1. Lead Management & Intake Process

📌 Directing Leads to Store Management
✅ All leads (walk-ins, phone calls, referrals, or online inquiries) must be directed to the Store Management team for evaluation.
✅ Sales team members are NOT permitted to show spaces or approve new prospective members.
✅ All leads must be recorded in the CRM module within BMBerry software for proper tracking and follow-up.

🚨 Failure to document leads in BMBerry may result in missed opportunities and incomplete records.

2. Lead Evaluation by Manager on Duty (MOD)

📌 MOD Responsibilities
✅ The Manager on Duty (MOD) is responsible for evaluating each lead using:

• The lead’s website, social media presence, and online reviews.
• A Google search for credibility and industry presence.
• Photos of their products to assess fit with Westside Market’s offerings.

📌 Evaluation Criteria
✅ The MOD will assess:

• Experience: How long has the prospective member been in business? (Longer is better.)
• Product Fit: Does their product align with Westside Market’s existing product mix?
• Locality: Are they local? (More frequent visits to the store are preferred.)
• Uniqueness: How eclectic is their offering? (The more unique, the better—reduces online competition.)
• Sourcing Practices: Where do they buy their products? (TJ Maxx or Home Goods resellers are not a good fit.)

📌 MOD Lead Response
✅ After evaluating the lead, the MOD will promptly respond to the inquiry, providing:

• Relevant information about Westside Market.
• Initial answers to any questions.
• Next steps if the prospect is a viable candidate.

🚨 Only leads that meet the above criteria should move forward to the next step.

3. Meeting with Potential Member

📌 Arranging the Meeting
✅ If the prospect appears to be a strong candidate, the MOD will schedule an in-person meeting with them.

📌 Discussion Points During the Meeting
✅ The MOD will:

• Explain member guidelines, expectations, and benefits of membership.
• Emphasize transparency to ensure both parties clearly understand their roles.
• Answer any remaining questions about store policies and operations.

🚨 This meeting is critical to set expectations and confirm the prospect’s fit.

4. Continued Interest & Contract Process

📌 Contract Issuance
✅ If both parties agree to move forward, a contract will be sent to the prospective member outlining:

• Membership rights and obligations.
• Fee structure and agreed-upon terms.
• Policies and expectations for participation in Westside Market.

📌 Approval Process Before Finalizing Contract
✅ The Supervisor will review and approve the final contract before submission to Accounting.

🚨 Contracts cannot be issued without Supervisor review and approval.

5. Supervisor Involvement & Final Approval

📌 Supervisor Oversight for High-Value Members
✅ If a prospective member’s marketing fee exceeds $2,000 per month, the Supervisor must be involved to:

• Ensure consistency in the selection process.
• Verify that the evaluation and contract meet company guidelines.
• Provide final approval for membership acceptance.

🚨 Supervisor involvement ensures a structured and fair process for high-value prospects.

6. Documentation & Reporting in BMBerry

📌 Accurate Record-Keeping
✅ All interactions, evaluations, and decisions related to the member selection process must be documented in the BMBerry CRM system.
✅ This includes:

• Initial lead intake and evaluation details.
• Meeting outcomes and notes on discussions.
• Final contract approval and Supervisor sign-off.

📌 Issue Reporting
✅ Any concerns or issues related to the member selection process must be reported to the Supervisor or Operations Manager.

🚨 Failure to document properly may result in inconsistencies and missed opportunities.

7. Summary: Key Takeaways

✔ All leads must be directed to store management and recorded in BMBerry.
✔ The MOD evaluates leads based on business credibility, product fit, and sourcing practices.
✔ Strong prospects are invited for an in-person meeting to discuss guidelines and expectations.
✔ Contracts must be reviewed and approved by the Supervisor before submission to Accounting.
✔ Prospective members with a marketing fee over $2,000 require additional Supervisor oversight.
✔ Every interaction and decision must be documented in BMBerry for tracking and transparency.

By following this Lead Management & Member Selection Policy, Westside Market ensures a structured, transparent, and consistent approach to onboarding new members.