productivity dependent)

Steps 7-8 should be completed on Tuesday (Mail Day)

 

1. Open the GEM T-Shirt list in HubSpot - T-Shirt List
2. Click Export in the top right corner
3. Export the following columns
   1. Name
   2. Email
   3. T-Shirt Size
   4. Street address (Contact Information)
   5. City (Contact Information)
   6. State/Region (Contact Information)
   7. Postal Code (Contact Information)
   8. Current Year to date commissions
   9. You can remove all other fields
4. Once the export is complete, open the excel it downloads
5. Sort the sheet by the Year to date commissions so that the highest is at the top and the lowest at the bottom
6. We want to filter by size and availability and start from top to bottom so those with higher sales get theirs first. 
   1. If we are out of a member's requested size, we should contact the member and ask them if they would prefer another size we have available.
7. Create labels in Endicia for the shirts
   1. Carrier: USPS
   2. Service: Package/Flat/Thick Envelope
   3. Weight: 6oz
   4. Dimensions: 11x8x2
   5. Reference #: GEM T-Shirts
   6. This can be done in bulk if you know how to do it

  8. For those receiving t-shirts, we must change their status to HubSpot to remove them from the list for future shipments. 

1. 1. You can access the member's user record in HubSpot.
   2. Under the Account Information section, find the field marked with "T-Shirt Mailed"
   3. Change this to "Yes" 
   4. Their name will fall off the list for the next export
   5. This can be bulk updated if you know how to do it