Client On-Boarding Process

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This document represents the client onboarding process. This process includes the creation of all the necessary accounts and placeholders for the new customers in multiple systems. This process is to be executed by the BLT operations staff in cooperation with the Accounting Team.

The primary objective of this document is to:

  • Provide guidance on what accounts/projects/tasks should be created after the client is onboarded.

Slack

  • Create a public Slack channel for internal communication. Use the following naming structure: proj-(client)-(project number)

  • Ask the offshore project manager for a list of members who should join the internal channel. Add BLT executives and stakeholders to the channel.

  • Create a private channel for external communication, this channel is shared with the clients if requested: extn-proj-(client)-[project number].

  • Take a list of email addresses from the client and add them to the external Slack channel. Add everyone from the internal project channel as well.

Google Drive

Create a folder for the client under Contracts and Programs directories. Share Contracts folder with Blt-Exec-Group and Blt-Ops-Group. The programs folder should also be shared with Blt-Dev-Group.

  • In the Programs folder create a folder with the project number and name. For example:

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  • In the same client folder, create a folder called Shared Video Conferences, this will be the storage for Zoom recordings from the meetings with the client. This folder could also be shared with clients if requested.

Asana

  • Using the customer’s name, create a team in Asana. Add Blt-Exec-Group and Blt-Ops-Group. Add other individuals and groups if requested.

  • Create a project(s) in Asana using the project number and the name of the project. For example: 247P - LaserShip Salesforce Support Retainer. Make it private to the team.

  • Request information on billing from the Client. Here is the list of billing attributes to be requested:

  1. Client’s full name
  2. Address
  3. Bank account

  • Use Google Chrome to set this project to billable and choose the correct budgeting settings. (Find the Non-billable button near the name of the project).

  • If a client has its own task-tracking system, ask a software engineer to create an integration between the internal and external systems.

Everhour

  • Create a Client in Everhour (use the Clients tab). In settings pick a project(s) that was created in Asana. This will connect two systems.

  • Go to the Reports tab and create a report for hours reporting. You could copy a report for another project and edit it.

QuickBooks

Ask an accountant to create a new client in QB. Use #blt-tmg-shared to do that.

Google Sites

Ask the project manager whether or not Google Sites for the client should be created. If yes, find the Google Site creation process in the directory.

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