How To Set Up A New Client In Airtable

Who: This process is for the Office Administrator to undertake

What: It shows you how to set up a new client in Airtable

When: Undertake this process whenever a new client comes onboard

Why: This process is completed to ensure that all client information is recorded in Airtable, including details of the business, the contact/s of that business, who the head VA is, hourly rates, etc

When a new client comes onboard the Office Administrator will be advised in Teamwork chat. These messages will usually come from the Account Manager, but occasionally come from the General Manager or Jo.

The Account Manager will fill in a line on the New Client Info Form tab in the Savvy Client & Team Register in Airtable, and create a new project in Teamwork for that client. The Office Administrator will then fill out the Client Information and Client Contacts tabs based on that information.

Setting up a new client in Airtable

To set up a new client in the Client & Staff Register in Airtable there is certain information you need to have.

In the Client tab:

Legal name of the business
Trading name of the business (if different from the above)
Address of the business (for the purpose of invoicing - street address, not PO box)
Postal address (if different from the above)
Plan type and what the rate is; or if they are on a flexi plan/trial and what the rate is; or what the project is and what is the rate or fixed fee amount
What type of timers they need set up eg separate timers for admin and creative support, or a bookkeeping timer only etc
Head VA and back-up VA (if applicable)
Method of payment eg Service Plan clients are usually asked to set up a direct debit through Savvy's GoCardless account whereas flexi plan clients often prefer to make variable bank deposits
Account Manager

There are other columns of information in the Client tab that can be filled out if the information is available to us, but are not necessary:

Business phone number
Business mobile phone number
Business email
Business website

In the Contacts tab:

Name of the primary contact for the business, their email and contact phone number, and DOB if available
Name/s of any secondary contact/s for the business, their email and contact phone number, and DOB if available
Name of the accounts contact for the business (if different from the above person), their email and contact phone number

Note: Airtable automatically saves itself and all changes are live, so please be careful not to remove any columns or lines that are already in the register, as they will not be retrievable.