Policy A25 - SalesForce

Purpose

To establish guidelines for the use of SalesForce by Ski for Light.

Policy

SalesForce, an online data management system, will be used to electronically store:

• all information submitted on applications to attend each SFL event
• the data submitted by event attendees after they are admitted
• all financial donations received by Ski for Light

Major event-related functions managed by SalesForce include:

• calculating and recording event payments
• transportation form submissions
• race/rally registrations
• auction submission forms

SalesForce data will be sorted and manipulated to provide:

• event applications and other event coordinators with the information necessary for their function
• distribution lists and information for the various mailings conducted by SFL
• information needed to acknowledge the receipt of each financial donation to the donor
• the list of recent donors that is published in each SFL annual report

SalesForce will be configured to give each person access to only the data that pertains to their specific job. The user interface of SalesForce is similar to a website and it is fully accessible to commonly used screen readers.

Each year, as the President chooses committee chairs and the President and Event chair choose event coordinators, access to SalesForce should be arranged for all coordinators and managers for whom it is essential to the fulfillment of their duties. Training in the use of SalesForce will be offered to all who wish to avail themselves.

It is essential that the following event coordinators and managers have access to SalesForce:

• SalesForce Administrator
• SFL President
• SFL Treasurer
• Major Donors chair
• Event chair
• Guide Applications coordinator
• VIP Applications coordinator
• MIP Applications coordinator
• Other Attendee Applications coordinator
• Transportation coordinator
• Registration and Housing coordinator
• Donation coordinator
• Auction coordinator

The SalesForce Administrator is responsible for recording address changes, and for creating and providing special reports as requested by the President or others.

Each applications coordinator is responsible for reviewing and editing as necessary the information provided on application and other forms.

The following event managers and coordinators may use SalesForce but may optionally have another SalesForce user retrieve any data that they need:

• event Vice-chair
• Meals coordinator
• Acknowledgements coordinator
• Guide Recruitment chair
• VIP Recruitment chair

In most years, several people fill more than one of these roles, thereby reducing the number of licenses necessary and the overall cost to SFL.

January 30, 2026

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