Migrating Clients to the Portal Part 1

Okay, in this video, it's going to be part one of how to migrate a client to the portal. To do this, we're going to need a few tabs open. We have the client portal as well as FreshBooks Basecamp, and you'll need either itunes Handy or Apple Podcasts. In this case, I've got Apple Podcasts web version so that I can show it to you. It's also going to be handy to have a calendar nearby. So in the portal we're going to create a company contacts podcast and a project or podcast template. And then we're going to link all of these together. First, let's create a company. To do this, let's go over to the admin options menu, hover over that, and then click CRM. And now we need to add new company by clicking the green Add new company in the top right hand corner, owner. Now, for this illustration, we are going to use the podcast Agile Mentors. So let's pause right here. And now let's go over to FreshBooks and let's pull up Agile Mentors Podcast. Okay, we'll hold that right there. Now let's go over to Basecamp and let's find the project here. Okay, now we have the info that we need. We want to take a look here. Just take a peek and get an idea of the contacts that we have here. Over on Basecamp we have two pod, two clients or contacts, Brian and Laura. And then over here in FreshBooks we have Laura and we also have Brian here as well. These won't always be the same, but we want to take account of which or how many contacts are associated with the podcast overall in both places. So now let's go over to the portal and let's set up the company. We've got the company page already set up here. And let's start copying over data from. From FreshBooks. So we'll go over to FreshBooks and we'll grab. We'll click on the edit client right here. Sometimes they'll have a different company name here. If they don't, whatever is in that company name spot, we're going to copy that over to the portal and put in the company name. We don't have a primary contact or billing contact. We'll set that up later. So we'll skip that for now. Now, the project manager, we can go over here to Basecamp and scroll down until we see who the project manager is. There we have Karen you should also have this information from the list that each project manager has provided you in Slack. So we're going to choose Karen as the project manager. Back over on FreshBooks, they may or may not have a website. In this case they don't. So we can sometimes pull it from the email address. This kind of depends. You can usually tell if it's if it matches up or not. Like if it's a Gmail, it's not going to match up or whatever, but if it does, then you can go ahead and put it in there, but that's completely optional. Now we'll grab the email address. We don't have an associated contact yet. We haven't set any of this stuff up. So we're going to skip down to the address section, going back over to Basecamp or, excuse me, FreshBooks. We can grab the address information and copy all of that over into from FreshBooks, over into the portal and let's get that zip code. Okay. And then once we have all that information, we can go over to the bottom right hand corner and click the save button. Now we need to set up the contacts. So the system has spit us out here on the CRM. Right now we are on the companies page. Let's go over to the contacts page and in the top right hand corner let's add new contact. And in this case we need to add two contacts. We'll do them one at a time. We need Laura and Brian. Some clients will have more and some will have less. So let's go over to FreshBooks and we're going to add Laura first. So again, it's just copying over the data from one place into the portal. I say one place because in this case we could get both clients from either FreshBooks or the Portal, but that won't always be the case. And so I'm going to show you how to do one of each this way. Now we have an associated company, so we have Agile mentors right here. So we can choose that. We don't have a podcast yet. And so we can now save. And we have set up Laura. Now let's set up Brian. So you can see the portal has spit us back out on the CRM, but we're on the company's page. So let's go back to contacts and add new contact. This time let's get this information from Basecamp. So I can't really get it here. I can get Brian's name, but I can't really get his email address here. So to do this, let's Go back out to home. And then we're going to click on Admin land over here in the top right hand corner. And then we'll click on Manage People. After that we can scroll down to find the podcast that we're looking for. And here we found Agile Mentors podcast and we have Brian. So I'm going to copy his name and add it into the portal and then I'm going to grab his email address. This is another clue that Mountain Goat software is a good web address because both users have the same back end to their email address. I'm not sure what you call that. Okay. And then we can add the associated company. If we want to go back over to FreshBooks and grab this phone number for him and the one we have for Laura, we can do that. That's optional. I don't know that it's the same number. That may be her direct line. We don't have an associated podcast yet because we haven't set that up. So at this point, we're done setting up Brian and we can hit the green save button in the bottom right hand corner.