Finalizing Client Setup on the Portal

All right, in this video, we're going to take a look at how to finalize setting up a brand new client on the client portal. First, let's take a look at the notifications you're going to receive via email. That will let you know that a new client has started the process for getting set up. The first email you'll receive is this one that says new editing client. And you can find the client's name, email address, the name of their podcast, the service package that they've signed up for. They can also choose to tell us any other of their associates that they want added to their account. And so if they've given us that information, you'll have it available right here. But at this point, this is just a heads up that a new client has started the process. There's no action that you need to take at this time, but you will use the information in this email momentarily. The next email that you'll receive once they've completed the next step is this one that says new client registered. This means they're actually getting registered on the portal. And then the final step, this one will trigger you to take action. This is the onboarding completed email and it will let you know that they have finished all the steps needed to finalize them, what they can do to get set up on the portal. And so once you've received this one, now you can take action on finalizing them on the portal. So let's go over to the portal and let's start by going over to the admin options menu and then CRM. Now, if we take a look at this last email that we received, we get the contact name and we get the company name. Genetics Society of America is their company name. And so now if we go back over here to the portal in the companies section, you'll see Genetics Society of America has been set up as a company and Ruth Isaacson has been set up as their primary contact. If we go to Contacts, then we can also see Ruth is listed here as a contact as well. And we have associated podcast Genetics in your World, which if we go back to that first email, you'll see Genetics in your World is the name of their podcast. So all this has been automatically set up in the system as they went through the process of getting onboarded. However, that first email also told us that they have an associate that they want to add. This is an optional step for them, and if this is included, then we need to manually go in and add that associate. In this case, Laura Santini. However, we don't have Laura's email address, so I needed to reach back out to Ruth and get Laura's email address, which I did. And so now I have the information I need to set up Laura. So let's do that. Let's scroll up and go to Add New Contact. Make sure, by the way, that you're in the Contacts section of the CRM. Otherwise if you're in company, it'll say, add New company. We want to add a new contact. So let's go to Contacts. And now Add New Contact. And let's put in Laura's information and let me copy her email address from my clipboard over here and we'll get that added in right there. Okay. And now we're going to choose the associated company, which is Genetics Society of America, and choose the podcast, which is Genetics in your World. And that's all we need. We could add a phone number if we have that, but we already have it with the other contact, so in this case it's not necessary. And we'll choose Save. And now you'll see that if we go back over here to Contacts, both Ruth and Laura are part of the system. And Laura has Genetics Society of America and Genetics in your World as her company name and associated podcast. And if we go over here to the Podcasts page, we'll see Genetics in your World is here. We click through to it. You'll see that both Laura and Ruth have been added to this podcast. We also see here at the top that the standard audio editing is the only service that they're receiving. If we go back to this original email service package, selected was standard audio editing package, and that package only comes with our standard audio editing. So the system has identified which package they chose and used that to put the respective tags at the top of their podcast that represent the services that they signed up for. So now we need to get their podcast template finalized. So let's go to admin and go to podcast or project templates. And now let's scroll to the place where their template is found. And it's right here on the final page. Genetics in your World Template. And so they have the standard audio editing service, and so it's already added that as a task and now we need to assign it to somebody, but there are no options. That's right. Before we can do this, we need to assign people from our team to that podcast. So to do that, let's do this. Let's go over to the CRM and let's go to the team members section. And so we need to assign an audio editor, but we also, in this case, need a project manager as well. So let's start with a project manager and let's go ahead for this example and assign it to Brittany. So we've pulled up Brittany's profile. We're going to edit her, and now we're going to click on Associated Podcasts and choose Genetics in your World and then Save and let's make Mike the editor. So again, let's go to team members. Go over here to Mike's profile page, and it's the same process. Edit his profile to add Genetics in your World and hit Save. And now we're almost done. Let's go back to that Project Templates section and find the Genetics in your World project template. Now we can assign standard audio editing to Mike. We need to add the Project manager role here. So we'll call this Publish episode and let's assign that to Brittany and hit save. And that's it. Now we have finalized setting up this new client on the portal, and we've finalized setting up their project template. So now when they submit assets for a new episode to us, the system will automatically pull that template and set up those tasks and assign those tasks to those respective team members.