Status Management and Time Tracking
In this article, you will learn everything about Sitejer's integrated Status Management and Time Tracking features. They give you a better overview of your website progress, show you how much time you invest in your projects, and also control the features that are visible in the Customer Portal.
- Basic knowledge
Sitejet's Website Manager offers you the possibility to see the progress of your websites at a glance. With the kanban view, it's super easy to see how far your website has come in the website creation process. And the best part is - you can adjust the statuses according to your needs and customize the workflow. Simply go to "Manage Team" > "Statuses" and enable - or disable - the statuses you would like to use for your workflow. In the settings overview, you will also see which features become available in the customer portal depending on the status you choose.
Preparation, Creation, Feedback and Done are considered mandatory and cannot be disabled since they are considered as the "basic" website creation steps. Please note, that only statuses that do not have any websites assigned to them can be disabled.
Only the statuses that you have enabled will be visible in your workflow, the kanban view, and the time tracking feature.
To change the status, you can either drag and drop a website card in the kanban view from one column to another or you click on a website name and open the Detail View to manage the website's status by using the blue button that you can see at the right side of the workflow bar (1.). This button always leads to the next status. You can also change the status by clicking on the current status at the beginning of the workflow bar (2.):
Let's have a look at what each status does - if they are enabled.
Special note about the Customer Portal: this opens the client's personal dashboard and enables settings for each status respectively. There he can also always change his personal information, set his password, and manage his emails. Customers can access the Customer Portal via Invitation Link (Click on "Customer Portal" in the Detail View to access Create invitation links).
This is the default status for every new project (if this status is enabled). This is a great place to start when you are talking to a potential customer and want to keep track of your sales process. You can add customer data like name, company name, email address, etc in the Detail View and also keep track of your conversations with notes under "Messages" and also store the emails by using Sitejet's integrated Ticket System.
In this status, you and your customer have access to the File Manager and the Wishes for the website in the customer portal.
- File Manager: here you and your customer can upload media, create folders, and sort them as needed.
- Wishes: consider this a step-by-step process or pre-design survey to create a bulletproof briefing for the creation, containing every info, requirement, and data needed to create the best website possible.
Simply send out invitation links to the customer portal to give your customers access to their personal dashboard. This is also a great way to introduce your potential customers to the portal and show them how professional you work.
This status is great to indicate that the sales process with this potential customer is moving forward. You already had some first calls and are getting closer to making the deal.
At this point, you and your customer will still have access to the wishes section and the file manager in the customer portal.
You did it! You converted the lead to a customer! Congrats! If you haven't done this already during the sales process, invite your customer to the customer portal and let him or her fill out the wishes section to gather content like logos, images, text, and determine design preferences.
In this status, your customer also has access to "My Data" to adjust their contact details and "Emails" to manage their email accounts if you host set up email hosting with Sitejet.
This step is very helpful if you work in a team and want to see if the requirements are complete, match with your service, and are understandable for the web designers so they can create the perfect website for your customer.
Tip: Use the "Automation" under "Settings" to create automated To-dos that will appear for certain status changes. You can use this feature to set up a checklist that needs to be fulfilled before the website can be moved to the next status. This will ensure a quality routine to check the websites.
Once all wishes and requirements are set and done you can switch the status to Creation.
In this status, the Wishes section is no longer available since the pre-design content gathering should be done at this moment. If your customers have additional content that they would like to add to the website they can simply upload them via the File Manager which is available in all statuses.
This step is useful when you are working in a team. Like they say: Four eyes see more than two.
Use the integrated Website Check which scans the website automatically for common mistakes like broken links and let another member of the team check the finished website thoroughly and give you feedback. Maybe something is missing, perhaps there are ways to improve certain sections? Gain a valuable second opinion this way! Feedback can be noted inside the CMS directly via To-do-functionality.
Now it's time for your client to marvel over your work. If your customer has change requests, he can do the same as a team member in the Audit status and add on-page to-dos via the Feedback Tool.
This status indicates on a quick glance that this project is on pause until the client gives his feedback. A perfect opportunity to work on another Sitejet project in the meantime!
The status change has triggered another Customer Portal menu for your customer - Feedback became accessible. Clicking on Feedback opens a preview of the website. The panel on the left side gives further information about how to work with the Feedback Tool. The notes and suggestions can be pinned directly on the respective element. This saves the customer elaborate descriptions where to find his source of concern and lets the designer jump to the very spot in merely one click. 10.
Once your customer is done with his feedback you can start working on the changes. The Revision status indicates this step in the process. This is especially helpful with lots of active websites since it helps to avoid confusion, whether a website is in the creation stage, in an internal review, or in its finishing touches after customer feedback.
Your customer no longer has access to the feedback tool in this status, but he can still manage his data and emails, upload files and even start to manage his store if you integrated and ecwid store into the site.
Is everyone happy with the result? Then the website is ready to go live. Your customer still has the possibility to give feedback in this status and also upload new files. This status is the last status concerning website creation and marks the end of the process. When the website is published the status can be switched to Done.
Your customer will probably have some change requests once the website is published. He or she may want to change some images or texts, perhaps add another section or remove outdated content. To indicate pending changes on published websites you can set the status to Change. This way you and your team can quickly see a change request waiting for completion. After the request has been implemented you can move the website back to Done, to indicate this project doesn't require any immediate attention until further notice.
Set this status when all is finished and all parties involved are happy for the moment. Usually, the status only alternates between Change and Done after the website has been created and is published.
In this status, your customers can still give feedback and upload files. If they do, it usually means a change of status is in order. Additionally, they will get access to Statistics once the website is published.
You can use this status to indicate that your customer wants a complete redesign of his or her website.
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