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Secrets & Chandeliers: WEBSITES

Fab
by Fab 3 years ago
 

Nettl studios can build beautiful mobile websites, ecommerce web shops and interactive booking systems. From proposal, to project planning and deployment, find out how our systems  make the process smarter.

Proposals

Proposals Proposals

Projects

Nettl :Surgery - Using Projects Nettl :Surgery - Using Projects

Fast Paths

Fast Paths Fast Paths

Brambl

Getting started with Brambl Getting started with Brambl

Launch

Putting a Website Live Putting a Website Live

Nuts and Bolts

Subscriptions Subscriptions

Secrets & Chandeliers: WEBSITES

Nettl studios can build beautiful mobile websites, ecommerce web shops and interactive booking systems. From proposal, to project planning and deployment, find out how our systems  make the process smarter.

Proposals

What are Proposals?

Proposals are used to form an agreement with the client about what you will and won't do for them and decide the price. Proposals are designed for complex projects and are ideal for website builds.

The Proposal acts as both a quote and a contract:
It's a quote as it states the price for the project.
It's a contract when agreed by the client, as it states what work is necessary for each payment.

Please note: Proposals are only available to Nettl web studios.
If you would like to become a Nettl studio, please contact chris.lowe@nettl.com.

Creating a Proposal

To begin the process of creating a new Proposal, head to the top menu bar and click 
'Create' > 'Proposal'

     

OR

Head to the old-style menu > 'Workgroup' > 'Proposal' > 'Create Proposal'.

 

 

The next screen will then present 4 options to you:

  • 'Start from a model'
    This option allows you to choose from a selection of Model Proposals. These have already been pre-written for certain projects. They include SEO Packages, Care Plans and Nettl Websites.

  • 'New blank proposal'
    This option allows you to create a Proposal from scratch.

  • 'My model library'
    This option loads the Proposal library where you can choose any previous Model Proposals you may have saved. 

  • 'Create new model'
    This option allows you to create your own Model Proposal that you can reuse again in the future. 

Choose one of the options above and then choose the customer this Proposal will belong to.

Editing your Proposal

Once you've created your Proposal, you will be taken to the Proposal Summary screen. This gives you an overview of the Proposal.

From the OVERVIEW screen, you will be able to add additional information such as;

  • title,
  • an overview of what the customer would like,
  • how likely the project is to go ahead,
  • the likely value of the project,
  • the current status of the project,
  • and who the proposal is assigned to in your studio.

 

Proposals are made up of text SectionsMilestones and Financials.

 

At the end of the process, when all the required sections are filled in, you can click the Print PDF link to build a beautiful PDF Proposal that can be downloaded and emailed to your client, or you can click the 'Share with customer' link to share the proposal directly with the customer via their online account.

Use Proposal Status' to indicate how far the proposal has progressed.

Once a proposal has been Accepted or Rejected, Flyerlink then removes the option to amend the PDF so you can refer back to what was originally agreed without worrying if changes had been made.


Proposal Sections

Sections provide information that explains the way we work, summarise what you've discussed with your client, and state what work you are willing to do for them. Some of these sections have been pre-written by a member of the central team. We've done this to avoid 'sunken time' by having to type the bulk of the Proposal by hand. 

If you've chosen a Model Proposal it will look similar to the below screenshot. The Sections tab shows you a breakdown of all the sections in your Proposal currently.

You can change the order of the Sections using drag-and-drop. Just click on the section you wish to move and drag it either up or down the page. 

 

To add a new section, scroll to the bottom of your sections above and click on:

Then choose if you want to select a Model Section, a Blank Section, a Product with Pricing or a Plan.

If you select 'Add a model section' then you will be taken to the Model Section picker screen.

In the Model Section picker screen, you'll see a list of different section types on the left-hand side menu. These relate to typical sections you would add to a range of different proposals. 

On the right-hand side, you'll see boxes that show which Model Section you can add to your Proposal.

You will see two different types of boxes here:
 

  • Boxes with a Purple strip at the top have been written and saved by your studio. These are your own saved Model Sections.
     
  • Boxes with no strip at the top have been written centrally by the Nettl team.
     

Click the [+] Add link to add them to your current Proposal.

These Sections are reusable starting points you can later amend or just always use for your Proposals.

Proposal Composer - Editing the content

You can edit the content in any section you've added to your Proposal, whether that be a Model Section or a Section you started from scratch. 

Click onto the section you wish to edit, and then click the purple 'Edit content' button. 

You will then see ALL Sections in the new Proposal Composer with the ability to edit the text in each from one screen.

 

 

From the Proposal Composer screen, you will see all sections you've added to the proposal along with the text in each. 

In the Proposal Composer for each Section you can;

  • Edit the text for each section (changes are saved as you type)
  • Change the sections 'Status' ('Added', 'Composing', 'Please review', 'On hold' or 'Ready to submit'),
  • Add a background image (210x297mm)
  • Add a page break
  • Show / Hide a section from a customer (to keep as internal notes)
  • Show / Hide heading
  • Indent a heading
  • Delete a section
  • Move the order of a section in the Proposal (drag up or down)

 

You can also add new sections from the Proposal Composer screen if you forgot in the first instance. 

  • Click on the teal green (+) button on the far left to insert a new Section.

You can also add in a Plan as a Section in the proposal (COMING SOON)

Model Sections
Sections that you can re-use again for future Proposals



If you want to reuse the Section once you've edited it, click the green teal ( + ) button link on the left.  This will then show an option to  'Save as new model'. Then for future Proposals,  in the Section Picker, you will see this saved section.

You can also make a new Model Section from scratch by heading to Workgroup > Proposals > Model Section > Create.

 

To read more about Model Sections, read through this full help article here:
 ➔    [ Full Model Sections help article ]

 

Sharing your Proposal with a customer

Once you're happy with the Proposal and it's been approved by a manager or a colleague (if needed),  it's now ready for the final steps.

At the very bottom of the Proposal Composer, you will see some options for what you can do next:  

  • Back to proposal
    this will take you back to the Proposal Summary screen.
  • Proposal PDF
    this will immediately turn your Proposal into a PDF that you can download or print off and send to your customer.
  • Share with customer
    this will let you quickly share the Proposal with your customer via email. A pre-written email template will show (you can edit the text for this) with a link for the customer to view the Proposal online via their account. They can also Approve or provide comments online too. 
  • Duplicate 
    If you feel you can use this entire Proposal again, you can quickly duplicate it.
  • All ready to submit
    This will mark the editing stage of the Proposal as complete. This allows other members of your team that it is now ready to be shown to the customer in some form.

An alternative way to Share a Proposal from the Summary screen

Another way to share a proposal with a customer is to do this back at the Proposal Summary screen.

When you've finished making all your changes, simply press the Share with customer button

 

Your customer will get an email with a link that sends them directly to the proposal for approval
We also attach the proposal in a PDF

When they see the proposal, they can approve it immediately, send it to a colleague, or ask for changes.

We will notify you by email if it's accepted or if changes are required

Milestones

Milestones are project goals or landmarks where work has been done and payment could be required. A Milestone could be a charge when a key feature is developed or a website goes live, or it could be a monthly charge regardless of the website status. The Milestone could also include work that is charged £0.00 but is still an important goal in the project that you want a record of when it was completed.

How to add Milestones to a Proposal

To add a Milestone stage to your Proposal, click on 'Milestones' > ' [+] Add Stage'

 

 

 

A window will appear where you can set up your Milestone

  • Choose Type
    choose the type of Milestone this is. "When will this Milestone occur?"
  • Stage name
    give this particular stage a name so you and your client can easily understand what it is.
  • 'Is this a deposit'?
    if the particular Milestone you're setting up is a deposit, tick the box and your customer will be prompted to pay it when they accept the Proposal online.
  • % of order total
    enter in the percent of the total amount that this Milestone will be. 
  • Set a target date
    choose a date that you would like this payment to be taken from the customer

 

 

Once you have added all the Milestone stages, it should look similar to the above. 

You'll see the Payment 4 in the example above has the 'Type' selected as 'Remaining balance' as it's the final Milestone.

NOTE: The stages you add must add up to the total amount. There cannot be an amount left not linked to a Milestone stage.

 

 

Financials

Financials either work alongside or as an alternative to Milestones.

If you're using Financials as an alternative to Milestones, you simply use Financials to state the overall project price.

However, we recommend you use Financials alongside Milestones.

This way you can use Financials to include optional extra functionality that isn't included in the Proposal price. Or you can state the price of the project in both Financials and Milestones, and use Milestones to tell the client how you will phase the project and what functionality will be built first.

To add Financials, click on the 'Financials' tab

If you started from a blank Proposal, or you haven't added a Financial Section to your Proposal already then your screen should look like the below:

Click [ + ] Add financial section and add the Section. 

Once you've added a Financial Section, select the type of product you are selling as part of the Proposal. For example, If the Proposal is mainly for a web build, select the most relevant 'website' product. 

 

 

Then, once you have selected the appropriate product, click [ + ] Add line

 

A window will appear where you can begin to add in the first revenue line. 

Here you can select the: 

  • Revenue type
    The product or service you are proposing
  • Description
    Short title/description of the service or product. This will appear on the customer's invoice. 
  • 🔲   Is this optional?
    Tick this box if you are also offering additional services/products that are optional. Your customer can choose whether they want to accept the option services/products when they approve the Proposal online. 
  • Quantity / Unit Price / Selling Price
    Enter in the costs and quantity for this service/product

Once you've entered in all of the above, click on 'Save line'

 

If you have already added products to your Proposal as a section (such as Business Cards or other standard products) then they should already appear in the Financial section.

See below:

 

Again, you can tick 'optional'  if any of the products/services you are offering are extras. 

Proposal PDF

Remember to print your Proposal PDF once you've finished editing, this can then be emailed to your client for their approval before you begin building their project.

Requiring a deposit

If you want to require a deposit to start work.

When adding your proposal milestones tick one as a deposit

 

Then when the client approves online they'll be asked to pay a deposit in order to accept the proposal

Emailing your proposal

Instead of sharing you could email the proposal instead using the email proposal status

This will bring up an email template you can modify and attach the proposal to the email after you send it. Note if you don't send the email from this page it won't be sent to the client.

Proposal history

We store the PDF when a proposal is emailed in your Proposal history so there's always a hard copy of the text sent to clients for your reference

We also store the PDF when the proposal is approved

If changes are made to the proposal after and there's any question of what was agreed you can always go to the proposal history and find out for sure what they agreed to.

Watch the surgery (to be updated)

Model Sections

Model Sections are used to provide reusable content for Proposals.

What are Proposals?

Proposals are sent out to clients before complex projects like website builds are started. Clients will be told by the Proposal Sections ho

w you work,  what work you will do for them, and the cost for your work.

Proposals are split into Sections, and each Section will cover different information.

A typical Proposal will have Sections detailing information about the design studio, a summary of the features requested during the free consultation, an explanation of the hosting and platform choices made, and anything else useful for the client to know.

See w3pedia article 5907 for more.

Model Sections

What are Model Sections?

Model Sections are sections you are able to re-use again in future proposals. They are often sections that are general and not specific to that particular project. 

An example of a common Model Section would be the 'About Nettl' section. This section is an introduction to your studio and how you will undertake the project. This rarely will ever need to be changed/edited so is saved as a Model Section. 

 

Types of Model Section:

When making a Proposal, you'll see two types of Model Sections:

  • Studio-made Sections are model sections written by your workgroup. These will have a purple stripe across the top. 
     
  • Regular Model Sections are written by Nettl head office. These are just regular boxes and will NOT have a purple stripe across the top.

 

 

You can click on the [+] Add icon to these sections onto your Proposal to copy the information over.

How to edit an existing Model Section and then save it as your own

Have you found an existing Model Section that you want to edit, and save to re-use again in the future?

You can also make your own Model Section while writing a Proposal.

First, create your Proposal.

Create > Proposal

Then, add the Model Section you wish to edit and re-save as a new Model Section. In the image below, we are editing the 'About Nettl' section.

Click '[ Edit Content ]'

 

Edit the section with the content you require. Remember, as you type the system will save as you go along. No need to press Save. 

The title you give the section is how it will be displayed in the Model Section library. If it's a new section we recommend you rename it. 

 

Once you've edited the section, click on the teal ( + ) icon in the top left of that section.

This will open a drop-down menu. 

Click on 'Save as a new model'

 

You can then choose who can access the Model Section. This is normally your studio/workgroup. 

If you didn't rename the title of the section, the system will let you know that a Model Section with the same name already exists. 

You can either: 

Create a new Model section

OR

Overwrite an existing Model section - you would then choose from the dropdown list which one you wish to overwrite.

 

How to make your own Model Section from scratch (Custom Section)

To make one of your own Model Sections and have your own wording when you're sending out a Proposal, head to the old-style menu, Workgroup > Proposals > Model Sections > Create.

OR

Type 'Model section' into the main Flyerlink Search bar.

Create a new Section and choose what Type it belongs to.

Click on [ Create Model section ].

You will then be taken to the section editor screen where you can begin to put your content together. 

Remember this page saves as you type. 



 

Nettl :Surgery - Using Projects

This surgery covers how to use Flyerlink's project feature to help you manage complex projects such as website builds.

Project is especially useful if you have multiple people working on a project to give clarity over who is doing what and to mark off work when done.

It's a way to record work done and important information you may want to refer back to, such as login details and can store excel sheets of old data.

Surgery shows how to use project and project milestones for billing.

  

w3pedia article

Projects

You may also like the proposal surgery here

Questions?

Any questions please post to the geek channel:

Fast Paths

Fast Paths provide proven steps, like a recipe, to help you quickly create beautiful websites. They are projects created by Nettl Geeks, usually based on websites created for real customers to help them with a specific need.

These paths then inform how websites are pitched to clients. If you know it's possible and relatively straightforward to build a site with a booking system, for example, you can be more confident in pitching a nettl :connect solution.

Searching for Fast Paths

To find a fast path, head to Workgroup > Projects > Fast Paths.

You'll see a list of all the Fast Paths currently available, and can search for more. The list will explain what the Fast Path is about, click any of them to view the tasks and

Viewing your fast path

Once you click on a fast path, you'll see a list of the essential tasks to complete.

Click any task to find out more information. You'll get a description of what is required, and steps to follow.

Choose a Fast Path

The best thing about a Fast Path, is you can choose one to start off a new project rather than re-writing the first steps for every website you create.

When you create a new project, you can either start from scratch or click "Choose Fast Path".


This will show you a list of fast paths you can take all the tasks and related tasks from.

Once you've created a project from a Fast Path, you can assign tasks to different members of your team. You can close tasks you don't need or edit the description to be more concise or to add extra information.

Fast Path tasks will likely be more detailed than the your average task assigned by a project member.

Taking a Fast Path

You can also Take a Fast Path when you're reading one from Workgroup > Projects > Fast Path > View/Amend.

Simply press Take Fast Path, choose the customer your next project is for and you'll have a whole new Fast Path project you can use and adjust for your next website project.

Watch demo now

Getting started with Brambl

Creating Brambl sites

To build a new Brambl website, simply head to Workgroup > Websites > Create in Flyerlink.

Choose Brambl, and pick your theme.

Your site will be created and hosted on w3pcloud in a few minutes.

Your theme is important. Each theme comes with a limited amount of Panels. The more Panels your theme has, the more design choices you have in your site. Brave & Velocity are the most flexible themes.

Editing Brambl sites

Once your site is built you've two options, Edit your site or Publish changes.

There are two versions of your Brambl site, the last saved version and published version. The Brambl Editor will always show the last saved version, but you will need to press Publish Changes before this version replaces your live site. This allows you to return to the editor and adjust a working version before publishing it live.

Press Edit your site to open the Brambl editor.

Brambl toolbar

The toolbar across the top helps you make changes to the site, page or layout. You can use the Toolbar to:

  • Change the page you're editing
  • Delete this page
  • Add new pages
  • Undo changes
  • Redo your last undo
  • Save changes
  • Adjust your SEO & Menus via the Settings tab
  • Adjust your sitewide default styles for headers, backgrounds, text and footers using the Styles tab
  • Add new Panels & Widgets using the Add tab
  • Preview your site without the editor.

Pages

The first three toolbar options let you change the page your editing, create new pages and delete pages.

You can then switch page with the Page dropdown menu.

The page name can be changed via Settings > SEO from within Brambl.

Each page can have it's own combination of Panels & Blocks with unique personalised content.

Panels & Blocks

Brambl splits your pages into Panels and Blocks.

The Panels are rows that stretch across a desktop and can contain multiple Blocks.

Each Block holds content that can be edited either using our text editor or specially designed controls which you'll see for Buttons, Links, Images, Slideshows, and Widgets.

Different themes have different Panels, however all themes have Global Panels, such as Text Frames of different column widths

Content editing

To edit any of your site's page content, simply double click the content you want to adjust.

Text

Double click text, and you'll see a text editor appear on the right hand side.

The right hand side bar provides the standard text editing tools you'll be used to like applying Bold, Italics, Underlining, changing the Alignment. It is also possible to adjust the leading, line space and font width.

You can add images, icons, buttons and anchor points.

Finally you can adjust the font, font colour and background colour.

Any changes made to specific paragraphs will override the Site wide styles you set up via the Settings tab.

Images

Double click an image and you'll see the image editor on the right hand side.

Here you can change the:

  • Image
  • Alignment
  • Size using a slider
  • Order relative to other content, using the arrows

Press the X icon to delete the image

You can also either make the image open a lightbox when clicked...

or link to another page.

If you choose the lightbox, you can upload an alternative Hi-Res Image that is opened when the lightbox loads. This means you can have an image saved for web when viewing the site normally, and a higher quality image for when a user clicks to see it.

Icons

To add an icon, click on the text and then use the icon option. You can then edit any icon by double clicking it

You can change the icon Size, Alignment and Colour

Brambl allows you to choose any icon from the FontAwesome & Ionicons libraries, simply choose which you want and find the best one for your clients requirements.

Buttons

Double click any button to open the button right side bar.

Here you can change the text displayed, the url location or Brambl Page

You can choose a set of predefined colours and sizes...

Or scroll down and choose your own size, text and background colour.

 

Remember to save: Once you're happy with your changes  you need to Save and Publish Changes before the edited version replaces your live site.

Putting a Website Live

While your website is being created, we make a development domain such as http://yoursite.uk.w3pcloud.com.

This provides an area you can work on the site, without affecting the existing live domain.

When the website is ready to go live, you need to do 5 things:
1) Add your domain aliases in Flyerlink;
2) Change the live domain's DNS settings;
3) Choose your hosting subscription;
4) Change your main domain in Flyerlink;
5) Set website live.

You'll see easy action links to do the necessary steps in the top section of your Website View/Amend page

1) Add your domains to Flyerlink

Head to Workgroup > Websites > View/Amend

Choose your website
Scroll to the Set a main domain section and press Add domain alias

Add both the version of your domain with and without www
Eg www.yournewdomain.com and yournewdomain.com

Press "Edit" and change the main domain to the one you'll be using

Choose "View DNS Settings"

This will tell you the DNS changes you will need to make at the domain's current registrar. Keep a record of this, and progress to the next step.

Please note any domain aliases will redirect to the main domain provided they are added in Flyerlink and given the correct DNS settings.
EG  in the example above, moonlighting.co.uk will redirect to www.moonlighting.com.

2) Changing DNS settings

Before your website can go live, the DNS settings on the live domain need to change for the domain to know to take information from your development site.

What we want is to add 2 Custom DNS Settings:

1) CNAME pointing to your current development site  (your-site-id.uk.w3pcloud.com)

2) A record pointing to an IP address for the non-www.
Retrieve this from the View DNS Settings link in Flyerlink for your website's Workgroup > Websites > View/Amend page.
Please note: the IP address will change on each site.

Log into your domain Registrar, the look and feel will change on each. This example is from 123-reg.

A) Head to Manage your domain with Advanced DNS settings
B)  You should have 3 entries:
- 1 of  "@" or " " for the A (or apex) record for your site's IP address; and
- 1 of either "www" or "*" for the CNAME, pointing at our system at your default created development url of your-site-id.uk.w3pcloud.com.
- 1 of "@" for a TXT record to act as an SPF record
This authorises the website to send emails on behalf of your site.
For more details on the SPF record see Email delivery best practice

 

Delete any previous A, AAAA, or CNAME records starting with "@", " ", "www", or "*"

Do not change any other records including the MX or TXT records.
MX records are used for emails.
TXT records can also be used to provide third parties services to your customers, such as webmaster tools.

Do not change the Nameservers.

Contact your support chain if you are having trouble with the DNS settings

3) Choose your subscription

Head back to Workgroup > Websites > View/Amend

Choose a subscription plan for your client n the Hosting plan section

This lets you choose how much the client should be charged for hosting.

4) Change the main domain in Flyerlink

If you haven't already on Workgroup > Websites > View/Amend

Then press the Edit link next to your domain to choose a new Main Domain.

Please note: The Main Domain must either start with "www" or another sub-domain, it can't start as "yournewdomain.com" or you can have redirection issues.

Also note: The site will have a redirection issue if the DNS settings for your main domain haven't been set or propagated yet.

5) Change status to Live

Change the Status from Development to Live.

This will remove the "Just around the corner" page.

Watch a site being put live

FAQs

What are the Brambl settings?

The DNS changes for Brambl sites are the same as other sites hosted on w3pcloud. However, brambl development sites are all hosted on .uk.brambl.com.

You will need to change the CNAME for your "www" record to your brambl development site your-site-id.uk.brambl.com (instead of your-site-id.uk.w3pcloud.com)

You also need to press Publish Your Site when the live domain has been chosen.

What settings are used for a Subdomain?

If the site being created is for a subdomain, like http://nettlsite.yourdomain.com instead of http://www.yourdomain.com, all you need to do is create:

CNAME for the subdomain (eg "nettlsite") that points to your-site-id.uk.w3pcloud.com

You will also need to add the subdomain to your of domain aliases in Flyerlink.

Your "View DNS settings" popup will explain the CNAME setting.

How long does it take to go live

It can take upto 48 hours for your DNS settings to populate ( see why ).
Usually it takes less time than this.
You may need to refresh your browser cache to see the new domain if you've visited it recently.

What are nameservers?

Never change the nameservers.
Nameservers are what actually control the DNS settings.

Some domains use a nameserver hosted outside their control panel.
If this happens, you'll either need access to the website that is used to control these external nameserver or need to explain the changes required to someone with access to it.

You could swap if you know and copy all the A records, CNAME, MX and TXT settings from the existing one to your new default.
However, it is possible something will be missed and the website or emails could go down.
It's safer to re-configure the existing nameserver than to switch where possible.
If you do need to switch, try to find out all the old settings, especially the MX records first.

Why isn't my site live yet?

Check your website after you've changed the Main Domain in Flyerlink, if it's not updated yet:

1) Be patient.
It takes about minute or 2 after the status is changed from Development to Live, and after a new Main Domain is chosen for the change to take affect.

2) Double check the domain's DNS settings
If you still see a "Houston we have a problem" or redirection error message for the website after 10 minutes, double check the DNS settings.
You can check a website's DNS settings on http://network-tools.com/.
Changing DNS settings shouldn't take long, but changing a NameServer can take upto 48 hours and Transfering a domain from one registrar to another can take around 5 working days.

Do I need to use web forwarding?

Web forwarding was used before the ability to set a site live within Flyerlink. Now we can use an IP address specific to the domain, which you can find by adding domains to Flyerlink.

What to do about emails

DNS settings are used for a website and for emails.
When putting a site live all we want to do is update the website details - normally we can do this and leave the existing email set up as it is.

The DNS and emails shouldn't conflict.
You can remove any "www", "@", "*" or " " A record or CNAME and leave the emails.
Make sure to leave any TXT or MX records and emails should be fine.

The time emails become a problem is if:
1) A DNS control panel & email is hosted on the old domain itself
2) Nameservers are changed
3) The domain is transferred

We recommend not to transfer domains (see https://www.flyerlink.com/wm_project_task_va.php?id=2388#Overview)

For nameservers only change them if you really need to.
If you change a nameserver make sure you know how emails are currently set up, and then make sure you can replicate that after the nameservers are changed.

Emails are set up in one of 3 ways:
1) Email forwarding (that's possible with domains in Flyerlink see - https://www.flyerlink.com/res_art/email-forwarding-for-domains-in-flyerlink)
This would be lost when changing a nameserver or transfering a domain, but could be added back normally easily enough
2) Webmail from a DNS provider - this is linked to nameservers and not linked to MX records
Changing a nameserver would break this
3) Using MX records - we use this if we're providing emails for nettl and recommend gmail - see https://www.flyerlink.com/wm_project_va.php?id=43

Subscriptions

Outline

This article explains how to set up recurring Subscriptions in Flyerlink.

Setting up Subscriptions allows you to automatically create recurring jobs within a frequency of days, weeks, months or years.

This can be used for services you provide a client, such as marketing retainers, monthly training services or access to a service you provide.

Creating Subscriptions

To create a new Subscription, choose your customer and go to Workgroup > Customer > View/Amend > Financial > Subscription > Create.

Once here, you can choose the subscription type.

Each subscription type includes different default values, including:

  1. An initial charge for the first job you create;
  2. A recurring charge every frequency; and
  3. A final charge which can be different to the recurring charge.

The subscription type also have default transfer prices, these are used if you're providing a service from Grafenia, such as website hosting or a new website.

You can keep a subscription running until it's cancelled.
Or you can set up a final charge in advanced.

Making a VAT-less subscription

If you're subscription invoices need to be VAT zero rated, you can use the Subscription (Without VAT) subscription choice.

Flexible product support

Subscriptions support flexible products

This means you will see some subscriptions with an extra option of adding the product name and specification

The product name is the name of the service you are using

The specification is a detailed description of the service provided that shows up in customer invoices.

Automatically collecting payments through w3pay

If you have w3pay set up and customer consent, you can automatically collect payments through w3pay.

Simply choose to collect payment automatically with w3pay, then choose your customer's saved card.

Once this is done, newly created subscription jobs will charge your customer's card automatically.

Your customer will be sent an email saying the payment took place, unless you turn off sending payment receipt to an individual customer on Workgroup > Customers > View/Amend or a whole microsite via Workgroup > Customers > Categories & Microsites > View/Amend.

Subscription notifications

You can choose when creating a subscription if you'd like to pre-warn yourself or your customer about an impending charge.

Simply choose the day before the subscription that you'd like to receive the notification

The email sent to yourself or your workgroup will say how much the initial charge and ongoing charge is

It will also tell the client or yourself whether the payment collection is manual or automated. If manual customers will be asked to pay via their online dashboard once the charge is raised.

Subscription news feeds

Once a subscription has been created, a new subscription job is generated at every freqency interval you choose. You'll be sent a News Feed notification to update you on new subscription jobs:

These will be changed to status 081 automatically, and your customer will be invoiced shortly after it's creation.

Editing Subscriptions

View all subscriptions allocated to a customer on Workgroup > Customers > View/Amend > Financials > Subscriptions.

You can click on each subscription to:

  • View existing jobs created for the subscription;
  • Change payment details; and
  • Cancel the subscription early.

 

Cancelling Subscriptions

You will need to manually cancel any subscriptions that need to be removed.  If you cancel a website job, or make a website record defunct any subscriptions associated to it will also need to be cancelled.

Customer management of subscriptions

Customers are able to manage the payment of subscriptions you set up in Flyerlink in their online account area

If they head to their online account area and choose settings

They are able to set up a direct debit, or save and amend their saved card for use on the subscriptions. The option for card will only show if you have stripe, and direct debit options are hidden if you do not have GoCardless set up.

They can choose which payment method to be active on their subscriptions, whether direct debit or card.

If there are any subscriptions with an outstanding balance we show a note so they can make a one off card payment

 
 
 
 
 

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