We use Odoo to manage the sign up process. The modules we use are Surveys and Contacts. In Odoo we have a survey called Newsletter and community calls, which configures the sign up form.
Share the link to this form whenever we communicate with people who might want to stay in touch with us.
Update Odoo Contacts before sending out invitations to community calls or the newsletter. The notes at the bottom of the survey will say when Contacts was last updated. In the top right corner of the survey is a button showing how many answers the survey has. Click it to see all the people that have signed up and for what. Download a file of all new contacts by:
- selecting all the people (survey responses) with a ‘Created on’ date since the contacts were last updated
- clicking the download button in the top left corner
With the details from the file, update existing contacts or create new ones. Use the tags ‘Newsletter’, ‘Community Call / Foundation’, ‘Community Call /Standard’ and ‘SendValuable’ to store their preferences for being contacted.
Log the update
After the contacts have been updated, use the function Log note in the bottom of the survey to leave a message that contacts have been updated (a timestamp will be added automatically).
Delete the contacts file you downloaded, so that we can be confident we’re GDPR compliant.