How To Set Up A New Client In Teamwork

Who: This process is for the Office Administrator to undertake

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

When: Undertake this process whenever a new client comes onboard

Why: This process is completed to ensure that all new clients are set up as a new Project in Teamwork so that tasks can be added and assigned to team members

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.

Note: All Strictly Savvy team members are automatically added to new projects in Teamwork so that tasks can be assigned to people as required, with the exception of contractors, who are added as/when needed.

Once a new project is created in Teamwork, the Office Administrator will go in and create the initial list of tasks required to continue with the set up process.

Details to be added to the project:

• Whether the client is on service plan or flexi plan, or is a project

• Their rates and/or service plan hours

• The date the handover meeting is booked for

Initial task list set up to complete the onboarding process:

1. Set up a New Task List and name it based on the type of client they are going to be, and the template being used (see pic below):

2. Add details of the plan and/or rates in the Notes tab (see pic below)

3. Under the Advanced tab select the required task list from the following options (see pic below):

   • New Flexi Plan Client Template

   • New Service Plan Client Template

   • New Service Plan Client Starting As Flexi Plan Template

4. Select Add Task List (see pic below)

5. Enter the names of the people who will fill the following roles for this client, as applicable to the template being used:

   • Account Manager

   • Team Leader

   • Head VA

After work begins the VA/s assigned to the client can go in and create and pin other task lists to the project. This can be for things such as daily, weekly and monthly tasks; admin, bookkeeping and creative tasks; one-off projects, etc