Symbols

The symbol up-caret means that the associated item may be opened for read-only viewing of its details.

The symbol down-caret means that a list of actions is available to perform on the associated item.

Overview

The primary role of Arctevity Investor Tracker (AIT) is to enable tracking interacions between the Company and potential investors. In this regard, AIT is a specialized investor relationship mangement tool. AIT enables capturing supplemental information about each investor including contact information for people who are involved in connecting and interacting with investors. AIT can also be used to track interactions with investors, including planned next steps.

Use Model

Contacts are created and managed on the contacts page and investors are created and managed on the investors page. When a investor is created or edited the contacts who are involved with the investor may be assigned. The responsibilities that these contacts have are in regard to the investor may be indicated.

Associated with each investor is the contact who introduced the investor to the Company. This contact may be indicated when the investor record is first entered into AIT. Alternatively it can be left empty and added later. When the information is entered then the date and time of the entry is automatically recorded. The AIT user who created the record is also recorded. This information cannot be subsequently changed.

For each investor a next step may be created that indicates the Company's planned interaction with the investor. The pending next step for a particular investor may be marked as completed or canceled. If there is no pending next step for an investor then a new next step may be created.

An investor may have one or more contacts:

• The same person may serve as a contact for more than one one investor.
• A person who serves as a investor's contact does not need to be an employee of the investor. The can be a connector, broker, and so on.

AIT is fluid and does not enforce a paricular workflow. Specifically, AIT may be used to create contacts - no matter what their involvement - for subsequent association with investors. Similarly, investors may be created and subsequently associated with one or more contacts.

Contacts and investors can be deleted, but an attempt to delete a contact or investor for which there is an outstanding relationship will present an error message. Further, a deletion involves use of a confirmation dialog that presents a string that must be exactly typed in before the deletion will be allowed.

General Searching

AIT provides a search capability that enables users to find a contact or investor by entering a string. Investors may be searched for on the investors page. Contacts may be searched for on the contacts page. Queries are made against the information captured for each contact and investor. The search is incremental, meaning that the search is performed as the user types. The search is not case-sensitive. Multiple white-space separated search terms form separate search tokens.

For example:

New York NY

seperately looks for matches for each the following in any of the specified investor or contact data fields:

• New
• York
• NY

Only one match is needed to include the matching investor or contact in the search results.

Quoted search terms and non-quoted search terms, seperated from each other by white space, form separate search tokens. For example:

"New York" NY

seperately looks for matches for each the following in all of the specified investor or contact data fields:

• "New York"
• NY

Only one match is needed to include the matching object in the search results.

Entering return or an empty string in the search field will return all objects.

Investor Searching

To search by investor type the two-letter code, in quotes, should be used. The codes are as follows:

• VC - Venture Capital
• PE - Private Equity
• IN - Infrastructure / Project Finance
• BK - Bank / Debt Provider
• FO - Family Office
• CP - Corporate / Strategic
• BQ - Boutique / Seed Fund
• ID - Individual / Angel
• OT - Other

When searching for process stage the two-letter code, in quotes, should be used. The codes are as follows:

• TG - Target – Not Contacted
• IR - Intro Requested
• IS - Intro Meeting Scheduled
• AC - Active Discussion
• DD - Due Diligence
• TS - Term Sheet Discussion
• PD - Passed / Deferred
• CM - Committed Investor

Contact Searching

To search by contact relationship the two-letter code, in quotes, should be used. The codes are as follows:

• INV - Investor
• ADV - Advisor
• CNT - Consultant
• EMP - Employee
• BRO - Broker
• ARC - Connector
• FRI - Friend
• RVC - Referring VC
• OTH - Other

Identifiers

When a investor is created AIT automatically assigns an investor identifier as a 3-character human readable identifer. The indentifer makes it easier for people to accurately reference a specific investor without worrying about different ways of spelling and punctuating the investor's organizational name. Once an investor is created its organization and identifier cannot be changed.

A contact's email address, phone number, and mobile number are all optional. A contact may have any combination of these (email only, email and phone, phone only, or none at all). When an email address is provided it must be unique across contacts — AIT will block a duplicate and identify the existing contact that already uses it. The exception is generic / role addresses (for example info@ or contact@), which may be shared by multiple contacts. An administrator can maintain the list of generic prefixes in the Django admin (Generic email prefixes), so the list can be changed without a code release.

Organizations

Organizations are created as a by-product of creating a investor or a contact. Absent whitespace, case senstivity, and punctuation, The name for an organization must be unique. For example, the names "McDonalds Inc." and "mcdonald's inc" are treated as the same. ARS will not allow a new organization to be established if its name conflicts with an existing organization.

Addresses

When a contact, investor, or system is created or edited it is possible to associate each with a postal address. The desired address may be selected from a list of addresses previously used, or a new address may be entered. When a prior address is used, it is copied. This means that changes to the address for a contact, investor, or system do not alter the addresses for other contacts, investors, or systems.

Contacts

When creating or editing a contact, it is optional as to whether they are associated with an organization and/or whether they are assigned a role.

When adding a contact to a investor, the contact must be assigned at least one responsibility. Otherwise an error will be flagged. Different contacts for a investor may be assigned the same responsibility or responsibilities.

A contact may optionally be linked to a tool user account (a person who logs into AIT, typically an internal team member). When editing a contact, the Tool User Account field can be set for this purpose; if the contact's email matches a user account, AIT suggests the match automatically. Linking a contact to a user enables features such as email reminders and the Interactions page (both described below).

A contact may also be linked to other contacts via the Connected Contacts field, recording person-to-person relationships (for example, a connector who knows someone who can introduce an investor). These connections are mutual — connecting one contact to another links them both ways — and are shown as dashed grey lines in the Network graph, making referral chains visible.

Interactions and Next Steps

An interaction records a planned or completed touchpoint with an investor. In addition to the owner (the internal person responsible for the interaction), an interaction may capture a primary contact and one or more other participants — the people the interaction was directed at or who took part. The list of selectable people includes the investor's own contacts as well as all tool users.

When creating or editing a next step, an optional email reminder lead time may be chosen (for example, one day before the scheduled time). When set, AIT emails the interaction owner ahead of the due time. Changing the schedule or lead time re-arms the reminder so it is sent again for the new time.

To document interactions that already happened, use Log Past Interaction from an investor's action menu on the investors list. Unlike a next step (which is a single, forward-looking pending item), a historical interaction records a past event: its date must be in the past, its status is Completed or Canceled, and it carries no reminder. Any number of past interactions may be logged for an investor, and doing so does not affect the investor's pending next step. Logged interactions appear in the investor's history column and in the Interaction Timeline.

The Interactions page lists all interactions that a chosen tool user is involved in, either as owner or as a participant, flagged accordingly. A picker selects the tool user (defaulting to the logged-in user). Items are ordered so the one nearest to being due appears first, with overdue items highlighted at the top. An optional Investor filter narrows the list to interactions for a single investor.

Each row has an actions menu. For a pending next step, the menu offers Edit, Mark Completed, Mark Completed & Add New, Cancel (Won't Do), and Log Past Interaction — the same commands available on the investors list. For a completed or canceled interaction, the menu offers Log Past Interaction and, when that investor has no pending next step, Create Next Step. After an action the page returns here with the chosen tool user still selected.

Interaction Timeline

From the investors list, the View timeline link opens a chronological history of all interactions for that investor, newest first. Each entry shows a status-colored marker (pending, completed, or canceled), the interaction type, owner, primary contact, participants, subject, and notes.

People Map

From the investors list, the View map link opens a People Map for an investor: a matrix whose columns are the contact roles (Decision Maker, Internal Champion, Influencer, Gatekeeper, Connector, Other) and whose rows are the dispositions (Supporter, Neutral, Blocker). Each cell lists the relevant contacts, making it easy to see who supports or blocks a deal and in what capacity.

Ranking Investors

The Rank page is the single place to set investor priority. It has three lists and an investor appears in exactly one of them: Ranked (an explicit order, top = rank 1), Important (a watch-list of unranked investors that matter but aren't yet ordered), and Everyone else. Drag investors within or between the lists; ranks are kept contiguous and renumbered automatically. Changes are saved with the Save Rankings button. Throughout AIT, investor listings are ordered by rank first, then the Important investors, then everyone else (each unranked tier alphabetical by organization name). The rank is shown as a column on the investors list.

Network Graph

The Network page visualizes the relationships between investors and contacts. Investors appear as boxes colored by pipeline stage and contacts as dots. Solid edges are investor–contact relationships colored by disposition (green = supporter, grey = neutral, red = blocker); a dashed edge labeled “introduced” indicates the contact who introduced an investor. Dashed grey lines link contacts who are connected to each other (see Connected Contacts on the contact form); contacts connected into the network appear even if they are not directly tied to an investor. A search box finds an investor or contact by name and zooms in on it, briefly highlighting the matching node. Double-clicking a node opens its detail page.

Investor Rationale and Intro Email

Investors can be tagged with reasons that explain why a firm might be a fit, why it is not a fit, and why it ultimately passed, invested, or is waiting. Each set allows multiple selections and includes an Unknown option.

An investor record can also capture the first intro email sent to that investor. The intro email is entered by pasting it into the Intro Email field. Once saved it becomes read-only, but its contents can still be copied for reuse.

Import and Export (Data page)

The Data page supports importing and exporting investors and contacts as CSV files. Empty templates can be downloaded to make constructing an import file easier. On import, a row whose object already exists is skipped and reported: contacts are matched by first and last name, investors by organization name. Enum values (relationship, investor type, process stage) accept either the human label or the two-letter code. Exports produce CSV files containing all investors or all contacts.

Assets

The Assets page stores shared PDF documents used when interacting with investors, such as the investment opportunity deck. Any logged-in user may upload, view, and download assets, and AIT records who uploaded each asset and when. Uploading a document replaces the asset's previous version. Documents can be previewed inline on the page or downloaded.

Activity Log

The Activity page shows a cross-user log of recent actions — who did what, and when — newest first. It records creating, editing, and deleting investors, contacts, interactions, and assets; changing a next step's status (completed or canceled); saving investor rankings; and CSV imports. A search box filters the log by user, target, or text. Entries are retained indefinitely and remain readable even after the underlying record is deleted.