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Campus Recruiting System
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.

Recommended posture
Option A - sponsorship control only

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

Show Andrew the actual pages, not just the concept.

The strongest version is a short run of realistic product screenshots: admin login, sponsorship dashboard, school detail, applicant board, rep portal, rep forms, and yearly reporting.

Real system feel
01 - admin access

Modern Woodmen login

A polished, secure-looking front door for Andrew, Carrie, admins, and reps. This makes the system feel real immediately.

  • Role-aware sign in
  • Admin vs rep routing
  • Modern Woodmen branded, not generic software
Campus Recruiting System - Login
Secure access
02 - core command center

Sponsorships and events dashboard

This is the hero page from the example Tucker sent: school cards, quick stats, event calendar, sponsorship table, filters, blockers, and owner status.

  • Compare MSU, GVSU, CMU, and WMU
  • See event readiness before September 1
  • Turn sponsor assets into accountable tasks
Sponsorships & Events
Admin view

Fall 2026 Sponsorships

Schools, events, commitments, assets, and unresolved work.

74% ready
4active schools
9events scheduled
14open blockers
38commitments
DateEventOwnerStatusBlockerAssets
Sep 6MSU Career MixerABAt riskSignage approvalTable, QR
Sep 12GVSU Tailgate BoothCRReadyNoneTickets, tent
Sep 18CMU Business NightJPBlockedRoster neededGiveaways
03 - school detail

School sponsorship detail

Open one school and see the exact package, dates, asset promises, contact people, renewal history, source documents, and next actions.

  • Commitment amount and package level
  • Assets owed vs delivered
  • Renewal notes for next sponsorship year
MSU Sponsorship Detail
School page

Michigan State University

Fall 2026 sponsorship package - recruiting and brand visibility.

2 blockers

Upcoming commitments

Sep 6Career MixerABAt riskSignageQR + table
Oct 4Hospitality NightCRNewCateringTickets

Assets owed

Videoboard logo rotationReady
Career table placementNeeds copy
Student QR campaignDraft
04 - recruiting flow

Applicant / recruiter board

Once QR/FLE is in scope, the board shows which events produced interest and where each applicant sits in the follow-up process.

  • New lead, contacted, scheduled, interview, follow-up
  • Drag candidates across stages
  • Preserve school and event source attribution
FLE Candidate Board
Carrie queue

Candidate Pipeline

Drag applicants from scan to follow-up while preserving source data.

18 active leads

New Lead

Jordan M.GVSU Tailgate Booth
Avery C.MSU Career Mixer

Contacted

Sam R.Text sent by Carrie
Maya L.Email follow-up due

Scheduled

Chris T.Assigned to Andrew

Follow-Up

4 warmready for next step
05 - rep portal

Rep portal login and home

Field reps should not see every admin setting. Their portal should show assigned schools, upcoming events, open forms, and follow-up tasks.

  • Limited permissions
  • Assigned events and candidate tasks
  • Fast mobile-friendly forms
Rep Portal
Limited view

Welcome back, Carrie

Your assigned sponsorship tasks and candidate follow-ups.

3 due this week
GVSU Tailgate BoothEvent recap due today
MSU Career Mixer5 candidate follow-ups
WMU DinnerMaterial request pending

Quick actions

Submit recap
Add candidate
Upload photo
Mark complete
06 - rep submissions

Forms reps submit after events

These are the simple inputs that keep the system alive: event recap, candidate submission, photo upload, material request, and follow-up completion.

  • Event recap form
  • Candidate submission form
  • Material/photo upload
Submit Event Recap
Rep form

GVSU Tailgate Booth Recap

Submitted by the assigned rep after the event.

Mobile ready

Event outcome

Candidate names or notes

Assets used

Upload photos/materials

Submit recap
07 - reporting

Year-end reporting and rollover

This is the screen that proves it can scale: report the 2026 season, archive the evidence, then roll cleanly into 2027.

  • School ROI and event summaries
  • Candidate source attribution
  • Clone renewals into next sponsorship year
Fall 2026 Report
Rollover ready

Season Summary

What happened, what worked, what renews, and what resets.

Archive 2026
38sponsorship commitments tracked
21events completed
46candidate leads attributed
MSUhighest event volume
GVSUbest lead conversion
2027renewal plan ready

Annual rollover

Archive evidence
Clone renewals
Reset blockers
Open 2027 cycle

Page inventory

The system is really seven page families.

For the proposal, show the main six-screen story. Keep the rest as supporting scope so Andrew sees a roadmap without turning the first build into everything.

Scope control
Core

Admin login

Andrew, Carrie, admins, and reps authenticate into role-aware views.

Core

Dashboard

Schools, sponsorships, events, assets, readiness, blockers, and quick stats.

Core

School detail

One school opened up with package details, assets, contacts, documents, and renewal notes.

Add-on

Candidate board

Applicant pipeline for QR/FLE leads with school and event attribution.

Add-on

Candidate profile

Contact info, notes, resume/file links, follow-up history, stage changes, and assigned owner.

Rep side

Rep portal

Limited dashboard for assigned events, candidate tasks, and pending submissions.

Rep side

Submission forms

Event recap, candidate submit, upload photo/assets, material request, and follow-up complete.

Scale

Reporting / rollover

Year-end report, archived evidence, renewals, resets, and next sponsorship-year setup.

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.