How to Create a Shared Milestone (Tutorial)

39 STEPS

1. This video explains how to create and manage shared milestones—reusable checkpoints across cohorts that standardize workflows and track progress.

2. Use the left navigation menu to find and select CRM & Cohort Center. From there, click on the Cohort Admin Center tab.

3. The Cohort Admin Center is where administrators create and manage active cohorts. To create and manage milestones that can be used across multiple cohorts, select the Shared Cohort Milestones tab.

4. Click Add Milestone to create a new Shared Milestone.

5. Click inside the Description text area, then begin typing your content.

6. Click inside the Title text box, then begin typing the title.

7. This milestone is set to the Standard type by default. To choose a different type, click the dropdown menu and select from Standard, Meeting, Whiteboard, or Classroom (also known as events).

8. In Due Date Type, choose Fixed Due Date to set a specific deadline (used here), or Days After Start to calculate from the point at which the participant starts their milestone journey.

9. Click inside the Due Date field to trigger the calendar to pop up. Use the calendar to select a due date.

10. Scroll down and click inside the Completion Request Options field to display the available options.

11. There are three Completion Request Options: notify all staff assigned to the cohort, select specific advisors to notify, or allow the member to mark the milestone as complete. Select advisors to notify is the option used in this example.

12. Scroll down and click inside the Recruitment Status To Set After Milestone Completion field to display the available options.

13. There are seven Recruitment Status options to set after milestone completion: None, Interested, Applied, Accepted, Admitted, Enrolled, and Deferred. In this example, Admitted is selected.

14. Scroll down and click Create Milestone to save.

15. Before finalizing the shared milestone, review the key components available such as: Create Form, attachments, reminders, and staff assignments.

16. Add forms to milestones to make each step in the student journey trackable, verifiable, and actionable—ensuring completion is confirmed and supported by usable data. To begin, click Create Form to open and start building a new form.

17. Click inside a field to begin typing, then select a question type to add it to the form. Building milestone forms is similar to group forms—they function the same way and follow the same process.

18. Click the Choose File button to select and upload files from your computer.

19. After selecting the file, click the Upload Attachment button to make it available for students to download.

20. Click on the Add Reminder button to create a new reminder for the milestone.

21. Click the Before Due Date dropdown to view the available options.

22. In this example, Before Due Date is the selected option.

23. Click Pick an email template to select a template for the reminder message.

24. Select Financial Aid & Billing – FAFSA Reminders from the list of available email templates.

25. Click inside the Number of Periods textbox to enter how much time before the reminder is sent. This reminder is set to be sent three days before the milestone due date.

26. Click Save Reminders to save and apply the reminder settings.

27. Click Attach Group or Staff to assign reviewers to the milestone.

28. Click inside the textbox and begin typing the group name.

29. The Admissions Team is the group used in this example. When it appears in the list, click on it to select it.

30. To select multiple users, click the checkbox next to each user's name.

31. Click Attach to Milestone to assign the selected users.

32. To return to the list of shared milestones, click the Manage Shared Milestones link at the top of the page.

33. To add a shared milestone to a cohort, click on the Active Cohorts tab.

34. Click Edit Cohort to modify a cohort.

35. Click Add Shared Milestone to attach an existing shared milestone to the cohort.

36. To view the shared milestone options click on the dropdown menu.

37. Select Complete Payment Arrangements from the dropdown menu.

38. Click Add Milestone to Cohort to add the selected shared milestone.

39. Thank you for watching. To download this guide as a PDF, click the three-dots below the video or select the Download icon on the toolbar beneath the screen.