Welcome & Onboarding Guide

Please read through this guide carefully before filling out the onboarding form.

Client Onboarding: Welcome & Overview

Welcome aboard! We're excited to partner with you and help achieve your marketing goals. This onboarding process is designed to gather all the necessary information efficiently and securely, ensuring a smooth start to our collaboration.

Purpose of this Document:

This document outlines the key information we need to access relevant accounts, understand your brand, manage campaign budgets, and establish clear working agreements. Our goal is to set up everything correctly from the beginning, allowing us to focus on delivering results for your business.

Security is Paramount:

We take the security of your information very seriously. Throughout this process, we will utilize secure methods for accessing accounts and handling any sensitive data. We will never ask you to share passwords directly via insecure channels like email. Instead, we will guide you through using secure delegation features provided by platforms or recommend secure sharing tools where necessary. Similarly, for payment information related to ad spend or other services, we prioritize methods where you maintain direct control over your financial details, avoiding the need for us to store sensitive card numbers.

Please review each section carefully and provide the requested information. If you have any questions at any point, don't hesitate to reach out. Let's get started!

Section 1: Client Information

Please provide the primary contact details for our collaboration. This information will be used for all communication regarding project updates, approvals, and general correspondence.

  • Primary Contact Full Name

  • Primary Contact Job Title

  • Primary Contact Email Address

  • Primary Contact Phone Number (Optional)

  • Preferred Method of Communication: (e.g., Email, Slack, Scheduled Calls)

  • Best Time for Scheduled Calls (including Time Zone):

    If there are other key stakeholders involved who should be included in communications or approvals, please list their names, titles, and email addresses below:

  • Stakeholder 1: [Name, Title, Email]

  • Stakeholder 2: [Name, Title, Email]

    (Add more as needed)

Section 2: Business Information

Understanding your business is crucial for tailoring effective marketing strategies. Please provide details about your company, target audience, and objectives.

  • Company Name

  • Company Website

  • Brief Company Description: (What does your company do? What makes it unique?)

  • Industry/Niche

  • Target Audience: (Describe your ideal customer - demographics, interests, pain points, etc.)

  • Primary Products/Services:

  • Key Competitors: (List 2-3 main competitors)

  • Marketing Objectives: (What are your main goals for this collaboration? e.g., Increase brand awareness, generate leads, drive sales, improve website traffic)

  • Key Performance Indicators (KPIs): (How will we measure success? e.g., Website conversion rate, cost per lead, return on ad spend)

  • Current Marketing Activities: (Briefly describe any ongoing marketing efforts)

  • Marketing Budget: (Provide an overview of the budget allocated for the services we will provide, including ad spend if applicable)

Section 3: Campaign Preferences

Please let us know which types of campaigns or marketing activities you are most interested in pursuing. This helps us focus our strategy development.

Interested Campaign Types (Select all that apply in the form):

  • Text Message Campaigns (SMS/MMS Marketing)

  • Email Marketing Campaigns (Newsletters, Automations)

  • Sales Funnels (Lead Generation, Conversion Optimization)

  • Printed Materials (Flyers, Brochures - Please specify needs)

  • Other (Please specify)

Section 4: Account Access (Secure Methods)

To effectively manage your marketing campaigns and online presence, we require access to certain platforms and accounts. We prioritize secure methods that grant us the necessary permissions without compromising your account security by sharing passwords directly.

Below are the common platforms we may need access to and the preferred secure methods for granting permissions. We will guide you through the specific steps for each platform as needed.

1. Website & Hosting:
*Purpose: Website updates, analytics integration, SEO optimization, performance monitoring.

*Preferred Access Method: Provide us with a dedicated user account (e.g., WordPress Editor/Administrator role) or grant access via your hosting provider's control panel (e.g., cPanel, Plesk) user management features. *
Details Needed: [Client to provide login URL and we will coordinate secure credential setup/sharing]

2. Google Accounts (Gmail, Google Analytics, Google Ads, Google Search Console, Google Tag Manager, Google Business Profile):

*Purpose: Email campaign setup (via authorized apps, not direct Gmail login if possible), website traffic analysis, ad campaign management, search performance monitoring, tag implementation, local SEO management. *
Preferred Access Method:Granting delegated access or user permissions. For example: *
Google Analytics/Ads/Search Console/Tag Manager/Business Profile: Add our agency email address ([Your Agency Email Address]) as a user with appropriate permissions (e.g., Standard, Admin). *
Gmail/Google Workspace: For specific tasks like connecting to third-party email marketing platforms, authorization is typically done via secure OAuth protocols where you approve the connection directly without sharing your password. If direct access is absolutely necessary for specific, limited tasks agreed upon in advance, we will discuss secure methods like granting temporary delegated access if your Workspace plan supports it, or using a secure password manager for sharing specific credentials ONLY as a last resort and with your explicit consent for that specific purpose. *
Details Needed:[Client to confirm platforms used and grant access to [Your Agency Email Address]]

3. Social Media Platforms (Facebook/Meta Business Suite, Instagram, LinkedIn Company Page, TikTok, Twitter/X, etc.):

*Purpose: Content posting, community management, social media advertising, performance tracking. *
Preferred Access Method: Granting Page roles or Business Manager access. Add our agency/user profile as an Admin, Editor, or Analyst depending on the required tasks. *
Details Needed: [Client to list platforms and grant access to our agency profile/email]

4. E-commerce Platforms (Shopify, Amazon Seller Central, etc.):

*Purpose: Managing product listings, running ads, analyzing sales data, managing store settings. *
Preferred Access Method: Granting staff accounts or user permissions with appropriate roles (e.g., Shopify Staff Account, Amazon Seller Central User Permissions). *
Details Needed: [Client to list platforms and grant access to our agency email/user]

5. Other Marketing Tools (e.g., Email Marketing Software, CRM, SEO Tools):

*Purpose: Managing specific marketing functions. *
Preferred Access Method: Create a dedicated user account for us within the tool, or use built-in team/agency access features. *
Details Needed: [Client to list relevant tools and we will coordinate secure access]

Important Note on Passwords:

Please do not send passwords via email or other insecure methods. We will work with you individually for each platform to use the most secure access method available, prioritizing delegated access and platform-specific user roles.

Section 4: Logo & Brand Assets

To ensure brand consistency across all marketing materials and campaigns, please provide access to your brand assets. This helps us accurately represent your company visually.

Please provide the following:

  • Logos: High-resolution versions (e.g., .AI, .EPS, .SVG format if available)

    Web-friendly versions (e.g., .PNG with transparent background, .JPG) Include different variations if applicable (e.g., full color, black and white, icon/logomark only)

  • Brand Guidelines Document (if available):

    This document typically includes rules for logo usage, color palettes, typography (fonts), imagery style, and brand voice.

  • Color Palette: Primary and secondary brand colors (provide HEX, RGB, or CMYK codes if possible).

  • Typography/Fonts: Names of primary and secondary fonts used.

  • Font files (.TTF, .OTF) if licensed for sharing, or links to where they can be obtained/licensed.

  • Imagery/Photography Style: Examples of preferred image styles or access to existing image libraries if applicable.

How to Share:

Please upload your brand assets (logos, guidelines, fonts, etc.) to the following secure Google Drive folder provided by Arde Co.:


https://drive.google.com/drive/folders/1WwqJ3vTk8izXN4mF6iItmeYccm1o67Vr?usp=drive_link

Alternatively, if you prefer a different method, please let us know in the form below.

  • Asset Upload Confirmation/Alternative Method

Section 5: Payment Information (Secure Alternatives)

This section covers how we will handle payments for our services and any third-party expenses incurred on your behalf, such as advertising spend or software subscriptions.

Our Commitment to Security:

As mentioned previously, we prioritize the security of your financial information. We strongly advise against sharing your credit card details directly with us via email or any other method.

Storing or transmitting this sensitive data directly introduces unnecessary risks and compliance burdens (PCI DSS).

Instead, we utilize the following secure and standard industry practices:

1. Service Fees:
We will invoice you directly for our marketing services based on the terms outlined in our service agreement. Invoices will be sent via [Specify Your Invoicing Method, e.g., email with a link to a secure payment portal like Stripe, PayPal, QuickBooks Payments, etc.]. Payment can typically be made securely online via credit card or bank transfer through the provided portal.
Action Required: Please provide the billing contact name and email address for receiving invoices:

2. Third-Party Expenses (e.g., Ad Spend, Software Fees):
*Preferred Method: We recommend that you add your company's payment method directly to the respective platforms (e.g., Google Ads, Facebook Ads, specific software subscriptions). *Benefit: This gives you full control and visibility over the spending, and ensures your sensitive payment details are handled directly by the platform's secure systems. *

Our Role: We can guide you through the process of adding your payment method to each platform if needed. *
Action Required: Please confirm you are able to add payment methods directly to the required platforms. We will specify which platforms require this as we set up campaigns. *Alternative Method (Reimbursement): In specific, pre-agreed circumstances where direct client payment isn't feasible, we may cover an expense initially and invoice you for reimbursement. This would be clearly outlined and approved by you beforehand. * Alternative Method (Payment Processor Integration) For certain types of recurring costs managed through us, we might utilize a secure payment processor (like Stripe) to manage subscriptions or payments on your behalf, where you would enter your details directly into the processor's secure interface.

Authorization for Purchases:

Any purchases or ad spend made on your behalf will require your explicit authorization, typically outlined within our service agreement or specific campaign proposals. We will establish clear budget caps and approval processes before launching any paid campaigns.

Please let us know if you have any questions about these payment procedures.

Section 6: Authorization Agreement

To ensure clarity and mutual understanding, this section outlines the authorization you grant us to act on your behalf for specific marketing activities.

Scope of Authorization:

By completing this onboarding process and signing our formal Service Agreement, you, the Client ([Client Company Name]), authorize [Your Company/Your Name] (the Agency/Consultant) to:

  1. Access Designated Accounts:Access the accounts specified in Section 3 (Website, Google platforms, Social Media, other tools) using the secure methods agreed upon (delegated access, user roles, etc.) for the sole purpose of performing the marketing services outlined in our Service Agreement.

  2. Manage Campaigns:Create, manage, modify, and monitor marketing campaigns (including advertising campaigns on platforms like Google Ads, Meta Ads, etc.) within the agreed-upon strategies and budgets.

  3. Publish Content:Publish content (text, images, videos) on your behalf on the designated platforms (website blog, social media profiles) as part of the agreed-upon content strategy. Content requiring specific approval will be submitted for review prior to publishing as per our agreed workflow.

  4. Utilize Brand Assets:Use the logos and brand assets provided (Section 4) for creating marketing materials, website updates, and campaign creatives, adhering to any provided brand guidelines.

  5. Configure Settings:Make necessary configurations and settings adjustments within the designated platforms for optimal performance, tracking, and integration (e.g., setting up analytics goals, conversion tracking, integrating tools).Communicate on Behalf (Limited):

  6. Communicate as necessary within the platforms for tasks directly related to campaign management or service delivery (e.g., responding to ad platform support, managing user permissions), but not generally representing your company externally unless specifically agreed upon.

Authorization for Expenditures:

Authorization to incur costs on your behalf (e.g., ad spend, software fees) will be handled as described in Section 5 (Payment Information).

All paid campaigns or significant expenditures will require your prior approval, typically through a signed proposal or written confirmation (email) outlining the budget and objectives.

We will operate within the agreed budget limits and provide regular reporting on expenditures.

Confidentiality and Data Security:

We commit to maintaining the confidentiality of all information accessed and adhering to strict data security practices. Access will be limited to personnel directly involved in managing your account and performing the agreed-upon services.

Formal Agreement:

This onboarding document complements our formal Service Agreement, which will contain the full legal terms, conditions, service scope, fees, and termination clauses. Please ensure you review and sign the Service Agreement to formalize our partnership.

Acknowledgement:

By proceeding with our services, you acknowledge that you have read, understood, and agree to grant the authorizations outlined above, subject to the terms of the formal Service Agreement.

Client Acknowledgement (to be formally confirmed via Service Agreement Signature):[Client Company Name]

Section 7: Next Steps

Thank you for providing the necessary information. Here’s what happens next:

  1. Review & Confirmation:We will review the information and assets you\'ve provided. If we have any questions or need further clarification, we will reach out to the primary contact listed.

  2. Formal Service Agreement:If not already completed, we will send over the formal Service Agreement for your review and signature. This document outlines the full scope of work, deliverables, timelines, fees, and terms of our partnership.

  3. Account Access Coordination:We will begin coordinating the secure access to the necessary accounts as outlined in Section 3. We will provide specific instructions or schedule brief calls to guide you through granting permissions via delegated access or user roles.

  4. Kick-off Meeting:Once the agreement is signed and initial access is granted, we will schedule a formal kick-off meeting. In this meeting, we will reiterate goals, confirm the initial strategy, establish communication protocols, and outline the immediate next steps for your campaigns or projects.

  5. Project Start:Following the kick-off meeting, we will officially begin working on your marketing initiatives!

Your Action Items:

Complete all sections of this onboarding document.

Provide access to brand assets (Section 4).

Prepare to grant account access securely when requested (Section 3).

Review and sign the formal Service Agreement (if applicable).

We aim to complete the onboarding process within [Specify timeframe, e.g., 2-3 business days] after receiving all necessary information and signed agreements. We appreciate your prompt cooperation in providing the requested details to ensure a swift and smooth start.

We look forward to a successful partnership!