Migrating Clients to the Portal Part 3

Okay, now we're going to finish up the migration process of bringing a client over into the portal. And the final step in this process is setting up their podcast template or finalizing their podcast template. So if we scroll to the top, you'll see under admin options, we have project templates. So let's click there. You'll see that we have a template that's already been created for Agile Mentors. The artwork is there and everything, but there's some tweaking that we need to do to it. So let's click on it. You'll see, really, all we have here is the name of the template. And that's it. We've got the podcast that's been assigned to it, but there are no tasks and there are no values. To get the value of the project, let's go over to FreshBooks. Let's take a look at their invoices. And typically we can just pick the most recent invoice and see what they've been getting for every episode. Now, we've got something interesting happening here. Here we've been charging them for an audiogram and editing, but as we saw over here in Basecamp, the only thing that's mentioned is the editing. So let's dig in a little bit to see what's going on here. And if we look at final files for episodes, all that we're getting here is audio. So we'll need to check with the project manager to find out what's going on with that. Most of the time, these should be correct because we've just gone through and checked all these. But this will be a process where you'll need to triple check to make sure everybody's being billed correctly. It's a mechanism for you to triple check to make sure everybody's being billed correctly. It looks to me like they shouldn't be being billed for audiograms, and so I'm going to leave that off for right now. So we have a project value of $177. That's how much we charge for each episode. Okay. So we're going to put that value in there. You don't have to put the decimal and the zeros in there, but you can. And now we're going to add a task for each thing that's being done. It looks like we're just doing the editing and that's it. However, we also need to add tasks for having the client review it and also publishing the episode. So we go over here to the task name and we'll say Pro Audio Editing. We're going to assign this to Mike. When it's done, we're going to notify Karen and we're going to save that. Then we're going to add a new task. We're going to call this send to client for review. We're going to assign this to Karen and no one needs to be notified because she doesn't need to notify herself when it's done. So we'll leave that blank and then we'll have another task here and we'll call this publish episode. We're going to assign this to Karen and again, because she's the project manager, she doesn't need to be notified. But let's pretend this was. There was some show notes that needed to be written. And so in that case, I might create a task that says create show notes. And I'll assign that. Let's pretend Mike is also the writer. And so when complete notify Karen. Right. That's how that would go down. But what that would also mean is when the audio editing is done, that this one also needs to. This isn't a great example because we don't have enough people on this, but let's pretend Chris was the writer. Then we would choose to also notify Chris. So the audio is done. Now the writer needs to be notified as well. And so this one's more simple because there's only two people on this project. But think through that process of who needs to be notified when the item is completed. Is it just a project manager or is there someone who has a task that is reliant on that to be completed? And so if that's the case, then that person also needs to be notified to make that clear. When audio is done. Now it's time to write the show notes. So both the show notes writer and the project manager need to be notified. So think about those when you're setting up the Win complete notify. And of course the project manager can, in this case, Karen can go in here and tweak these at any time. But we want to try to get these set up as accurately as possible. So now we have the project value and each of the tasks that have been set up. And when we're done, go down to the bottom right corner and click Save. And that's it. Just a few steps. We've created the company and we've created the contacts and we've assigned those contacts to the company. We've created the podcast and we've also assigned team members to that podcast and then we've gone through, and we've created the project template, assigning the tasks and the value for that project template. And now what that means is everything is set up so that when a client sends us assets for a new project that will automatically get set up and go through the system, all the notifications will happen, the billing will happen accurately, and everything's set up and ready to go. All right. I know there's a lot to it. If you have any questions, let me know.