Welcome to your new Podio workspace! It may look like a lot right now, but believe us, taking a few minutes to learn this system will save you hours on long complicated email chains and file share programs over the course of your campaign. Podio is a shared project management workspace that facilitates communication by allowing everyone on the project to interact directly and follow the progress of a project as it moves along. Using Podio allows everyone, on both sides, to stay informed and easily reference relevant information from all stages of the project.
When your project with 1Digital® begins, you’ll receive an invite to Podio in your email inbox, as well as a welcome message to your project area. By the time you accept your invitation and create your account, you’ll have already been added to your project’s workspace. Anytime you need to access your workspace, you can find it under the hamburger menu in your top left.
Choose your workspace from the drop-down menu that appears; you can always navigate back to your workspace this way.
Once you’re in your workspace, you’ll be in a Facebook-like newsfeed called Activity. From the Activity area, you’ll be able to see all the recent posts within the workspace and any open tasks. In order to drill down a bit, you’ll want to use the areas located at the top of your Podio workspace. We’re going to go through a few of the most essential ones: Projects, Deliverables, My Estimates, Tickets, Time Tracker, and Testing.
Thank you for reading this article on our CRM system called Podio! If you find this system hard to use or understand and you prefer we walk you through the system on a call, please contact your project manager and we’ll walk you through every step via a screenshare. We’re here to help!
The Projects area is the foundation of your Podio workspace. The general information and communication related to your project will be located in the Projects section. To navigate to your project’s main area, use the Projects icon at the top of your workspace. Once inside the Projects area, you’ll see your current project listed:
(Occasionally our clients find that they can’t see their project area in this list. If that’s the case, make sure that Podio is not filtering your list by using the small funnel icon at the top)
Once inside your project, you’ll be able to see all general information related to the project, including contact info, site credentials, team members assigned to the project, as well as the full scope of work and timeline. You can track the progress of your project by checking the fields marked Stage and Project Progress. From time to time, we may ask you to provide us something in Podio. You can upload images and text files in the Files section near the bottom.
To communicate with a member of the assigned team, use the comments section. Just type the @ symbol and select the name of the team member you’d like to alert from the menu that pops up. That person will receive a notification in the top right corner of their Podio account. If someone on our team is trying to get your attention, you’ll see a notification there as well. The Projects area stores the top-level information about the project, so the communication in the Projects area is usually kept to a discussion of items relevant to the project at large. Specific tasks and deliverables will have their own space to chat in, which you will see in this tutorial coming up!
The Deliverables App, located just to the right of Projects, is where each item in the project’s scope of work will be broken down into distinct tasks with their own areas. Inside each Deliverable area, we’ll update the task’s progress so you can keep track of which parts of your project are complete and which are still being worked on by our team.
Each Deliverable also has it’s own comments section so we have an easy-to-find location to have discussions related to that task.
When you enter the My Estimates area, you’ll see past estimates listed out much like the projects in the Projects area. My Estimates should be used to request a new quote for work pertaining to your current project or a new project. To add a new request, use the green button in the top right that says Add My Estimates. My Estimates should be used for all inquiries that are more complex than small tasks and fixes.
When creating your estimate, you’ll need to fill out the fields you see in the estimate form. Give the estimate a name, mark the date, and mark the status as a New Request. Under 1Digital® Account Manager, select your main account manager. Your account manager can alert the appropriate team members. Choosing between Sandbox and Live Site will mean you’re instructing us whether the changes should be made on a sandbox site before they are made on your live site. Using a sandbox reduces the risk of error on your live site, but requires that you already have a sandbox set up for us to work on. If you don’t already have a 1Digital® sandbox, you can request one at an additional cost.
Set the priority of the request. Under requirements, describe what you would like to get an estimate for. It doesn’t have to be perfect. Your account manager can always reach out to you to discuss the request in detail. Screenshots and examples on other websites are a good way to get your requirements across. The fields below requirements won’t always be necessary. They allow you to upload other files or attach a link. When you’re done, click the green Save My Estimates button in the bottom right and your request will be created. If you need to add information to a request later, you can always edit a field you’ve already filled out or @ a team member and leave a comment in the comments section.
Tickets should be added if you want to hire us for new tasks, or if you have hired 1Digital® on a retainer basis. Tickets are for smaller changes, tweaks, and new requests that would require a few hours. A ticket will also be created once an Estimate is approved to begin work. Once inside the ticket space, you can add a new ticket using the green button in the top right.
It will bring up a form to fill out that is very similar to the My Estimates form. Name the ticket, set the date, and mark it Open. Under 1Digital® Team, feel free to add any team members you feel will need to have the ticket brought to their attention, but always tag your main account manager. Your account manager can assign the right people. Under ticket notes, describe the work you would like done.
Again, screenshots and example sites can be a big help in illustrating what you mean. Set your priority, and choose Sandbox or Live Site. As we explained above: choosing between sandbox and live site will mean you’re instructing us whether the changes should be made on a sandbox site before they are made on your live site. Using a sandbox reduces the risk of error on your live site, but requires that you have one set up. If you don’t already have a 1Digital® sandbox, you can request one at an additional cost.
All the fields below will be used by us, unless you’d like to attach files related to your request. You can add them to the Files section. When you’re finished, click the green button in the bottom right that says Save Tickets to create your ticket.
Unlike Tickets and My Estimates, the entries in Time Tracker will be largely created by the 1Digital® team. However, it’s still a good idea to know how to use this section so that you can see how much time is spent on the tickets you assign. Within the Time Tracker area, you’ll be able to see the entries listed out. Each entry will be linked to a particular ticket name and will show the date and duration of the work done on that ticket.
You can click on a Time Tracker entry for more detail or to leave a comment on it. If you are looking for a specific entry in the Time Tracker app, you have several options. You can arrange your entries from newest to oldest, by alphabetical order, etc. by using the A-Z icon. You can filter your entries by date, duration, when they were created, etc. by using the funnel icon. You can also search the Time Tracker area using the magnifying glass in the top right.
The Change Order space is very similar to the Tickets space but will be used only when you have an ongoing project with us. This space is for us to keep track of changes to an ongoing project’s original scope of work, which are bigger and more complex than tickets. Estimates accepted during the course of a project will become change orders rather than tickets. While tickets are charged at the end of the month, the cost of a change order will be added to your next project milestone invoice.
For larger projects, we go through a Testing and QA period where both our team and your team check the work for mistakes, issues, or bugs. For projects with a lot of moving pieces, it’s not uncommon to spend some time finding problems that need to be resolved before the work is made live.
The Testing area works very similarly to the My Estimates and Tickets areas. When you notice an issue that needs to be resolved, notify your team by going into the Testing area and clicking on the green button that says Add Ticket.
Give the bug a name, and describe the issue. Again, screenshots of the problem are appreciated. Select both your account manager and your development manager, so that the problem is brought to their attention. Set the status as open. When our team has had time to address the issue, we will update you on our progress in the comments and close the ticket. The Testing app can be used to address issues throughout the QA process, launch, and your 30 day support period.
Those are the basics of using your new Podio Workspace. This may seem like a lot all at once, but we promise, once you start using Podio, you’ll be surprised how simple it is and how much time on emails and phone calls this system saves. Of course, if you have additional questions, feel free to ask your account manager. Our team is always available to help you learn our process.