Request: Waitlist for Fleet Sandbox

[mikermcneil]

This request is expected to be doable in ≤1 sprint. It would be valuable even if nothing else ships.

It will be reviewed by the acting PM for the #g-website product group, and then hopefully prioritized, drafted, and implemented.

Goal

User story
As a visitor signing up for Fleet Sandbox on https://fleetdm.com/try-fleet/register,
I want to see a waitlist page and have my user account tagged with a flag
so that I can get invited to check out Fleet Sandbox later.

For help creating a user story, see "Writing a good user story" in the website handbook.

Changes

This issue's estimation includes completing the following:

• [ ] UI changes: TODO
• [ ] QA complete?

QA

The testing steps outlined below must be verified before the associated PR is merged. See "Quality" in the website handbook for help.

Manual testing steps

1. Step 1
2. Step 2
3. Step 3

In addition to the steps above, ensure changes have been checked at all breakpoints, and a browser compatibility test has been carried out on supported browsers.

Testing notes

[jarodreyes]

Note: we also need to add a new automated email to the flow for people who are wait-listed. The current triggered email would be a BAD experience.

[mike-j-thomas]

@hughestaylor or @DrewBakerfdm, please can you bring me up to speed on how sandbox registrations are currently being captured in HubSpot?

@eashaw, can you point me to the current email that we send after registration? I've lost track of the current version in Figma and don't want to register in case I provision a sandbox instance.

[Drew-P-drawers]

When a form is submitted on the site, Hubspot's tracking pixel is "listening". Meaning an ajax form submission on https://fleetdm.com/try-fleet/register (has a CSS class id of: ".ajax-form, .sandbox-register") passes the data as a form submission.

Depending on the form submission and ID of the ajax form, that helps us organize it.

[mike-j-thomas]

@DrewBakerfdm, @hughestaylor, I think I found the form identifier in HubSpot. So really, my question is; what language should I use for how to capture data into HubSpot when communicating designs to Eric? I find myself getting confused between lead sources, campaigns, and form identifiers.

Aside: @DrewBakerfdm, an overview of HubSpot, Salesforce, and whatever we use for sending out emails, and de-mystifying how the website interacts with each could make for a good lightning talk when we meet.

[mike-j-thomas]

When a form is submitted on the site, Hubspot's tracking pixel is "listening". Meaning an ajax form submission on https://fleetdm.com/try-fleet/register (has a CSS class id of: ".ajax-form, .sandbox-register") passes the data as a form submission.

Thanks, Drew! 🙌🏻

[Drew-P-drawers]

Anything that lives on the website should have a lead source of "website" that way we could easily separate in person events, website traffic, and general outreach

Campaigns help us figure out what actions were taken on the website first that created an actionable lead. Was it a swag request, was it a sandbox signup, was it a signup on the pricing page, etc.

Language for Eric on form fills would be checking out the current list of form identifiers (Should be available in hubspot, the image above, or should already exist in the page's form if it's not a brand new page) and then picking the most appropriate.

Language might be a bit outdated on this page, but here's the original thinking: https://github.com/fleetdm/confidential/blob/main/free-for-all/how-we-inbound.md

Hopefully that makes sense @mike-j-thomas

[mike-j-thomas]

Thanks, @DrewBakerfdm, this is really helpful. I won't hijack this thread anymore, but I created a task to get this added to the marketing handbook.

[mike-j-thomas]

I've added a link to the Figma file with the current progress in the description above. I need to document the technical details before bringing the wireframes to review, but I need to understand how the data will be handled.

This is my assumed flow:

1. The form will be submitted to HubSpot in the same way it is now, but the form logic will be changed to NOT provision a new Fleet instance. (The GitHub issue mentions tagging the user account with a flag. What does that mean?)
2. User sees a message that they have been added to the waitlist.
3. An email is sent to the user reiterating the same message that they are on the waitlist.
4. Zapier will ping "from_prospective_customers" in Slack with a "Sandbox request" message.
5. Sandbox request is approved (How will sandbox requests be approved)
6. Sandbox instance is provisioned
7. Once approved, the user will receive an email to "Play in Fleet sandbox" with a sign-in link.

[eashaw]

@mike-j-thomas @mikermcneil Here are my proposed changes to add a sandbox waitlist:

• Add new config variable: sails.config.custom.fleetSandboxWaitlistEnabled
• Add two new email templates:
  1. email-sandbox-waitlist - Tells the user that their account was created and they have been added to the waitlist.
  2. email-sandbox-ready - Tells the user that their sandbox instance is ready and has a link to fleetdm.com/try-fleet/sandbox
• Add a new attribute to the user model:
  • name: inSandboxWaitlist
  • description: Whether this user is currently waiting to have a sandbox provisioned for them
  • type: boolean
  • Defaults to false
• Update signup.js:
  • To not provision Fleet sandbox instances for new user accounts and set inSandboxWaitlist to true on new users if sails.config.custom.fleetSandboxWaitlistEnabled is true
  • To send an email (using the email-sandbox-waitlist template) telling the user that they’re on the sandbox waitlist
• Update the sandbox registration page to show a message about the waitlist when the signup form is submitted.
• Add a new admin page: /admin/sandbox-waitlist
  • Contains a table with a row for each user who has inSandboxWaitlist: true
  • Each row has a user's email address, createdAt timestamp (converted into an ISO date timestamp), and a button to approve the user.
• Add a new action: provision-sandbox-instance-and-deliver-sandbox-email
  • Called by a button on the sandbox waitlist admin page.
  • Accepts one input: userId
  • Sends a request to provision a Fleet sandbox instance for the provided user record.
  • Sends an email (using the email-sandbox-ready template) telling the user that their Sandbox instance is ready with a link to log in.

[mike-j-thomas]

Thanks @eashaw. Would it be worthwhile also to include a "reject" button? I don't want to overcomplicate it, but it may make the list easier for the approver to scan if we have a lot of sign-ups, and some of them are bogus in some way, or duplicates. Saying that, it would overcomplicate things, because we'd need to figure out how to give feedback to disapproved users.

[mike-j-thomas]

@eashaw, I've updated the wireframes (linked in the description), but I have a couple of remaining unknowns (marked in red in the Figma file). Please take a look when you can. 🙌🏻

[fleet-release]

Sandbox waitlist grows, Flagged users in cloud city, Fleet's future unfolds.