Digital Clics — Master Checklist
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First things first. These steps happen the moment a new client comes in — before any design or dev work begins. Complete these in order.
Step 1 · Identify & Intake
Group
✓
Identify the client type — Standard Business or Creator Division?
Standard = regular business/service/product site. Creator = influencer, artist, DJ, athlete, model, public figure. This determines which intake form and which website template is used for the entire project.
Critical
✓
Send the correct intake form — BOSS Form (standard) or Creator Form (creator clients)
Do not start any work until the form is fully submitted. The form collects all business info, brand assets, goals, style preferences, and CRM preferences needed before development begins.
Critical
✓
Before sending the payment link — explain CRM to the client and share both the CRM Overview PDF and CRM Costs PDF
Walk them through what CRM is, what it does for their business, and what the usage costs are (local number $23.95 one-time + ~$2.90/mo, AI replies $0.02/msg, Voice AI $0.13/min). No surprises later.
Critical
Step 2 · Create Client Folder & DC World Profile
Group
✓
Create the client's folder in Google Drive under the DC World profile using the standard Digital Clics folder structure
Every client folder must contain these 5 sub-folders — no exceptions:
📁 Artwork (logos, graphics, design files, brand assets)
📁 Ads (ad creatives, campaign materials, ad copy)
📁 Client Uploads (photos, files, and anything the client sends us)
📁 Documents (contracts, proposals, agreements, invoices)
📁 Business Information (brand guide, business details, intake form copy, CRM notes)
Critical
✓
Set the client's Google Drive folder access to "Anyone with the link can view"
This allows the team to access it from the WhatsApp group description without requesting access every time.
Critical
Step 3 · WhatsApp Group Setup
Group
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Create the WhatsApp group with the correct naming convention — add all team members as admins
Group name format: (B) Business Name — the (B) stands for Boss Plan.
Example: (B) Miami Auto Detailing

Add all Digital Clics team members first. Do NOT add the client yet — the description must be set up before the client joins.
Critical
✓
Set up the full group description BEFORE adding the client to the group
The description must be ready before the client joins so they see it immediately. It should contain:
🔗 Task/Request Form: https://api.anchorgive.com/widget/form/4zoctBfRxd0B1gPEUUxR
🌐 Client Website URL
📁 Client Google Drive Folder link

This gives the client — and the whole team — instant access to everything from the group.
Critical
✓
Add the client to the WhatsApp group — as a regular member, NOT an admin
Only add the client after the group name and description are fully set up. The client should never be an admin.
Critical
✓
Send the welcome note to the client in the WhatsApp group
The welcome note should introduce the team, set expectations for response times, explain how to submit requests using the task form, and outline immediate next steps for the client.
High
Step 4 · Task Logging — Always
Group
📌
Rule: Every client request — no matter how small — must be logged as a GHL task immediately. Use this link every time: https://api.anchorgive.com/widget/form/4zoctBfRxd0B1gPEUUxR
✓
🔴 FIRST PRIORITY — CRM issues, payment problems, and auth codes must be handled immediately
These require the client to be active and waiting. Never delay. Auth codes especially — always verbally confirm with the person before sending any code to avoid account lockouts.
Do First
✓
🟡 SECOND — Website bugs, broken forms, and automation failures on live sites
High
✓
🔵 STANDARD — Monthly updates, design edits, new page requests, SEO tasks
Standard
✓
If any task takes longer than 30 minutes — pause it, ask for help, or move to another task (unless marked URGENT)
Never silently sit stuck. Communicate to the team. Keep Trello updated as you work through tasks.
Team Rule
⚡
Highest priority tab. Everything in here must be done as fast as possible after onboarding. CRM delays directly impact the client's ability to receive leads and communicate with customers.
Step 1 · Sub-Account Creation
Group
✓
Create the CRM sub-account — fill in every field possible (business name, owner, address, phone, website, industry)
The more info added now, the better the automations and contact records will function later. Do not create a bare-minimum account.
Critical
✓
Set ALL admin role permissions — Payments, Transactions, AI, Orders, and every other section
Missing permissions will silently block features. Go through every permission group and enable them all.
Critical
✓
Immediately turn on rebilling for ALL sections (SMS, calls, emails, AI) and set the multiplier to ×1.05
This must be done right after account creation. Do not wait. All usage types must be rebilled.
Critical
✓
Send the client the card-adding link immediately — tell them exactly what the card is used for before they enter it
Card covers: local phone number ($23.95 one-time), SMS credits, calls, and A2P registration. Be transparent — no surprises after they add their card.
Critical
Step 2 · Phone Number & A2P Registration
Group
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Purchase the client's local phone number through the CRM as soon as the card is on file
Local number: $23.95 one-time setup + ~$2.90/month base. Do not delay — no number means no texting automations.
Critical
✓
Start A2P Brand and Campaign registration immediately — do your best to get it right on the first try
A2P approval can take several days. Starting it late means the client can't text customers. If unsure about any field, do it together with a CRM support zoom before submitting. Check A2P status daily until approved.
Critical
✓
Enable "Gather Intelligence on Unknown Phone Numbers" in sub-account settings
Critical
✓
Set up the client's email domain with DNS and DKIM records (e.g. email.digitalclics.com format)
This prevents emails from landing in spam and maintains professional client branding on all outgoing emails.
High
✓
Top up any sub-account credit balances that are running low (SMS / calling credits)
High
Step 3 · Forms, Pipelines & Automations
Group
✓
Create the "Website Contact Form" in CRM — title it exactly that — and embed it on the website Contact page
Form must include 2 opt-in consent checkboxes (required for A2P compliance). This is the form that connects the website to the CRM pipeline.
Critical
✓
Create the "Website Contact Form Pipeline" in CRM to track all incoming leads from the website
Stages: New Inquiry → Needs Review → Qualified → Call Scheduled → Proposal Sent → Negotiating → Approved → In Progress → Delivered → Paid/Closed
Critical
✓
Build and activate all SMS & Email automations — label every Action clearly (e.g. "SMS to John" or "Email to client@gmail.com")
On Website Contact Form submission:
• SMS → Contact: "Hey [first name], thanks for your inquiry. We'll reach out soon! — [Company]"
• SMS → Owner: "Hey [owner], someone just filled out your Website Contact Form."
• Email → Contact (confirmation)
• Email → Owner (lead notification)

When someone messages the CRM directly:
• SMS → Owner with: contact name, company, phone number, and message body.
Critical
✓
Create the CRM chat widget and embed it on the website — train it with FAQs and set it to capture visitor contact info
Every chat visitor should automatically become a contact in the CRM. Test this by submitting a test message through the widget after embedding.
Critical
Step 4 · Test Everything — Non-Negotiable
Group
⚠️
Never assume it works. Every form, every automation, every notification must be tested manually. If a client's lead falls through because an automation wasn't tested, that's on us.
✓
Submit a test entry through every form — confirm the CRM receives it and creates a contact/opportunity correctly
Critical
✓
Verify the SMS and Email automations fire correctly — both the owner AND the contact must receive their respective messages
Critical
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After A2P is approved — retest all form automations again with the live phone number
Staging and live A2P behavior can differ. Always retest once A2P approval is confirmed.
Critical
Step 5 · Integrations & Extras
Group
✓
Connect the client's Google account, GMB listing, and social platforms to the CRM
Tell the client about the Social Planner — they can schedule posts to multiple platforms from one login.
High
✓
If client will charge customers through CRM — connect their payment gateway (Stripe, Square, etc.)
If they don't have one set up, guide them. This unlocks invoicing and online payment collection.
High
✓
Import any existing client contacts/customers into the CRM if the client has a list
Ask the client. They may have an email list, spreadsheet, or phone number list. Help them export from their old system and import into CRM.
High
✓
Set up AI to answer SMS, social DMs, website chat, and/or phone calls — only if the client opts in
Inform the client that AI is optional and usage-based before enabling:
• AI chat/text replies: $0.02 per message
• Voice AI: $0.13/min + regular call cost (~$0.15/min total)
• Social media DM replies are NOT free — each counts as usage
Train the AI thoroughly once the client confirms.
Optional
✓
Schedule CRM onboarding meeting with the client — walk them through how to use it or send training videos
Offer Adrian for a training call if the client wants live guidance. Follow up until they're comfortable using the system.
Standard
✓
For Locksmith clients: verify their license is valid and not expired before registering GMB
An expired license causes GMB registration to fail. Ask for proof first.
High
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$129 BOSS Plan SEO Rule: Keep it foundational. No deep SEO (full keyword research, competitor analysis, monthly tracking, blogs, advanced audits) unless the client has an SEO add-on. The $129 plan = SEO-ready, not full ongoing SEO.
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Full checklists to complete before and after build:
🔗 Mockup Checklist  |  🔗 Full Website Launch Checklist
Pre-Build · Setup
Group
✓
Set up a "Coming Soon" page on the client's domain the moment you have DNS access — do not wait
The client needs a live presence while we build. This takes minutes and sets a professional tone from day one.
Critical
✓
Collect all brand assets before starting design (logo, colors, fonts, photos, brand guide if available)
No work starts without assets in hand. Missing materials mid-build cause delays and rework.
Critical
✓
Check if the client's logo is blurry or low-res — if so, notify them immediately with two options
Option A: Use it as-is while we recreate it in the background. Option B: Hide the logo until the high-res version is ready. We can recreate the logo if they don't have the source file — let them know this is available.
High
Mockup Phase
Group
✓
Favicon and site logo must be the client's actual business logo — no placeholders or generic icons
The tagline must also reflect the client's specific business and services. This is checked before presenting any mockup.
Critical
✓
Complete the full Mockup Checklist at digitalclics.com/website-mock-up-checklist/ before showing the client anything
Critical
✓
Developer must have something to show the client within 7 days of starting — even a rough template counts
Project Manager must also update the client on status at least every 7 days. We cannot go silent for a week. Even "we're almost ready to show you something" is enough — but it must be sent.
Critical
Build Phase · SEO & Tech Standards
Group
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Install Yoast SEO or RankMath on the website
Critical
✓
Connect GA4 (Google Analytics 4) to the website
Critical
✓
Connect Google Search Console to the website
Critical
✓
Write unique page titles and meta descriptions for every page
Each must be unique and relevant to that specific page. Not copied across pages.
Critical
✓
Proper heading structure on every page: one H1 per page, H2/H3 for sub-sections
Critical
✓
Website is fully mobile-responsive — test on at least two screen sizes before presenting
Critical
✓
Compress and optimize all images before uploading
Unoptimized images hurt page speed and rankings. Use tools like TinyPNG or WebP format.
High
✓
Add basic local keywords to the homepage and service pages (city + service type)
Natural placement only — in the hero, about section, and service titles. Do not keyword stuff.
High
✓
Submit the XML sitemap to Google Search Console
High
Launch & Post-Launch
Group
✓
Complete the full Website Launch Checklist at digitalclics.com/website-checklist/ before going live
Critical
✓
Get written or verbal client approval before launching the website
Do not launch without confirmation. Log the approval in the WhatsApp group or CRM notes.
Critical
✓
Re-test every form and automation on the live domain after launch
Staging and live domains can behave differently. Always retest after going live — do not assume what worked in staging works live.
Critical
✓
Visit the Website Monitor App — confirm site shows 100% uptime after launch
High
✓
Back up the completed website and project files to DC World
High
⭐ Nice!
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Tab Complete!
Every item in this section is done.
The client is in good hands.