How To Create A Client Handbook / Intranet In Google Sites

Who: This process is for the Head VA to undertake.

What: It shows you how to create a system in Google Sites.

When: Undertake this process when a new client signs up.

Why: This process is completed to ensure that we document all processes to complete tasks for the client.

When you are assigned as the new VA for a client, you need to create a client handbook/intranet in Google Sites. This is the responsibility of the assigned VA, however a Global Team member will create the template for this for you, for your new client. 

Before you create a client handbook/intranet, you need to consider where it is going to be hosted as they cannot be transferred to a different domain address:

Option 1:

If the client is going to or has set you up with a Google/Gmail hosted email account, then you should set up the Chrome profile under that login - eg it could be office@clientdomain.co.nz or admin@clientdomain.co.nz however hosted with Google.

You will need to advise the Office Administrator of this login so she can put this into LastPass under the Client Chrome/Google Shared Folder for you to access.

Option 2:

If the client doesn't have an appropriate Google/Gmail account, and has Office 365 instead, then the Office Administrator will set up a Google Account for you to use as the Chrome profile and to host the handbook in.

The format will be [clientname]strictlysavvy@gmail.com. This login and password will then be put into the Client Chrome/Google Shared Folder in LastPass for you to access.

How to create a client handbook from scratch

Once you know which Google account is going to be used for the Chrome profile, follow the steps below to set up the new client handbook/intranet:

1. Begin by logging into the Google account which is going to be used for the client's Chrome bar - either the Google account they have given you in option 1, or the account the Office Administrator has created in option 2

2. Now follow the instructions in the Loom video below

3. Once you are done, click on the share button in the top corner (+ icon of a person) and share the site with sophie@strictlysavvy.co.nz - this is where all the other systems are found/hosted - and with jostrictlysavvy@gmail.com. 

Note: Even if you have created the Google Site under the client's Gmail address, please ensure you share it with both of the accounts mentioned in step 3. If you have any questions, or are unsure of what to do, please see the Office Administrator.

How to create a client handbook using a template

1. Go into the sophie@strictlysavvy.co.nz Chrome Profile or my jostrictlysavvy@gmail.com Chrome Profile.

2. Go to sites.google.com Find the Handbook Template and choose to share with the Chrome profile that needs to own the new Handbook

3. Go into the client chrome profile and to sites.google.com and find Handbook Template site.

4. Open the site and choose Make A Copy from the three dot menu

5. Rename the Copy appropriately

6. Remove the share access of the original Handbook Template site over in the Sophie or Jo chrome profile

Instructions in the Loom video below: