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Team Leads: Assigning Website Tasks

AccordusU

Accordus can build or maintain websites for clients. Our preferred website building system is Squarespace. We can also build in WordPress or other platforms such as Wix. Read below for our new process regarding website tasks (updated August 14, 2024).

Team Leads: Scope of Website Knowledge

These are the items you are expected to know how to complete in regard to website edits:

  • Adding blog posts/articles to a website, if not related to email tasks (by default, comms coordinators will add articles and blogs if the content is going in an email).
  • Adding videos to Vimeo
  • Receiving FundraiseUp codes from a database member and providing them to either the web team or the web designer for adding to a donate page on the client’s website.
  • Create a discount code for a Squarespace store/commerce 

All other website updates should go to the client-assigned web designer. If there is a minor change, such as fixing a typo and the team lead feels comfortable updating in SS, that is ok. But if any design elements are involved, it should always go to the web designer (see client assignment sheet). If it is an urgent emergency – reach out to Adrienne or Marylou.

 

All website-related DESIGN tasks should be going directly to the website person designated on the client assignments spreadsheet. If you have ANY questions about this, please reach out to Adrienne Robinson, our creative director. 

 

If you have a back-end issue with your site involving DNS or domains, you are preparing to launch a site after design is completed, or troubleshooting technical issues, assign a task to @webteam in Teamwork.

Assigning a Website Launch or Rebuild Task to our Team

Watch this video from Amber about August 2024 updates first.

 

Website Plan (Team Leads):

  • Please refer to this new AccordusU post with everything you need to know about Website Launches or Rebuilds. 
  • All website tasks will go directly to writers/web designers from the Team Lead no longer the web team. This will function similarly to print projects.
  • If you need written content for a page, assign this to the writer. Our web designers should not be responsible for writing content. The goal is to have written content either from the client or from our writer before we have the designer start building pages. Designers need to know what goes on a page before they can design.
  • Once we have content for a page, then you can assign the page to the designer
  • All edits to sites and client feedback should go directly to the web designer
  • Before showing page updates to a client (unless minor updates), everything must run through QA.
  • Team Lead will handle getting all website credentials from the client and passing these to the web designer 
  • Adrienne and Marylou will handle all website audits (assign to both of us)
  • Any emergency technical issues or back-end issues with a site should be assigned to the Web Team in Teamwork.

Additional Notes

  • Web designers are different from designers for each client. Not all of our designers work on websites. See the column designated “Website” on the Accordus Team Excel Sheet to see who to assign web updates to. If you have any questions on this, reach out to Adrienne. 
  • If your web designer doesn’t know how to do a certain task or needs help, have them reach out to Adrienne who can direct you to someone on our team who can help. 
  • All updates to a site should go to the designer. If there are super minor changes like changing a typo and the team lead feels comfortable updating in SS, that is ok. But if any design elements are involved, it should go to the designer. If it is an urgent emergency – reach out to Adrienne or Marylou. 

Ideal turnaround times for web tasks: 

  • Site Rebuild:
    • 2-3 weeks for a home page/design mockup
    • The 2-month overall process to launch depends on the scope of the site/content provided by the client, etc. We will come up with a timeline in our launch call.
    • Landing Pages: 1-2 weeks 
    • Minor Page Updates: 2-3 days

Things to remember when assigning a web task:

  • As with most creative tasks, content is key. We need to know what the client wants on a page before we start building. As much as we can lay out the page and content before designers start building the better. 
  • Be sure to use the Website Text prep docs to capture notes on the initial call with the client and RECORD any call when discussing a web change or edit – so helpful for our team to hear the client!
  • Getting example sites/designs from the client is super helpful for a designer.
  • Screenshot videos and recording client calls is SO helpful, especially with website edits/feedback.

Web Team Tasks

All technical issues, DNS records, IT-type items should go to our Web Team in Teamwork. The list of internal/technical items our Web Team handles includes but is not limited to:

  1. Creating Client Emails in Google Workspace or Outlook
  2. Adding DNS Records
      • Common systems requiring this:
        1. LGL / Little Green Light (donor database)
        2. Mailchimp authentication
        3. Any other email-sending platforms (receipts or comms) that need DNS records added
        4. FundraiseUp DNS 
        5. Bloomerang DNS
        6. All donor databases – Year-end statements DNS records set up for email authentications
  3. Connecting websites
  4. Creating Google Voice numbers 
  5. Adding products to online stores for clients
  6. Connect LGL to Mailchimp
  7. Shopify for clients
  8. Stripe edits (creating forms/adding products)
  9. Editing a Stripe form
  10. Client access to websites in Squarespace
  11. Creating online forms (Google Forms, Jotform, Typeform) if not related to emails
  12. Connecting Squarespace subscribe buttons to Mailchimp accounts 
  13. Uploading PDFs/documents for online viewing to Display.Accordus (formerly used ISSUU)
  14. Adding a simple embed code on a single page for Elementor – no design required
  15. Launching a website in Squarespace

***Purchase domains – this needs to be Julia as she has access to the card

  1.  

Viewing A Trial Website

Click here to learn how to show your client a website draft without it being published publicly.

Where is my client's domain located?

Simply put, when we say domain, this is a string of words that tell your website where it lives like beaworkrbee.com. When we say domain host, this means platforms like Google Domains, GoDaddy, Namecheap, Name.com, etc.

 

For example, the website platform is where you build/edit sites as in Squarespace, WordPress, and the like, but the domain is the URL where it points to that site.

 

Domain examples: accordus.com, google.com, etc.

 

Website platforms: Wix, Squarespace, WordPress, etc.

 

Website hosts: Google Domains, Namecheap, name.com, GoDaddy

 

Here’s an AccordusU post with more details on domains.

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