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These project jobs are now clearly distinguished as separate parts of the production cycle and now match what the clients experience for themselves in the Client Hub. They will be managed within three independent project management tabs:
We have provided three separate guideline pages that deep-dive on each of these stages in the production cycle. You can click on each of the links above to learn more.
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We have published a separate deep-dive guideline page for the Communication Hub, which also provides one or two handy ways to access your projects. You can follow this link to learn more.
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In many cases you might have a project that fits into more than one category (for example, a personalised animation). Please choose the most relevant one and give the project a name that makes it clear what sort of video it is, so that we can find it later (eg: “Membership Renewal Personalised Animation”).
Completing the Project Summary
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Congratulations! Your project now exists in the VMSX database. In addition to the data that you have already provided, your new project now has a project number and its status is set to “Draft”.
It is worth understanding that now that the project is a draft, it is already visible to your client on the Client Hub, but it has not yet been confirmed. You can start chatting with your client using the built-in project chat. The only people who have access to this chat are your project Contacts, the Relationship Manager, and the Project Manager.
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We have deep-dive guidelines on the built-in VMSX project chat and the Communication Hub. Check it out to learn more. |
You now have the opportunity to define a lot more information for your project, your team, and your client.
The core project data
The core data fields on the left-hand side are compulsory. You already provided these when creating the project. However, most of these are not set in stone. You can edit them by floating your cursor to the right of the field and clicking on the edit pencil.
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The Product Type is locked in. This cannot be edited once the project has been created.
Project Contacts
Underneath the left-hand core data fields is the list of client contacts for this project. You can add any number of registered contacts to this list, provided they belong to the same Office that is associated with the project.
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Warning — added 4pm Friday 12 Nov. When you create a new project, you should ensure that you add a production price or at least one production job (video, shoot, pre-production) before navigating elsewhere in the VMS — eg, to check your calendar appointments. This will ensure that the project is not immediately considered abandoned by the system. Not to worry if you do, though. You will be able to discover your “abandoned” project in the VMS Archived Projects list. This is a recently discovered quirk of the VMSX release version that will hopefully be resolved fairly quickly. —Matt |
Completing the Project Summary
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Congratulations! Your project now exists in the VMSX database. In addition to the data that you have already provided, your new project now has a project number and its status is set to “Draft”.
It is worth understanding that now that the project is a draft, it is already visible to your client on the Client Hub, but it has not yet been confirmed. You can start chatting with your client using the built-in project chat. The only people who have access to this chat are your project Contacts, the Relationship Manager, and the Project Manager.
| Info |
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We have deep-dive guidelines on the built-in VMSX project chat and the Communication Hub. Check it out to learn more. |
You now have the opportunity to define a lot more information for your project, your team, and your client.
The core project data
The core data fields on the left-hand side are compulsory. You already provided these when creating the project. However, most of these are not set in stone. You can edit them by floating your cursor to the right of the field and clicking on the edit pencil.
...
The Product Type is locked in. This cannot be edited once the project has been created.
Project Contacts
Underneath the left-hand core data fields is the list of client contacts for this project. You can add any number of registered contacts to this list, provided they belong to the same Office that is associated with the project.
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These contacts can also be removed — unless there is only one. There must always be at least one project contact.
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When a Relationship Manager (or sales person) closes their deal on HubSpot, they will provide a handful of project data that will correspond to the VMSX Project Summary information that we have looked at above.
The closed deal will also assign a Project Manager and Relationship Manager to carry this project forward with the client.
Both of these production contacts will receive an emailed “NEW ORDER” notification. This email will include two primary buttons:
View HubSpot Deal — Takes the Project Manager back to HubSpot to assess all of the information provided by the salesperson. This is includes additional information like previous email conversations, file attachments, and in-depth company details.
Create Project — Takes the Project Manager straight into the VMSX to start completing the draft project set-up. The draft project will automatically include most of the information provided by the closed HubSpot deal.
Creating the draft project from a HubSpot deal
When you first create these projects from a closed deal. The data the Relationship Manager can provide is the following.
Contact / Email*
Company*
Product Type*
Price*
Project Manager*
Project Start Date*
Delivery Deadline*
Credit Amount
Allocated Hours
Disbursements
Invoice Terms
Accounting Contact Email
Goals/Aim of the project
Deliverables
Additional thoughts
Video Examples
Key Details for the shoot
Proposed shoot date
Shoot Location
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*Mandatory data |
The closed deal will also assign a Project Manager and Relationship Manager to carry this project forward with the client.
Both of these production contacts will receive an emailed “NEW ORDER” notification. This email will include two primary buttons:
View HubSpot Deal — Takes the Project Manager back to HubSpot to assess all of the information provided by the salesperson. This is includes additional information like previous email conversations, file attachments, and in-depth company details.
Create Project — Takes the Project Manager straight into the VMSX to start completing the draft project set-up. The draft project will automatically include most of the information provided by the closed HubSpot deal.
Creating the draft project from a HubSpot deal
The VMS will do everything it can to automate this process of beginning a project, but sometimes one extra step may be required from the designated Project Manager before you can build out the project and that's to confirm the Office that the Project and the Contacts belong to.
Sometimes Contacts can belong to multiple Offices within the Company, so we need the Project Manager to confirm exactly which to go with. This question will only be asked when the Office is unclear and it will appear like the image below, upon opening up the Project.
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Until an office has been selected, you cannot proceed with the Project. If you are unsure, ask your Relationship Manager! |
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Once the system is happy with the Office that's been selected, you will be taken straight to the Project Summary page and asked to confirm the left-hand column core data fields. All of these will have been pre-populated from the deal, including the Product Type. It is important that you confirm the Product Type is correct before you continue building out your project.
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Each of these production tabs are covered in great detail within their respective deep-dive pages, linked here:
Pre-Production — can be set-up later, but might be helpful when confirming project scope and price. If you intend to provide a storyboard and script in pre-production, it would be pertinent to set these up at first, as these will be represented in the Project Confirmation email.
Filming Details — can be set-up later, but might be helpful when considering project scope and price.
Deliveries — The client sees the number of video deliveries in the Project Confirmation email and in the draft presentation of the project on Client Hub. It is recommended that you attempt to establish the basic details for all of your video deliveries prior to project confirmation.
Uploaded Files — You and the client can upload and share files and assets for the project here. You can also access any stored VMSX Brand Hub assets specific to this client.
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We cover all of the Invoice tab elements and options within the Invoices deep-dive guidelines. It is recommended that you go through those guidelines before confirming and activating a project. |
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