Website Update Procedure (ATLAS)

How to Submit Website Updates to WebDev

IMPORTANT NOTES:

  1. THIS PROCEDURE APPLIES TO ALL WEBSITE CHANGES: Please note that ALL REQUESTS, no matter how large or small need to go through this process. Even if you have a change that will only take 2 minutes, it needs to be logged as time spent and we DO need to notify the merchant. This applies for changes that you (the MAM) make yourself as well.
  2. WE LOG IN 15 MIN INCREMENTS BUT BILL IN 30 MIN INCREMENTS: Anything from 1-30 minutes is charged for 30 minutes and anything from 31-59 is for 1-hour. The types of work and associated rates can be found in ATLAS but the default rate is: $50/hr unless noted otherwise. Sloan is relatively generous when he does billing. He does bill based on ATLAS logs but he can manually adjust if he/we ever feel we should bill a merchant something other than what is in ATLAS.
  3. DETERMINING TEMPLATE VS CUSTOM MAINTENANCE: If your merchant is tagged in Appflow as a TEMPLATE site (even if it is built as a custom site) this means that it is on a TEMPLATE CONTRACT, which means that they get ONE free hour each month. If your merchant is tagged in Appflow as a CUSTOM site, this means that it is on a CUSTOM CONTRACT, which means that they do NOT get one free hour each month. You can be the communicator for custom changes, or you can let Parkey communicate with the merchant (whichever you prefer and makes most sense for the merchant)
  4. YOU CAN LOG CHANGES ON DIFFERENT DATES IF NEEDED: If a merchant sends you changes on 5/31/22, and we do not actually complete the change until 6/1/22, but we want to count the time for the month of May instead of June, you can specify what day you’d like Parkey/WebDev to log the work in ATLAS. This date can differ from the day the actual work was done.
  5. THE FREE HOUR & WHAT IT INCLUDES: This hour of update time is included as part of their monthly fee and, if left unused, will NOT roll over to the next month. There are possible circumstances where the work requested does NOT fall into work that can be covered by their free hour (ie; adding a page, installing special plug ins, etc). If you are ever unsure if it is covered, please ask Sloan, Parkey, and Emily.
  1. Email requested website updates to PARKEY using the template below.

TO: Parkey
CC: Emily, Milestones
SUBJECT LINE: Business Name (Acct#) Website Maintenance Request

  • Custom Contract (NO Free Hour) OR Template Contract (ONE Free Hour) (pick one)
  • URL (provide website URL)
  • Specific date you wish the changes to be logged in ATLAS (this is optional – if you do not need to request a special date, please exclude)
  • Requested Changes (please include changes needed)

  1. Parkey will provide estimated time to complete. 

IF THERE WILL BE NO CHARGE: Move forward without merchant approval

IF THERE WILL BE A POSSIBLE OR DEFNITE CHARGE: Merchant approval is needed BEFORE completing the changes (SEE TEMPLATES BELOW)

NOTE FOR TEMPLATES: Parkey will note any special circumstances, ie; if the update does not fall within “normal monthly maintenance” (ie; adding pages, installing specials plug ins, etc) and/or if it incurs a higher than normal billing rate (Default is $50/hr) There is a special template for this below.


EMAIL TEMPLATES FOR MERCHANT APPROVAL:

REGULAR TEMPLATE MAINTENANCE VERBIAGE:
TO: Merchant
CC: Rep, Emily, Milestones
SUBJECT LINE: Business Name (Acct#) Website Maintenance Request

We have reviewed your website maintenance request. The estimated time to complete this request is XX minutes. You have XX minutes left of your complimentary hour of website maintenance for the month. Since this request exceeds your complimentary hour of website maintenance for the month, you will be billed at the rate of $50/hour. Please note that the above is an estimate and final time spent can be less/more than the quoted estimate.

If you approve of the above, please reply “Approved” so we may begin your website maintenance request.

OUTSIDE OF REGULAR TEMPLATE MAINTENANCE VERBIAGE:
TO: Merchant
CC: Rep, Emily, Milestones
SUBJECT LINE: Business Name (Acct#) Website Maintenance Request

We have reviewed your website maintenance request. This request is considered a custom request. Therefore, even though you have one complimentary hour of website maintenance each month, this update will incur an additional flat fee. The estimated time to complete this request is XX minutes. You have XX minutes left of your complimentary hour of website maintenance for the month. If this request exceeds your allotted hour of free maintenance, you will be billed at the rate of $XX/hour along with an additional flat fee of $XX. Please note that the above is an estimate and final time spent can be less/more than the quoted estimate.

If you approve of the above, please reply “Approved” so we may begin your website maintenance request.

CUSTOM MAINTENANCE VERBIAGE:
TO: Merchant
CC: Rep, Emily, Milestones
SUBJECT LINE: Business Name (Acct#) Website Maintenance Request

We have reviewed your website maintenance request. The estimated time to complete this request is XX minutes that will be billed at the rate of $XX/hour. Please note that the above is an estimate and final time spent can be less/more than the quoted estimate.

If you approve of the above, please reply “Approved” so we may begin your website maintenance request.


  1. Once approval is received, let Parkey/WebDev know they can begin updates. (WebDev does NOT need to see the merchant’s approval. If the merchant declines, notify Parkey to ignore the request)

  1. Parkey/WebDev will complete the request and provide time logged.
    WebDev will log in ATLAS and email the MAM to let them know the request was complete and the time they logged in ATLAS.

  1. MAM will email the merchant notice of completion and charge if applicable (SEE TEMPLATES BELOW)

EMAIL TEMPLATES FOR COMPLETION NOTICE:

REGULAR TEMPLATE MAINTENANCE VERBIAGE:
TO: Merchant
CC: Rep, Emily, Milestones
SUBJECT LINE: RE; Business Name (Acct#) Website Maintenance Request

Your website maintenance request is complete! The final time to complete this request was XX minutes. You had XX minutes of complimentary website maintenance for the month. If this request exceeded your complimentary hour, you will be billed at the rate of $50/hour per your approval on file.

You have XX minutes left of complimentary website maintenance for the month.

OUTSIDE OF REGULAR TEMPLATE MAINTENANCE VERBIAGE:
TO: Merchant
CC: Rep, Emily, Milestones
SUBJECT LINE: RE; Business Name (Acct#) Website Maintenance Request

Your website maintenance request is complete! The final time to complete this request was XX mins. You had XX minutes of complimentary website maintenance for the month. If this request exceeded your complimentary hour, you will be billed at the rate of $XX/hour. You will also be billed the additional flat fee of $XX per your approval on file.

You have XX minutes left of complimentary website maintenance for the month.

CUSTOM MAINTENANCE VERBIAGE:
TO: Merchant
CC: Rep, Emily, Milestones
SUBJECT LINE: RE; Business Name (Acct#) Website Maintenance Request

Your website maintenance request is complete! The final time to complete this request was XX mins that will be billed at the rate of $XX/hour per your approval on file.


How to Log Time Spent:

The below are instructions on how to access and navigate ATLAS to view and log any changes made to a merchant’s website.

ATLAS: http://atlas.cmag.com/reports/projectreports/projectsearch.aspx

Once you are logged in:

  1. Click the plus sign on the left hand menu for Hours Manager
  2. Click on “Enter Hours (daily)”

Client: External Clients – Template Program Sites (there may be times when the site is listed under “External Clients – FLYER SITES”)
Project: Select Appropriate Merchant (you may see “dev” or “TLS” in front of a few (you can ignore) these are just notes for sloan for billing)
Task: (No Task Assigned)
Description: Enter a brief description of work completed
Type: Choose Administration, HTML, or Miscellaneous (these are all billed at $50/hour)
Billable: Choose Billable or Non-Billable (If they are in their first free hour of work for the month, choose Non-Billable. If they should be charged, please select Billable.)
Hours: Enter how long the task took to complete (see below – time must be in quarter increments)

PLEASE NOTE: We track in 15-minute increments, but bill in 30 min increments. Anything from 1-30 minutes is charged for 30 minutes and anything from 31-59 is for 1-hour.

0 minutes = 0.01 (If you need to add a non-billable note to the account when no work was done)
1-15 minutes = .25
16-30 mins = .50
31-45 mins = .75
46-60 mins = 1.0


How to View Time Spent:

There are two different ways you can view time spent; per project within a specific date range, or per project for the lifetime of their program.

PER PROJECT WITHIN DATE RANGE:
Reports
Hours Report
Hrs by Project

Client: External Clients
Date Range: Select the date range you need
Submit

All projects with time spent within the date range you selected will appear. They are listed in alphabetical order.

PER PROJECT OVER LIFETIME:
Project Report
Project Search

Client: External Clients
Project: Type in “Template” or “Flyer” (whatever you need)
Sub Project: Type in Business Name or Account Number
Search

If you click on the subproject, and then click on “billing”, the lifetime of time spent will appear.


How to Assign Yourself to a Project:

There may be times that you cannot log time for a business in ATLAS because you are not an assigned user. The below is instruction on how to assign yourself (and all of TLS) to a project so that you can log time.

HOW TO ASSIGN YOURSELF TO A PROJECT:
Project Manager
Project Admin
Assign/Unassign Users

Select a Sub Project: External Clients – Template Program Sites
Select One: Business Name (ESP#)
Check the box for “Total Loyalty Solutions”
Update


How to Add a Business to ATLAS:

There may be times that you do not see your business in ATLAS. The below are instructions on how to add a project to ATLAS so that you can log time.

HOW TO ADD A PROJECT:
Project Manager
Project Admin
Add/Edit Project

Client: External Clients – Template
Project: Business Name (ESP#)
Type: TLS
Managed by: Parkey
Ignore the rest of the fields
Submit

You will then be prompted to assign a user. Select “Total Loyalty Solutions” and “WebDev”

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