Module 5: Sample Tracker Working
This module introduces the part of the workflow where projects move into active sample management. It focuses on Gate 2 progression, ownership, dispatch-related tracking, and general navigation inside the Sample Tracker.
Why This Module Matters
This is where work becomes more operational. Once a project moves into the Sample Tracker, visibility, ownership, and timing become especially important. If those are not managed well, the process quickly becomes difficult to control.
Learning Objective
By the end of this module, learners will understand what happens when a product reaches Gate 2, how ownership is assigned, and how to navigate sample-stage work.
Videos Included
- TCFG Hub Academy _ How to Progress a Product Through Gate 2
- #7 Assigning A Chef Lead
- #19 Allocating a chef lead and allocating a Dispatch date from the 99s
- #11 Dispatch Tracker Overview
- #21 Dispatch view and navigation
Lesson 5.1
What Changes at Gate 2
Lesson purpose
This lesson explains the shift from early-stage project setup into active sample-stage work.
What learners should understand
Gate 2 marks the point where the project has moved into development activity and needs more operational tracking.
Key points
- Gate 2 changes the type of work being managed
- sample-stage activity needs clearer coordination
- ownership and timing become more important
What good looks like
- the learner can explain what Gate 2 represents
- the learner understands why the Sample Tracker becomes important at this point
Common mistakes
- thinking Gate 2 is only a status change
- not recognising the extra operational control needed at this stage
Quick check
Ask the learner to describe what becomes different once a product reaches Gate 2.
Lesson 5.2
Assigning Ownership in the Sample Stage
Lesson purpose
This lesson focuses on assigning the right person to the work and making ownership visible.
What learners should understand
Projects need a clear named owner once sample work begins. This helps the business know who is responsible for the next action and reduces delay.
Key points
- ownership should be explicit
- ownership supports accountability and visibility
- assigning the right owner is part of keeping work moving
What good looks like
- the learner understands why ownership assignment matters
- the learner can describe how assignment supports progression
Common mistakes
- leaving ownership unclear
- assuming the next person “just knows”
- confusing group responsibility with named responsibility
Quick check
Ask the learner why assigning a lead matters once sample-stage work starts.
Lesson 5.3
Understanding Dispatch Dates and Dispatch Tracking
Lesson purpose
This lesson introduces dispatch timing and dispatch-related visibility within the sample workflow.
What learners should understand
Dispatch is a practical part of the process and must be visible in the tracker so teams can understand timing and next steps.
Key points
- dispatch dates support planning
- dispatch tracking helps teams stay aligned
- visibility matters as much as the action itself
What good looks like
- the learner understands the purpose of a dispatch date
- the learner can explain why dispatch visibility matters in the process
Common mistakes
- seeing dispatch as separate from the HubSpot workflow
- not appreciating the value of visible timing information
Quick check
Ask the learner to explain what a dispatch date helps the business manage.
Lesson 5.4
Navigating the Sample Tracker
Lesson purpose
This lesson helps learners become comfortable moving around the Sample Tracker and understanding what they are seeing.
What learners should understand
The Sample Tracker is a working environment for active projects, so users need to be able to navigate it confidently and understand what the visible statuses and views are telling them.
Key points
- the Sample Tracker supports daily operational work
- users should understand status visibility
- effective navigation improves speed and confidence
What good looks like
- the learner can move around the tracker comfortably
- the learner understands how to find what they need in a live sample-stage view
Common mistakes
- relying on memory rather than using tracker visibility
- missing useful views or status information
Module 5 Key Takeaways
- Gate 2 marks the start of more active operational tracking
- ownership and timing become critical in the Sample Tracker
- users should understand both progression and visibility in this stage
Module 5 Suggested Assessment
Ask the learner to:
- explain what Gate 2 represents
- identify where ownership is visible
- explain the purpose of dispatch timing
- describe how the Sample Tracker supports active work