The AestheticAlly Client Collaboration Guide

Welcome Aboard! We are excited to build your new website experience. To ensure we deliver a high-end website on time and within budget, we use a structured development system. This guide explains how we will work together.

1. Communication: The "Project Hub" Policy

To keep your project organized and documented, we do not use WhatsApp, Instagram DMs, or personal calls for project management.

• The Portal: This is our Headquarters. All updates, files, and discussions happen here.

• Why? This ensures that no instruction is lost in a chat history and our entire team (Developers, Designers, PMs) sees your feedback instantly.

• How to Message Us: Log in to your portal, open your Project, and use the "Discussions" tab or comment directly on a specific "Task".

Note: Emails are acceptable, but they will be forwarded to the CRM. For the fastest response, please post directly in the portal.

Support Tickets: Your "Help Desk"

While Discussions and Tasks are for building the website, Support Tickets are for fixing specific issues or handling administrative requests. Think of this as the "Emergency Line" or "Billing Desk."

✅ When to Open a Support Ticket:

• Billing Issues: Questions about invoices, payments, or receipts.

• Access Issues: You lost your password or cannot access the CRM/Website.

• Critical Bugs (Post-Launch): If you find a technical error after the website has gone live (e.g., "The checkout button isn't working").

• Hosting/Server: If the website is down.

❌ When NOT to Open a Ticket (Use "Project Discussions" instead):

• Design Feedback: "Can we change this banner?" (Please comment on the relevant Task).

• Content Updates: "Here is the new text for the contact page." (Please upload to the relevant form, files tab or Project Discussion).

• General Questions: "What is the status of the project?" (Ask in Discussions).

How to Open a Ticket:

1. Log in to the Portal.

2. Click "Support" in the main menu.

3. Click "Open Ticket".

4. Select the relevant Department (e.g., Billing, Technical Support).

5. Set the Priority (High, Medium, Low).

Note on Priority: Please use "High Priority" only for critical issues (e.g., website is down, payment failed). marking non-urgent requests as High Priority may result in them being re-categorized by our team.

2. The Development Phases & Your Role

We have divided your project into distinct milestones. Your prompt action in specific phases is critical to meeting the launch deadline.

Phase A: Strategy & Design Lock

• What we do: We present structural blueprints (similar to wireframes) and visual directions (References/Colors/Fonts).

• Your Role: You must provide input, feedback & approve these structures.

• The "Design Lock" Rule: Once you approve the Design Direction, we move to code. Structural changes after this point (e.g., "Can we move the logo to the center?" or "Can we change the layout?") are not possible without a separate "Change Request" fee. Please review approvals carefully!

Phase B: Content Collection

• What we do: We build the "container" for your content.

• Your Role: You must fill the container. We will provide you with Google Forms to submit your text, images, and product data.

• Content Freeze: Once you submit the forms, we consider the content "Frozen." We will upload exactly what you send.

  • We do not write copy or edit images unless specifically hired for that service.

  • Please check for spelling and grammar before hitting submit.

3. The Revision Process: "The Golden Round"

We want your website to be perfect. Once the structure is built, we offer a dedicated Feedback & Revision to fine-tune the experience. You will have a dedicated window (typically 2-3 days) to review the site.

How to Provide Feedback:

1. You can comment directly into a task or prepare a Feedback document.

2. Consolidate all your team's feedback into one single list.

3. Submit it via the CRM.

The Analogy: Think of this like building a custom house.

• Phase 1-4 (Strategy/Build): We poured the concrete and built the walls. (Structural).

• Phase 5 (Revision): We are painting the walls and installing the fixtures. (Finishing touches).

• The Rule: You can change the paint color (Revision), but you cannot move a window to a different wall without breaking the bricks (Change Request).

✅ Included: Standard Revisions

These are changes to the content or "Theme Configuration" that do not require writing new code or large scale re-configurations.

❌ Excluded: Change Requests (Billable)

These are requests that require "Custom Development," logic changes, or re-engineering the agreed-upon structure.

The "One Round" Rule: To maintain efficiency, we execute revisions in one comprehensive revision round. "Drip-feeding" feedback (sending one email today, another tomorrow) causes significant delays and may incur hourly charges.

1. Consolidation: You must gather all feedback from your stakeholders into one final list.

2. Execution: Once you submit this list, we will execute every item on it.

3. Completion: Once those items are completed, the Revision Milestone is marked "Complete."

What happens if you want changes after the Revision List is submitted?

Once the Revision List is submitted, our team locks the schedule to execute those specific tasks. If you have new requests after that point, they fall into one of these three categories:

• 1. Critical Typos (Free): We will fix objective errors like spelling mistakes, broken links, or incorrect phone numbers for FREE during the Handover/Launch phase.

• 2. Urgent Pre-Launch Requests (Priority Billable): If you have a design or content change that was missed in the revision list but must be done before the website goes live (e.g., "I need to change this banner price before launch"), we can accept it.

  • Timing: To protect the stability of the code, these will be scheduled after the current Revision Round is completed.

  • Cost: These are treated as a separate task and will incur a Priority Change Fee.

  • Impact: Please note that adding urgent requests at this stage may delay your scheduled launch date.

• 3. Phase 2 Change Requests (Post-Launch): Any non-urgent requests (e.g., swapping background images, changing layouts, adding new sections) will be added to your "Phase 2 Wishlist."

  • Timing: We will provide a quote to complete these items in a single batch after the website is live.

  • Benefit: This ensures your launch happens on time without risking last-minute technical issues.

4. Timelines & Delays

• Estimated Timeline: Your timeline is based on the assumption that feedback and content are provided within 24-48 hours of a request.

• Ghosting Clause: If we do not hear from you for more than 7 days, the project will be paused. To restart a paused project, a restart fee may apply, and your project will be placed at the back of our production queue.

5. Launch & Handover

• 3rd Party Access: We will need OTPs for your Payment Gateway and Domain. Please be available during the "Integration" phase to share these promptly.

• Final Payment: The website ownership, admin access, and live public access (removal of the password) occur only after the final balance is cleared.