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Procurement Guidance Menu


Manage Participants and Track Campaign Progress

An effective campaign also includes efficient and ongoing management of campaign participants. Scheduling regular meetings between team members, community partners, financial partners, and the installers can be helpful to manage various tasks, including:

  • Track participant status:

    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.

  • Review participant experience:

    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).

  • Ensure participant data privacy:

    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.

  • Track campaign impact metrics:

    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.

At the conclusion of the campaign, consider issuing a press release or hosting a celebratory event to acknowledge the overall campaign impact. Also consider collecting case studies and testimonials of people who participated in the campaign to highlight and celebrate as success stories afterward.

Suggested Next Steps:

Track participant and campaign progress against campaign goals during weekly meetings with the core team and selected installers and adjust the campaign strategy as needed.