The online sign-up form should automatically feed into a back-end data file, such as a Google spreadsheet, or more sophisticated content management system (CMS), such as Salesforce, to track the status of enrolled participants. Each participant’s status should be routinely updated (e.g., date signed up, site visited, quote provided, and contract signed). Having one team member responsible for tracking participant communications from the core team and installer through the entire process is essential for proper and efficient participant management.

A core team member should be responsible for ongoing customer care, including responding to customer questions and complaints and resolving any bottlenecks or problems with the installer(s).

All personal data collected from interested residents and enrollees (e.g., household size, income, race) is private and must be kept confidential. The core team must protect participants’ privacy and information and not misuse or disclose any information beyond what is necessary for campaign participation. Be sure to consult your organization’s existing policies on privacy and personal information to comply with relevant laws and regulations.

The campaign manager should be responsible for continually tracking the campaign’s impact in relation to its goals (e.g., number of sign-ups and contracts signed, percent of sign-ups and contracts in lower income or BIPOC-majority census tracts, total installation capacity in kW, engagement, etc.). For tracking income and race demographic impacts, it can be helpful to automatically identify each participant’s census tract from their address using the U.S. Census Geocoder and then leverage local data, which can typically be found on individual county websites, to determine the tract’s income and race demographics.