MW Client · Andrew / Modern Woodmen Focus · Sponsorship control → candidate flow

Modern Woodmen Campus Recruiting System

Control the fall sponsorship season, then turn campus activity into candidate flow.

The first product should make every school, event, owner, asset, blocker, and September 1 readiness item visible in one place.

First decision: sponsorship control only, or control plus QR/FLE capture →

Sponsorship Command Center - Fall 2026

Sept. 1 readiness

Fall Sponsorship Control

Four schools, one sponsorship year, live blockers and owners.

Owner view

All Schools MSU GVSU CMU WMU

38commitments tracked

14unresolved items

9upcoming events

6QR sources ready

DateEventOwnerStatusBlockerAssets

Sep 6 MSU Career Mixer AB At risk Signage approval Table, QR, cards

Sep 12 GVSU Tailgate Booth CR Ready None Tickets, tent, QR

Sep 18 CMU Business Night JP Blocked Roster needed Giveaways, form

Sep 24 WMU Sponsor Dinner MA New Owner backup Hospitality

4 Phase 1 schools organized around one fall sponsorship cycle.

$3k Bounded starter sprint if scope stays sponsorship-control only.

$6k-$9k Polished Phase 1 command center with stronger UX and launch support.

First build

Make Phase 1 the Sponsorship Command Center.

Do not sell the whole recruiting operating system on day one. Sell the control system that gets the fall season organized, then add capture when the data and workflow are ready.

Sponsorship Command Center

For Andrew if the urgent pain is getting commitments, events, assets, owners, blockers, and readiness under control before September 1.

$3kbounded starter sprint

Scope boundary:

Manual starter, four schools, sponsorship control only. No QR/FLE, video, portal, imports, recurring event engine, calendar sync, or advanced reporting.

School and event dashboard with owner/status/blocker tracking.
Asset usage view for tickets, signage, hospitality, and giveaways.
Needs Andrew list and weekly readiness reporting.
Fast enough to validate the workflow without pretending it is the full platform.

Option B - control plus candidate capture

Sponsorship + QR/FLE Flow

For Andrew if the first launch must show exactly which school/event produced candidate interest and route the right follow-up to Carrie.

$9k-$12kcombined Phase 1 plus intake

Everything in the Sponsorship Command Center.
QR sources by event, school, rep, or campaign.
Candidate intake form with source attribution and consent copy.
Carrie follow-up queue with status and reporting.

Polished Phase 1:

If sponsorship control grows beyond a tight starter, treat $6k-$9k as the real product lane for cleaner UX, auth, reporting, data model, and launch support.

Product walkthrough

The command center has to feel operational, not conceptual.

Andrew should be able to look at one screen and know what is committed, what is blocked, who owns it, what assets are already consumed, and what needs his decision.

Phase 1 star screen

School filters

MSU, GVSU, CMU, and WMU can be compared as one fall cycle without losing each school's details.

Owner accountability

Every event has an owner, backup owner, status, blocker, and next action instead of living in scattered notes.

Asset discipline

Tickets, hospitality, signage, giveaways, and QR links are tracked against actual events.

Weekly reporting

Andrew gets a simple readiness view instead of chasing updates across texts, PDFs, and spreadsheets.

Operational proof story

One clean chain from commitment to follow-up.

The product is credible when the workflow can be narrated as a real week in the fall sponsorship season.

How it works

Commitment A school sponsorship package is entered with the year, school, promised benefits, and source document.

Event Each commitment becomes dated events with staffing, approvals, location, and readiness status.

Owner/assets Owners, tickets, hospitality, signage, giveaways, and blockers are assigned before launch week.

QR source A QR code connects the school/event to the right candidate intake source.

Candidate A student scans, submits interest, and enters the FLE queue with school and event attribution.

Carrie follow-up Carrie sees who needs outreach, what they came from, and where they stand.

Reporting Andrew can see which sponsorship activity produced action, not just what was scheduled.

Secondary proof screen

Candidate capture plugs into the command center.

QR/FLE is the natural second layer: not a separate tool, but attribution and follow-up on top of sponsorship activity.

Optional expansion

Explore FLE

Source: GVSU Tailgate Booth - Sept. 12

Event-specific source

FLE Candidate Tracker

Every candidate keeps their source, school, owner, stage, and follow-up trail.

Carrie queue

New scans

Jordan M.GVSU Tailgate Booth

Avery C.MSU Career Mixer

Contacted

Sam R.Text sent by Carrie

Maya L.Email follow-up due

Interview

Chris T.Assigned to Andrew

Report

12 leadsfrom 3 September events

4 warmready for next step

Later

FLA video review

Secure uploads, review status, evaluator notes, and candidate-stage history can be added after core capture works.

Later

Academy portal

Participant access, monthly requirements, documents, attendance, and progress are credible future phases.

Later

Referral layer

Advisors, alumni, and school partners can be tracked once the sponsorship and candidate foundations are trusted.

Technical foundation

Built so Phase 1 can roll forward instead of getting rebuilt.

The data model should prove that schools, years, organizations, assets, source documents, QR links, and candidate capture can scale without turning into one-off spreadsheets.

Scalability proof

Organization model

organizations organization_members roles notification_preferences activity_log

Annual sponsorship cycle

sponsorship_years schools sponsorship_commitments events source_documents

Assets and execution

sponsorship_assets asset_allocations event_attendees event_tasks blockers

Candidate layer later

qr_sources candidates consent_records candidate_stage_history candidate_files

Annual rollover matters

Use `sponsorship_years` so each fall cycle can be active, archived, cloned, rolled over, and reported without overwriting last year's evidence. That is what lets a four-school Phase 1 become a reusable operating system.

Meeting questions

Separate launch blockers from future-scope curiosity.

The call should produce a clear Phase 1 decision, not a long wishlist that makes the first build impossible to price.

Question stack

Must answer now

Before Phase 1

What must be working by September 1?
Is the first pain sponsorship execution, candidate intake, or both?
Are MSU, GVSU, CMU, and WMU the only Phase 1 schools?
What is the sponsorship year or cycle?
Who needs login access on day one?
Who owns data entry after launch?

Decide later

After the foundation is clear

QR by event, school, rep, or campaign?
Does Carrie need app access or email notifications?
Do students need accounts or secure links?
What weekly report should Andrew trust?
Which data should roll over each year?

Only if expanding

If scope grows

Are video uploads required now?
What compliance or privacy language is required?
Do FLA reviewers need roles and permissions?
Does academy tracking need participant accounts?
Are imports, calendar sync, or recurrence rules required?

Roadmap

Decision gates tied to September 1.

Each gate protects the first launch from turning into an open-ended platform build before the sponsorship season is under control.

Launch sequence

Gate 1

Monday meeting: choose the lane

Decide sponsorship control only vs sponsorship plus candidate capture. Confirm four schools, users, data owner, and September 1 must-haves.

Required

Gate 2

Scope sprint: source cleanup

Turn PDFs, circled commitments, events, owners, and assets into the first clean sponsorship year structure.

$3k starter lane

Gate 3

Build: command center

Ship the dashboard, event table, asset tracking, Needs Andrew list, readiness view, auth, and basic reporting.

$6k-$9k polished lane

Gate 4

Optional add-on: QR/FLE capture

Add QR sources, candidate intake, Carrie follow-up, and source attribution only if the first launch needs recruiting data on day one.

Scope expansion

Sept. 1

Fall readiness review

Andrew can see the school-by-school launch picture, unresolved blockers, asset usage, owner accountability, and next week's activity.

Launch target

Recommended next step

Close on the Phase 1 lane, then price the exact launch.

The strongest move is calm and narrow: align on the urgent operating problem, protect the September 1 build, and keep the larger recruiting system as the roadmap.

Talk track

"I mapped this as a phased recruiting operating system, but I do not think the right move is to sell the whole thing on day one. The first question is what needs to be under control before the fall sponsorship season. If we get that foundation right, QR/FLE intake, video review, and academy tracking can plug into the same structure instead of becoming separate tools."

Ask first What has to be working by September 1?

Clarify scope Is the first pain sponsorship execution, candidate intake, or both?

Recommended close Start with the Sponsorship Command Center. Keep $3k bounded if it is a manual starter; move to $6k-$9k if Andrew wants the polished Phase 1 product.

Scope guardrail QR/FLE, video, academy portal, imports, calendar sync, and advanced reporting are expansion decisions, not hidden pieces of the starter sprint.