Knowledge Base

• Project Tracker — every client project and its tasks. This is the single source of truth for "what needs doing."
• Lead CRM — the sales pipeline: leads, proposals, and active clients with monthly values.
• Client Dashboards — the live performance dashboards each client sees. Know what your clients are looking at.
• Damaris Drive — the shared drive. All client files (contracts, content, footage, reports) live in the client's folder under 3_Client/Active.
• Marketing FAQ — the client-facing FAQ. Read it once so you know what clients have been told.
• Your Team Portal — your own page with your open tasks, contract, and pay schedule.

1. This site — it sits behind Cloudflare Access. Jordyn adds your email to the access policy; you'll get a one-time code by email when you visit.
2. Damaris Drive — Jordyn shares the shared drive with your Google account.
3. Project Tracker sheet — the tracker reads/writes a Google Sheet behind the scenes. You only need the tracker page itself.
4. Client ad accounts / Meta Business Suite — added per client as needed (McKinley).
5. Password vault — client logins are never written on this site or in Drive docs. Ask Jordyn for vault access.

Open the Project Tracker. Projects are grouped per client; each project holds tasks.

1. When you pick up work, set the task's Assignee to your first name (e.g. McKinley, Katie) — that's what makes it appear on your portal's "My Open Tasks."
2. Move Status through To Do → In Progress → Done as you work. Update Percent Complete on longer tasks.
3. Give every task a Due Date — overdue tasks show a red ⚠ chip on your portal.
4. Put context in the Description so anyone can pick the task up cold.

1. Open your portal → My Hours. The current week shows Mon–Sun boxes; use ‹ › to reach a past week, or This week to jump back.
2. Enter hours per day (quarter-hour steps are fine, e.g. 3.75) and add a note if something needs context. There's nothing to save and nothing to set up — hours save on their own as you type, and you'll see ✓ saved.
3. Your running totals for the week and the month sit right above the boxes, and My Recent Weeks below shows your last 8 weeks with pay.
4. When the week is done, hit 📤 Send to Jordyn, pick the range (this week / last 4 weeks / everything), and 📋 Copy link. Text or email her that link — that's what puts your hours on her payroll page.
5. Correcting a week? Fix the numbers and send again — re-sending a week replaces the old one on her side.
6. Send by end of day Sunday each week — pay is computed from these hours on the Payroll page.
7. Use the same browser each time. Your hours live on that device until you send them, so log them where you'll come back to them.

The shared drive is organized by relationship stage: 1_Leads → 2_Prospect → 3_Client/Active → (4_On Hold / 5_Inactive / 6_Terminated). When a deal closes, the whole folder moves — nothing gets copied.

• Every file belongs inside a client folder. No loose files in the drive root.
• Suggested structure inside each client folder: Contracts · Content · Raw Footage · Final Deliverables · Reports. Jordyn: confirm/adjust
• Name files so they sort: ClientName_YYYY-MM-DD_what-it-is, e.g. JAMRoofing_2026-08-01_reel-final.mp4.

1. Draft the post (copy + creative). Creative comes from the client's Drive folder — Katie's final exports live in Final Deliverables.
2. Approval — send drafts to Jordyn before anything goes out for a new client or a sensitive topic. Established clients with a standing content calendar can go straight to scheduling. Jordyn: confirm approval rule
3. Schedule in Meta Business Suite (FB/IG) for the client's pages.
4. Log — drop the final creative + copy into the client's Drive folder so we always know what ran.

Monthly reach/engagement/follower numbers feed the client's dashboard — see "Monthly dashboard data" below.

1. Naming — name campaigns Client | Objective | Month (e.g. JAM | Leads | Aug 2026) so reporting stays sane. Jordyn: confirm convention
2. Instant Form leads land in the client's lead sheet. Follow-up speed is everything — leads are called/texted the same day.
3. Update lead statuses. For Prometheus, the lead sheet's Lead Status column feeds Meta's Conversions API automatically (qualified / converted / disqualified) — keeping it current literally trains Meta to find better leads. Never skip it.
4. Budget changes above the agreed monthly spend need Jordyn's sign-off before touching the account.

1. Before the shoot — confirm the shot list / concept with Jordyn and check the client's folder for brand assets.
2. Upload raw footage to the client's Drive folder under Raw Footage the same day you shoot — raw files on a laptop are one spilled coffee from gone.
3. Edit & export — default deliverables: 9:16 vertical (Reels/TikTok) as primary, plus 1:1 or 16:9 when the client's channels need it. Jordyn: confirm specs
4. Final files go in Final Deliverables named ClientName_YYYY-MM-DD_description.mp4. That's where McKinley pulls creative for posting — if it's not there, it doesn't exist.
5. Mark the task Done in the Project Tracker.

Each client dashboard is updated monthly. At month end, send Jordyn the numbers for your area:

• Social (McKinley): views, engagement, reach, followers per platform.
• Ads (McKinley): spend, impressions, clicks, conversions/leads, phone calls.
• Video (Katie): deliverables shipped + anything the client posted that we should track.

One message with the numbers is enough — Jordyn loads them into the dashboard.

1. Create the client's folder in 3_Client/Active (or move it there from 2_Prospect) with the standard subfolders.
2. Update their card in the Lead CRM to Active Client with the signed monthly value.
3. Create their project(s) + first tasks in the Project Tracker and assign owners.
4. Jordyn sets up their dashboard page and onboarding hub on this site.
5. Get access to their accounts (Meta, Google Business Profile, website) — credentials go in the vault, never in Drive or chat.

• Jordyn is the account lead on every client — client-facing emails/calls go through or get looped to Jordyn until told otherwise.
• Never share dashboard links, logins, or internal docs with anyone outside the client's own team.
• Bad news travels fast internally: if something breaks (an ad account, a post, a shoot), tell Jordyn immediately — never let a client find it first.