Standard Website Job Template

Production

We break the build process into 3 phases:

  • Phase I: Intake & Assessment
    • This phase is conducted within the first few days of payment and extends out to ~2 weeks. Sometimes items are moved to other Phases.
  • Phase II: Mockup & Content
    • Now we place content and utilize the Blueprint to inform design. Sometimes we use placeholders where content is missing.
  • Phase III: Construction & Add-Ons
    • We wrap everything up, addressing SEO and other considerations such as 3rd-party software or ADA Compliance. If something can’t be completed during the expected Phase, it gets moved here.

The Phase structure begins after the project has been purchase and a blueprint filled out by the Rep. The Rep is responsible to start the process with a Blueprint Review.

Phase I Tasks

Blueprint Review

The Key meets with Sales Rep for 30-60 minutes to discuss the details of the Blueprint and address client needs. This is an opportunity for the Sales Rep to share any additional client needs/preferences that may not be communicated sufficiently in the Blueprint, such as a custom design (a logo, graphic,3rd-party plugin, etc.).

Client to Key introduction

Clients should be introduced to the Key via a short email.

  • This can be from the Rep or the Key.
  • If more than two days have passed the Key must send the introduction.
  • Email should be concise and friendly.
  • Must have all contact information for the ICHRONstudio, the Key, and the Rep.
  • Includes links to schedule a meeting with a rep and a conditional statement for a call.
    • (See Chart: sample intro)

Key Client set up Call

This is direct communication with the client and the Key. The goal here is to set review the blueprint with the client and set their expectations.  The Key will confirm the calendar and milestones and inform the client of information they will still need. This is also an opportunity to confirm the service package that they have purchase and how many contacts they should expect.

  • May include Rep if available
  • Should not be more than 30 mins
  • Confirm the level of service they are being provided.

Key supplemental Information Email

This immediately proceeds the client Key Client set up call and will review all points made in the call. It will also include a list of items needed and links to upload large files.

See Chart Key supplemental info email

Create cPanel account in WHM

This is the core account for any website and is based on the domain name. It creates a control panel, which will allow the creation of emails, and various web products including the website itself.

  • The username should reflect the business name and not be the domain name
  • Password should be stored in Blueprint Document

Create wireframe referencing Theme template pages

Every page should have an associated task while referencing the relevant Divi template pages. The Wireframe is a starting point of pages and menu items. It should also include all front-page content, forms, and suggested placement for 3rd party components, and can be simply done with a pencil and paper, or Adobe XD for more complicated flows. The standard build includes 15 total items or less, including menu items and front-page items.

Create a subdomain for Development Site

All new website builds should be on a subdomain of the business name on ichronproof1.com. When purchasing a new domain for a client, we will occasionally start the build on the newly purchased domain instead.

Clone “Template Site” with Installatron

Use Installatron to clone our “Template Site”, making sure to check that it reflects the same credentials of the cPanel account. Ideally, the Template Site will have all themes and plugins pre-installed.

Install Theme and default plug-ins

If the site is not cloned, be sure to install the correct Theme and necessary plug-ins for site functions.

Provide finalized Blueprint to Web Dev

The Admin now has all the necessary details for the Web Dev to start working. The updated Blueprint should include the following (new) information:

  • Logins & URL for the Development site
  • Additional notes from meeting with Sales Rep

Email Setup via G Suite/MS Exchange (Ideal)

We’ll need to ensure that the proper MX records are listed in cPanel for their email provider. Sometimes, the client has an IT Company that simply needs cPanel access to handle this for us. Check with the Salesperson if unsure.

Email Setup via cPanel (Not Ideal)

It’s never preferred that we host our client’s email, as it takes up storage, bandwidth, and frankly, Webmail isn’t the best solution for business email. Ideally, they get set up with G Suite or Microsoft Exchange, and we have referral partners that can help with that. If not, refer to the below setup instructions.

When setting up a client’s email on CPanel, the first option is an email forward rather than an email account which is simpler and doesn’t take up our storage. Subtasks should be created with each email account/forward desired (up to 5).

  • When setting up new accounts, create a temporary password and provide instructions to the client on how to log in & change their password.
  • When working with existing emails, we don’t migrate current emails until right before swapping the nameservers (refer to “Email migration” in Phase 3). If we use Liquid Web’s migration, they will help set up and migrate emails upon request and likely transfer email data, however, other migration tools will not automatically transfer the email database.

Phase II Tasks

Keyword competition research

We use SEO Site Checkup or Google Ads Keyword Planner to find keywords matching up to the “Draw & Response” or “Services” sections of the Home Page. This can also help inform the content of the site. Those keywords should be shared on the Blueprint and added to the backend of the site in Phase 3.

Set up the desired Template

Create a new page and select the “Choose from template” option. Locate the name of the template chosen by the client in the Blueprint – this is your starting point.

Transfer previous site content

Sometimes, we are simply migrating a WordPress site, in which case the next step simply involves updating outdated information. In other cases, we are just utilizing some text and photos. In that case, be sure to note the following:

  • Download and re-upload images, do not cut and paste
  • Remove/re-format any hyperlinks so they don’t point to the previous site.

Modify Divi Template based on the Blueprint

The Blueprint informs the home page, using the following elements:

  • Draw and Response
  • Call to Action
  • Example websites
  • Colors
  • Header image
  • Featured Services (up to 4)
  • Contact Information

Design interior pages

Every Interior page is based on the Wireframe created in Phase I. Subtasks are created for each relevant page. Depending on how complex each page is, it’s possible they won’t be complete until Phase III (so due dates can be customized). Every page should match up with the associated Divi Template Page unless stated otherwise.

The typical pages utilized in a Standard Website Build can include but are not limited to up to 5 of the following: About, Contact, Services, Blog, Gallery, Directions/Locations, Portfolio, Testimonials, Client Portal

Review 1st Mockup (Sales Rep)

Before sending the mockup to the client, ensure the Sales Rep double-checks it.

Send 1st Mockup

Send the client the mockup link via email. Feel free to call to follow up. Remind the client that the emphasis of the mockups is the overall structure, ordering, and design feel of the page, rather than the content. Obviously, the content should be accurate, but often we’re just using placeholders.

Gather Mockup edits

Allow the client to respond to the email with edits – sometimes they will ask for a call to review edits. Officially, we only provide 1 “design meeting”, but don’t hesitate to call the client for clarification on either end.

Make Mockup edits

Attention to detail is key here (no pun intended). It’s easy to miss small notes, so read thoroughly.

Send 2nd Mockup

Once the changes are complete, send the client another link to view their live website. Ask them for feedback.

Gather & Make 2nd Mockup edits

Allow the client to respond to the email with edits – sometimes they will ask for a call to review edits. Officially, we only provide 1 “design meeting”, but don’t hesitate to call the client for clarification on either end. The move onto Phase III.

Phase III Tasks

Place site meta-description and keywords

A short paragraph that explains to a visitor what the site is about and is placed in the meta-description. Keywords are initially determined by the client and are usually limited to 3 basic keywords that should be in the paragraph. SEO clean sites will have the keywords vetted and this may take more time. Adjust the date if this is the case.

Upload favicon

https://www.favicon-generator.org/ is a helpful resource. This assumes the client has a logo.

Place social media links in the footer

These links should be provided on the Blueprint, otherwise, simply Google the business name and locate whatever social media accounts they have (Facebook, Instagram, Twitter, Yelp, YouTube, and BBB being most common).

Install 3rd-party plugins/embeds

These involve HTML embeds or plugins that are not provided by ICHRONstudio. While these installations are usually straightforward, in some cases the client pays extra for plugins that require in-depth setup (multi-employee scheduling, for example). This is also an appropriate time to collect additional information from the client to understand the end goal and communicate any additional fees if applicable.

  • May not easily be installed
  • May require additional fees to the 3rd party
  • May require extra hours added to build to install
  • May create conflict with other standard plug-ins, especially in the case of WooCommerce they need to be compatible.

ICHRONstudio Backlink

Insert the following link:

ICHRONstudio: Your Online Management Team

Final internal website proof

All major construction should be completed. An internal proof with someone other than the developer (Sales Rep) should go through the site and create a list of final changes before showing the client, such as weird spacing, missing content, etc. Subtasks break down what exactly we are double-checking. Some examples of what we double-check:

  • Page Titles, links, and content
  • Tablet/mobile view – use your own phone!
  • Contact forms – test them all

Final client website proof

This is the client’s final opportunity to share any last revisions to content or design. Any additional changes beyond this phase should be less than an hour or additional fees may incur.

  • Last proofing included in the build
  • After three hours of proofing in total, additional fees will incur.
  • Additional work is charged on an hourly basis.

Client consultation

The Sales Rep should walk the client through any tutorials that they will need to operate the site. Additional services such as Marketing or Ongoing SEO should be presented, and the client should be walked through using various site functions if necessary.

  • Schedule a meeting with the client
  • Send links on how to log in and create a blog post in WordPress beforehand
  • Review use of gallery or any 3rd party plugins

SEO Checklist

  • Activate site cache
  • Check Site Title, Site Keywords, Site Description
  • (SEO Sync Clients Only) Increase SEO score as high as possible before going live

Double-Check Billing

This should be done as the client begins their project, but it’s always good to double-check. They can have installments or just our Basic Hosting at $35/mo.

Email migration via cPanel (Not Ideal)

Skip this task if they are using external mail (such as G Suite) or forwarding. This is only if we are hosting the client’s email. We need to do the following:

  • Provide instructions on accessing their new email BEFORE transferring. This is because they will lose access to their old email, and they’ll need to be able to access the new email
  • Once the prior step is confirmed, migration of old emails right before swapping the nameservers

Email migration via G Suite/MS Exchange (Ideal)

Refer to the above task if not using G Suite/MS Exchange. We will need to ensure that the proper MX records are listed in cPanel, or that they are kept with their current domain provider. Sometimes, the client has an IT Company that simply needs cPanel access to handle this for us. Confirm that before migration.

Switch nameservers

Here are our nameservers: ns1.businessdemon.com, ns2.businessdemon.com

Sometimes, we need to add our IP Address to the domain’s A record as well. The correct IP address is listed in the client’s cPanel account, on the right side. Make sure everything else is checked off before doing this!

Final SEO changes (SEO Sync Only)

Only applies when doing an SEO Sync Add-On. There are a few SEO Changes that are impossible without the site being live. In some cases, we might make a new site “live” before it’s complete to wrap up SEO. For this task to be marked complete, the score should be at least 95/100.

Finalize email to client

Once the site is fully transferred, a final email should be sent with the following included:

  • ‘Thank You’ for working with us
  • SEO Score PDF
  • Hosting information, such as benefits and pricing
  • Any additional recommended services, such as Ongoing SEO

ADA/WCAG 2.1 Compliance Job Template

ADA or WCAG 2.1 AA Compliance and Audit Job Template

Job / Product Description

Web Content Accessibility Guidelines (WCAG) version 2.1

WCAG compliance allows disabled persons to navigate and interact with a publicly used or small business website in accordance with the American Disabilities Act. It must address the needs of people who cannot see, hear, have colorblindness, or other disabilities that would otherwise interfere with their ability to utilize the basic functions of the website.

These changes will allow special browsers the ability to read text aloud, include high contrast graphics for people that are colorblind, and modify texts size for vision impairment. This also includes adding in accessibility statements to the website.

A complaint filed against a business can result in $4000 per violation and up to $150,000 in fines regarding the website alone.

The Americans with Disabilities Act (ADA) guarantees equal opportunity for individuals with disabilities in public accommodations and services (especially in the government) as well as telecommunications.

Websites and digital asses are regulated with government recommendations via the WCAG. These standards are continually and advancing and require updates.

There are 3 levels of compliance. “AA” is the standard for websites to be legally compliant and navigable by most disabled persons. “A” is a bare minimum, and “AAA” is perfect Compliance (and extremely difficult to achieve).

Technical Description:


Who should be WCAG Compliant?

All state and federal government agencies in the United States are required to be ADA Compliant. Additionally, private businesses that are considered “public accommodation” are required to be ADA Compliant, which includes but is not limited to:

  • Inns, hotels, motels
  • Restaurants, bars
  • Bakeries, groceries
  • Banks
  • Accountants, law offices
  • Healthcare providers
  • Public transportation
  • Schools
  • Social service centers
  • Gyms

Sales Process

Initial Meeting

Most potential clients will not have a full understanding of what the ADA and WCAG are and the consequences of noncompliance. In our first meeting, we want to educate them on the needs of disabled clients, how it can be advantageous to their business, and keep them from legal liability. Prior to this meeting, we will need to do an ADA screening. (see below). There is a slideshow and a physical brochure that will walk through the process and is the outline of the initial meeting.

The ADA brochure will walk through the following

  • What is ADA and WCAG?
  • Who needs to have it?
  • What are the penalties?
  • What can we do to help?
  • Letter of Confirmation.

What is not included in the initial scope.

There are limitations to the level of design and interactivity that can be developed and still maintain compliance. Design elements such as color may need to be altered. Some images because of their contrast with overlaying text may need to change, and some tools or plugins that are not compliant may need to be replaced. Budget will always dictate the conclusive amount of work that is done, however, we typically set these limits in place for an initial scope of work. Somethings, such as video production will need to be developed as a separate scope of work. Below are items that can be added as a separate contract.

  • Videos must be closed caption
  • Videos cannot autoplay
  • No sliders with multiple images
  • Limited Animation
  • NO PDFS

Submission

The Rep is responsible to fill out and submit the WCAG blueprint in either paper or digital. PDF tools, print copies, and a form on the website are available.


Final meeting

Delivery of the product should include a site badge linking to our letter of Confirmation standards, a pdf of the actual letter, and a walk through of the changes made.  It is important that the client understand that the letter of confirmation asserts that as of the date signed the site meets the standards set to that date and that ongoing service may be needed to upgrade in the future.


Administration

The admin’s focus will be to create a billing that matches the scope of work listed in the blueprint.  Be aware that ADA can stand on its own but is usually an overlay added in with other products. ADA requires enhanced hosting and cannot be added to a standard or reduced-cost membership.


Production

The Key will coordinate through a preselected WAS third-party contractor.

Follow all normal 1099 Contract guidelines

Once the third party has completed the task it is the responsibility of the key to check that all work is done, and all guidelines have been met. They will fill out and sign the Confirmation Letter and deliver the site back to the rep.


Scope

  • Phase I: Intake & Assessment
    • ADA 101:Initial set up of the meeting.
    • Create an ADA Screening Report for the meeting. Determine if an Audit is needed.
    • A full audit needs to occur prior to a build to evaluate the scope of work. The audit is a detailed list of checks and documentation that is provided to the client. This coordinated by the Key for web dev or Prop to complete. Blueprint for ADA is completed based on the audit.
    • Rep sets up a second meeting that affirms scope and Calendar. The audit is provided to the client with the option to apply to build.
    • Admin will bill and Key will confirm and submit Blueprint.
    • Project is added to calendar and client is provided with links.
  • Phase II: Production
    • The Key will coordinate with the 3rd party contractor to make changes to the site.
    • This phase should be allotted 3 weeks to complete.
    • Key, web dev, or prop will do an independent check of the work.
    • Key will give weekly updates to the Rep.
    • Key will give email updates on work that has been done or on delays.
  • Phase III: Construction & Add-Ons
    • Key or Prop goes through the checklist and signs letter of conformance.
    • Letter Badge is posted on website
    • Sales notifies client of completion, delivers pdf of letter conformance or certification of conformance, and has last walkthrough.

 


Products

Free ADA website screening

The first step is to get an initial screen of your site. Sometimes the issues are right up front, and this free screening will allow us to make a quick assessment of your website. We offer this free when you schedule an ADA consultation with us.

These checks cover just a few accessibility issues and are designed to be quick and easy, rather than definitive. A web page could seem to pass these checks, yet still have significant accessibility barriers. More robust assessment is needed to evaluate accessibility comprehensively.

This page provides checks for the following specific aspects of a web page. It also provides guidance on Next Steps and links to more evaluation resources.

Checks on this page:

  • Page title
  • Image text alternatives (“alt text”) (pictures, illustrations, charts, etc.)
  • Text:
    • Headings
    • Contrast ratio (“color contrast”)
    • Resize Text
  • Interaction:
    • Keyboard access and visual focus
    • Forms, labels, and errors (including Search fields)
  • General:
    • Moving, Flashing, or Blinking Content
    • Multimedia (video, audio) alternatives
    • Basic Structure Check

 


Full Website Audit

Once you have decided that your site needs to be WCAG compliant we evaluate the scope of the work. Every website is unique and there is no one size fits all or easy to install a plugin that can create compliance. The full audit may take several days and will produce an accessibility report. This will be used to determine the cost of your Accessibility project. We apply a portion of your audit to the final build.

The audit will be provided by a third-party contractor but double-checked by our Key.


ADA Hosting Membership (required)

All ADA memberships include one hour once a month updates to your site and an additional hour once a month to advise on content that you submit to us. Hosting Memberships also include discounts on SEO and other products. The most important aspect of our hosting is when you have a problem, you’re talking to a team that understands your website. Each product is priced with a minimum of two years of Hosting Membership.


Landing Page

Safe cost-effective, and keeps you in the game.  By reducing the workload from a complicated site with multiple pages we can streamline the process and get you compliant and accessible quickly. This is ideal for smaller businesses that are trying to be compliant but still have a need for an online presence.

Hosting includes SSL certificate SEO reporting upon request.


Standard Website Conversion

You might already have a website or need multiple pages and tools. We will look at your site’s infrastructure, forms, and media, then remap it out for ease of navigation. We go through page, by page, adding in screen reader information and labels. This process can take longer but when you’re done, you’ll have one less worry and something to be proud of.

This product is suitable for a client that needs to keep what they have but make it work within the guidelines of compliance. Clients who will need to update their sites will need this to maintain their compliance as they add new articles or services to the site.

Hosting includes our one hour once a month updates and an additional hour towards compliance issues.


New Website Build

Sometimes it’s easier to start from scratch!  With this approach, we can evaluate exactly what you need with your online presence and create new and compliant tools that can easily be upgraded in the future. The new build website gives you the freedom to create a modern, up to date, platform and includes our powerful SEO sync. This perfect for growing businesses that will use their website for marketing and promotion.

Hosting includes Ongoing SEO, one hour once a month for updates, and an additional one hour of monthly towards compliance issues.


Shopping cart

This is exactly like the Standard web build but we include the online store. The credit card and shop system are usually built with compliance in mind, however many of the products within will need modification. This is one of the more complicated projects, but the most important one. You will need your store to make you money, not create penalties.

Hosting includes Ongoing SEO, one hour once a month for updates, and an additional one hour of monthly towards compliance issues.


Letter of Conformance (Certification)

This is a signed and dated letter that certifies that on the date of signing that the website meets all current AA established guidelines, including the following list of points of compliance. Website Badge that attests that your site is currently compliant. ADA hosting is required to maintain our badge of compliance.


Job Posting for Third Party

We need a website made ADA Compliant, meeting WCAG 2.1 AA standards. Site consists of ___ pages and___ WooCommerce products. It currently scores an 82% in accessibility on Google Lighthouse, but we are looking for more rigorous standards.

Please provide an estimate of how long you think it will take and whether you are able to provide documentation (and if so, how much time it will take). If you do good work, it’s likely we will use you in the future for this type of project.