Client dashboard: creation and maintenance
Everything needed to verify, activate, test, and maintain a client's dashboard at clients.conscioushr.co/[slug]. The dashboard is driven entirely by the client's Project and Tasks in HubSpot, so this is all done in HubSpot, no code.
For: the CHR team · Related: Client onboarding SOP · Tasks in HubSpot
How it works, in one minute
When a deal reaches Onboarding, the relay automatically creates the Client Service Project with a task for each contracted deliverable, and intentionally leaves the dashboard inactive. Your job is to verify what it built against the signed agreement, activate it, test it, then keep it current.
- The Dashboard slug has a value (this becomes the web address)
- The Dashboard enabled box is checked (the master on switch)
1. Confirm the automated setup
When a deal reaches Onboarding, the relay creates the Client Service Project. Open it and confirm:
- Project name:
[Client] — [Engagement] - Project stage: Onboarding
- Correct Company and Deal association
- Dashboard client name
- Dashboard engagement
- Effective date
- Term end
- Partner name and title
- Project owner
- One Task per contracted deliverable
Each Task should include:
- Plan month
- Due date
- Deliverable target
- Status: Not started
- Client visible: Yes
- Owner: Partner
2. Activate the dashboard
The relay leaves the dashboard inactive on purpose. On the Project record:
Create a unique Dashboard slug
- Lowercase
- No spaces
- Include random characters
- Never reuse a slug
Turn on Dashboard enabled
Confirm the enabled box is checked.
Confirm the slug is on the correct Project
The slug is the client's dashboard URL. Do not activate until all client-facing information has been reviewed.
3. Test the dashboard
Open clients.conscioushr.co/[slug] and confirm:
- Correct client
- Correct engagement
- Correct deliverables
- Correct statuses
- No internal information is visible
- Dashboard loads successfully
If anything is incorrect, fix it in HubSpot before sending the link. Once tested, hand the dashboard URL to the Service Partner, who sends the welcome email and schedules the kickoff call. See the Client onboarding SOP.
Project display fields and link rules
The client-facing fields on the Project that the dashboard reads:
| Field | What to enter |
|---|---|
| Dashboard slug | The URL segment. Lowercase, no spaces, include random characters, never reuse. Keep it stable once the client has the link. |
| Dashboard enabled | Master on switch. Check to publish, uncheck to take offline. |
| Dashboard engagement | One line under the client name describing the work. |
| Dashboard account notice | The notice box content for the current stage (see the Account Notices section below). |
| Shared client folder | A full link to the client's shared Google folder. Powers the documents button. Empty means the button does not appear. |
- Paste full links starting with
https://. A partial link will not open. - The shared folder must be set to anyone with the link in Google, or the client hits a sign-in wall.
- Only put shareable documents in that folder. The dashboard address is public but unguessable, and the folder link carries the same exposure.
- The deal's Contract Link points to the signed contract, the terms file, not the proposal.
Dashboard account notices by stage
The notice box updates as the client moves through the engagement. The Service Partner triggers the Sales Admin when it is time to change it.
| Stage / trigger | Notice | Content |
|---|---|---|
| Onboarding Dashboard created during onboarding | Kickoff Call Agenda | Date and time of kickoff call; intro to the CHR service team; review the client dashboard; review systems. |
| Active service, start Onboarding to Active Client | Your First Questionnaire | Prompt the client to complete and submit the first questionnaire. Collection method: [TBD]. Dashboard input/content: [TBD]. |
| Active service, midpoint Contract midpoint | Your Midpoint Questionnaire | Prompt the client to complete and submit the midpoint questionnaire. Collection method: [TBD]. Dashboard input/content: [TBD]. |
| Active service, end Contract end | Your Final Questionnaire | Prompt the client to complete and submit the final questionnaire. Collection method: [TBD]. Dashboard input/content: [TBD]. |
| Retention plan 60 days before contract end | Retention Plan | Account notice: [TBD]. Retention process/content: [TBD]. |
Ongoing maintenance
Cadence: weekly. The Service Partner maintains all deliverables and client-facing updates. Exception: the Dashboard account notice is maintained by the Sales Admin. For the full task mechanics (queues, comments, HR matters), see the Tasks guide. For every deliverable, maintain these fields:
| Field | What to set |
|---|---|
| Task name | Name the deliverable in the client's language. |
| Plan month | Month 1 to 12 according to the SOW and service schedule. Month 0 if the deliverable is outside the scope of the SOW. |
| Deliverable target | Target completion date. |
| Due date | Due date for the deliverable. |
| Client status | Not started, In progress, With client, or Complete. |
| Client update | Short, client-facing update. Use one bullet per line. |
| Client visible | Turn on only when the content is ready for the client to see. |
| Deliverable started | Enter the actual start date when work begins. |
| Deliverable finished | Enter the actual completion date when finished. |
Weekly service review
For each active client:
- Review all open deliverables.
- Update Client status.
- Update Client update.
- Add actual start and finish dates as they occur.
- Update Deliverable target if the timeline changes.
- Confirm Client visible is on for the appropriate client-facing tasks.
- Add new tasks when new contracted deliverables are added.
- Confirm completed work is marked Complete and has a finished date.
The dashboard should reflect the current state of the client's engagement.
How a task appears on the dashboard
A deliverable shows to the client only when it:
- Is associated with the correct Project.
- Has the appropriate client-facing information completed.
- Has Client visible turned on.
Client update rules
Client updates should be clear, brief, and useful.
- Employee names or identifying information
- Employee relations matters, investigations, or complaints
- Individual compensation information
- CHR staffing, capacity, or scheduling issues
- Internal frustrations or blockers
- Anything not appropriate for the client's leadership team to see
Internal detail goes in the task body. Client-facing detail goes in Client update. When unsure, keep it internal and ask Lindsay.
Status definitions
| Status | Meaning |
|---|---|
| Not started | Scheduled; work has not begun. |
| In progress | Actively being worked. |
| With client | Waiting on client action or information. |
| Complete | Delivered and finished; completion date recorded. |
If something breaks
| Problem | Check |
|---|---|
| Dashboard not found | Check the Project's Dashboard slug against the URL. |
| No deliverables showing | Confirm the Task is associated with the Project and Client visible is on. |
| Incorrect deliverable or client info | Correct the Project or Task in HubSpot. |
| Dashboard will not load | Flag to Lindsay. |