Guideline

Presented by
IT Team of AIESEC in Algeria
 What is
EXPA ?
EXPA is AIESECers BEST FRIEND. It is defined as CRM
witch mean the customer relationship management system
Lorem ipsum

of AIESEC. We use it to manage our EPs, opportunities,

organization, to visualize analytics ...etc
Understanding
EXPA
homepage
Once on your Expa you’ll first get to the
Dashboard home page where you’ll find
a welcoming informative message board
from AIESEC International. Bellow the
message you’ll find your pending tasks,
and then on the right, the latest updates
concerning Expa.
 Sections As demonstrated, you will find on the
People CRM: Here is where you find EPs of your LC upper corner your profile miniature.
and manage them. By clicking on the down arrow beside
it you’ll find : ‘My Profile’ that is your
Opportunities CRM: There you find the
opportunities provided in your LC such as OCP information, ‘My Committee’ which
positions… is your LC details, and ‘The Settings
Applicants CRM: Your LC’s EPs Applicants in other LCs of E-mail and notifications …’
Opportunities, and EPs from other LCs applications to you
LC’s Opportunities.

Organizations CRM: It is basically any companies or

partners working directly with AIESEC which provide us
with opportunities.

Committee’s CRM: That section provides you with

information about all Algeria’s committees and the whole
world entities, including your LC. Note that on the settings you might want to turn on the
Analytics section: This 6 th icon is where the data of your send notifications to my AIESEC E-mail address and save
LC and other LCs is saved which would be needed for
the changes. That would help notifyyou when EPs
analysis helping making decisions and new strategies.
are assigned for you to manage.
Help Center: to learn more about EXPA, report bugs, get
support team help, and provide feedback about the
platform.
 Understanding
Clicking on the People CRM will lead you to notice
other CRM options:
the people
1. People: It shows the EPs you have access to on the
platform.
2. People I manage: Shows you only the EPs of whom
you are the manager.
Once in the CRM where you will find the EPs information, you will also find in the upper
side of the page the filters. In order to facilitate things, you are supposed to select your
desired filters according to the characteristics you are looking for. This way the profiles
would be filtered and only the EPs with the filters you selected will show up.
 The table shows different informations
about each EP. You can make more
information visible or hide others by
clicking on the last icon in the table’s
upper right corner.
By clicking on ‘More’ you will
get other filters that might not
appear on the upper side of
Clicking on it change the order of the
the page.
tablelines.

Gives option of different types of bulk

actions. You can use it to edit multiple EPs
at once.

By clicking in one of the icons on the upper

right side of the page we can change the
CRM’s view from table to Kanban board
which is cards format with stages of a
process. It shows from right to left how
items are moving along the process and
having progress .
What do the different On the people CRM you will find the above people statuses

Mean ?
among the filters :

Open: The person has only registered on aiesec.org.

Deleted: The person has deleted his account.
Completed: The person has been on an exchange experience
and all the required standards were delivered.
Finished: The person has been on an exchange experience
Statuses vary from but has not been delivered the required standards to be
People Statuses to marked as Complete yet.

Application Statuses Approved: The person is confirmed for exchange, has paid
all fees and fulfilled all requirements.
to Opportunity ones
Accepted : The person has been accepted to an opportunity.
Applied: The person has applied to at least one opportunity.
Realized: The person is currently on an exchange experience.
 Understanding
an
First, finding an EP Profile Page is easy. All you need is get
to the People CRM that is the first icon on the left side
bar of the home page, and then you’ll need to type the EP’s
name on the search bar.
The EP will appear on the table and by clicking on his name
it opens his profile.
Once on the profile the information of the EP is accessible
such as: his number of applications, his EP managers,
follow up status …
EP Profile Page
 Bellow you’ll find a list of different sections of the EP Profile:

There you will find the EP’s personal informations and if you are their manager
or if your role allows you have access to their profile, you will be able to edit
this information too.

This section is where you'll find all of the tasks that were created in relation to
this EP. To create a new one just click on Add, right next to the Tasks title.

It allows you see and manage all of the EPs applications

Where both EP Managers and OP Managers can exchange messages with the EP.

If your EP is also an AIESECer you’ll get to see his ancient and current roles in
that section.

Where you’ll get to check if the EP has or has not answered to the Exchange
Survey and what were his responses.

It gives you the ability to see the EPs Initial and Final Leadership Development
Assessment results.
How to find
EP’s Contact
inforamation ?
First, you need to access the EP profile, then CRM,
and after this you click on the 1 st icon on the left
side bar to eventually type the EP’s name on the
research bar.
The EP you are looking for will appear in the table,
by clicking on his name, his profile is open.
Details is found bellow the EP’s name and it is
where the EP’s personal information is found.
In this section, you'll find all the information
the EP provided including the contact
information, but the EPs email address is
masked. This is due to the European Union
General Data Protection Regulation (GDPR),
but don't worry, you can still contact them
via email. Just click on the copy icon beside
the masked address and paste it on the
recipient space of you email before pressing
send.
Application ?
 In order for you to check your EP’s applications you need to first access his profile following the
steps previously mentioned ( page 10 ), and then you’ll have access to the EP's application by clicking
on the fourth item on the list below the EP's name that is Applications. In this section you will find all
the opportunities to which the EP has applied so far and their statuses.
How do I
APPROVE MY EP ?
OGX Side
 Once you click on it, a popup window will show . Go to
the bottom of it and check your options. If you see only
a Reject button, that means your EP has not signed the
Acceptance Note yet and you still can't move forward
with the process.

When the acceptance note is signed more options will show.

In order for you to approve your EP The red X next to LDA becomes green check once the Leadership
from an OGX perspective, you first Development Assessment is done by the EP.
need to access the EP profile, and The red X next to Program Free becomes a green check once you click
then Applications where you can
on the Paid for Approve button.
click on the opportunity in which
Only when both of them are green you can press Approve as Home.
you want to approve your EP.
In order to the EP to be completely approved, ICX must approve them
from Host side as well.
Understanding
an
Profile page
First, opening an Application Profile requires you go
to the Applications CRM, the 3rd icon on the left side
bar, and then type the EP's name on the search
barabove and click on the application you're looking
for as soon as it appears on the table . A pop up
window will appear, containing all the most relevant
information related to this specific EP's application…
 A blue arrow next to the EP's name shows up for the OGX
members only, and this arrow leads you to the EP's
Profile page.

On the upper right corner you'll see various profile

pictures in a line. These are all of the EP's assigned
managers. Hovering your mouse over these pictures
allows you get a list with all their names and the You can click on Opportunity to see its details, and
option to copy their email address in order to Download the CV of the EP.
contact them.
 The Profile section is the first section to get
access to once on the application page. On this
section you will find the personal information
provided by the EP, such as background,
academic and professional experience, skills, etc.

First, you need to access the EP's application page. Go to the Application CRM, by clicking on the 3rd icon on the left side bar and then type their name on the search bar. Finally, click on the name of the EP you're looking for. Once done a popup window appears where you find options to check
The Follow Up section : the 2 nd
section on the application page
and it's meant for EP Management The Timeline: The 3 rd section which helps you
where you'll find the EP's Follow have a better visualization of the EP process by
Up status, as well as any tags or tracking every change on the statues of the EP
notes managers may have added to
and the exact timing when these changes
their applications.You can edit all of
that right from this section . occurred.
The Chat: 4th and last section where you'll have
access to a group conversation among the EP's
managers and themselves. Roll down the scroll
to read the messages and write your own in the
blank space to participate.

In order to find an Opportunity profile, all you

need to do is go to the Opportunities Center, by
clicking on the 2nd icon on the left side bar, and
then typing its name on the search bar. Once you
see the opportunity you're looking for in the table,
click on its title to open its profile
my How to check
Applicants?
The first thing you’re going to see is the opportunity
Overview where you can check the Latest Applicants
to your opportunity
Just under the Overview you’ll
find the Applications section ,
there you will find all the EPs
who applied to your opportunity
so far and their statuses, and you
can use the search bar to look for
specific EPs, as well as use the
filters above to change which
ones you can see.
To know more about each applicant, just open their
application by clicking on the EP's name and you'll
see their details on a popup window.
How do I
APPROVE MY EP ?
ICX Side
First, you need to access the EP's application
page. Go to the Application CRM, by clicking
on the 3 rd icon on the left side bar and then
type their name on the search bar. Finally,
click on the name of the EP you're looking for.
Once done a popup window appears where
you find options to check .
Depending on the stage of the process that the EP is in, you may need to accept
him first by pressing on the Accept button.
If the EP is already accepted but only Rejected button is showing that means
that the EP has not signed the acceptance note.
Once done, other options would appear.
The red X next to LDA becomes a green check when the LDA is done by the EP.
The red X next to Program Fee becomes a green check once the OGX marks
the EP as paid for approve.

Only when both are green, you will be able to approve them by clicking on the
Approve as Host button.
In order to the EP to be completely approved, OGX must approve them from
Home side as well.
How to check
Local Committee ?
For you to check the analytics of your LC you need to get
to your Expa home page, and click on the second last icon
of the left side corner then click on Performance.
On the top left corner under You should click on Entity and Click on the Time period and
Performance you will find two type your entity LC's name in select the start and end date of
dropdown boxes Entity and the search box when you want to check the
Time period. analytics of.
Hold on for 60 seconds
 TADAAA! BRAVO.
YOUR ANALYTICS ARE HERE.
How to check
cs ?
( Graphical )
For you to get the Graphical Analytics you need to hover
over the Analytics tab from the far left menu denoted by
the Pie-chart logo then choose the Performance Analytics.
Insert all the needed info by choosing from the different
filtering steps or by using your already saved filters.

You will finally find the graphical analysis for the

applied filters. Upon hovering over any nodes,
more details will be presented. You can also
choose what parts of the customer flow you
want to be visible by clicking on them, as well as
toggle between spine and line presentation views.
You may want to take in consideration that Expa
Knowledge requires some curiosity to learn more by
exploring the Dashboard

When learning to use EXPA, be cautious to not edit

or delete anything you're not supposed to.
(For example, approving an EP who didn't pay the fees)
 A major part of the content of this guidebook was from the support
platform of AIESEC: support.aiesec.org

Guidebook designed and delivered by the IT Team of AIESEC in Algeria.

Content Guidebook
Authors of the articles Nadir Bounoua
from AIESEC Support Silia Benabdeslam
Arthur Medeiros Amir Ismail Otsmane
Ali Soliman
Any suggestions?
Swetha Choudhary Send an email to
Pushkar Shankar [email protected]