Part - One
Part - OnePurpose: To guide users on creating a virtual shelter for clients.
Audience: New onboarding clients or clients upgrading their services.
Request clients to define:
Shelter locations
Kennels and cages
Importance of accurate information:
Verification by another team member.
Discuss additional locations (e.g., vet or foster) that clients may want.
Expect a ticket in HubSpot with client-uploaded layout documents.
Types of layouts to anticipate:
Actual maps
Digital layouts (e.g., Chameleon)
Hand-drawn maps
Access the Shelter Buddy site:
Navigate to Administration.
Use the search bar to find "Edit Dropdown Lists."
Use Ctrl-F to locate "Shelter Locations."
Click Edit.
Screenshot shelter locations for reference.
Compare client-provided layouts with Shelter Buddy data.
Confirm:
Room names match client expectations.
Kennels are numbered correctly.
Create wireframes using Canva:
Utilize Canva’s whiteboard feature for layout design.
Draft the virtual shelter design.
Prepare to transfer the design into a more formal document (to be covered in the next steps).
Recap the importance of accurate information and communication with clients to ensure a successful virtual shelter creation process.
Part - TwoOverview of the client's shelter locations and mapping document.
Purpose of creating a virtual shelter map using Canva.
Navigate to the whiteboard in Canva.
Importance of using the specific square element for virtual shelters.
Can be resized into rectangles.
Contains a built-in text field.
Steps to create the first box:
Change the background color to white.
Set the border thickness to 2.
Working room by room:
Example: Mapping rooms 401 to 424.
Using the duplicate function for efficiency.
How to duplicate and align boxes:
Use the duplicate button to create rows.
Adjust the size of boxes as needed.
Adding numbers to the text field:
Double-click to edit the text.
Process of mapping over a provided layout:
Duplicate boxes to match the original map.
Remove the original layout once the new boxes are in place.
Adding text to represent room names or numbers:
Use the subtitle text option.
Consider placing a rectangle around the room information for clarity.
Grouping elements:
Grouping allows for resizing and moving multiple elements together.
Ungrouping when necessary.
Importance of locking elements to prevent accidental movement:
Lock the original map and newly created sections.
Steps to lock and unlock elements in Canva.
Recap of the key features learned in Canva for creating a virtual shelter map.
Encouragement to practice these techniques for effective mapping.
Part - 3Importance of effective communication with clients.
Overview of using Canva for streamlined communication.
Accessing the Comment Section
Locate the comment section at the top of the interface.
Highlighting Elements
Select an element to leave a comment.
Example: Questioning if "dog rooms 10, 2, 3, and 4" is accurate.
Creating a Comment
Formulate a question (e.g., "Is this supposed to say dog room 10 or dog room 1?").
Click the up button to submit the comment.
Client Response
Client can log in and respond to comments (e.g., confirming "dog room 1").
Reviewing Client Feedback
Log back in to see client responses.
Make necessary adjustments based on feedback (e.g., changing "dog room 10" to "dog room 1").
Marking Comments as Resolved
Option to mark comments as resolved once changes are made.
Sharing the Document
Use the share button to generate a link for clients.
Allow clients to edit the document directly.
Communicating the Share
Send the link via Tallyfy with a note about the comments left for them.
Recap of the benefits of using Tallyfy for client communication.
Encouragement to utilize the commenting feature for efficient collaboration.
Part - Four Ensure the final draft is approved by the customer.
Navigate to the client's site (e.g., Virtual Shelter).
Click on "System Options" and then "Regions."
Choose the specific location for mapping (e.g., Hollister).
Click on "Set Virtual Kennels."
If no images are present, click "Manage Image" to upload the wireframe.
Tag the image as "default."
If updating an old wireframe, keep the original for reference.
Double-check the sizing with the client, especially for lengthy images.
Familiarize with the interface:
Adkinel: Add boxes for kennels.
Shelter Locations: Names of rooms.
Test Box: Rarely used.
Clear Shelter: Option to clear mistakes.
Choose a shelter location (e.g., Kennel A).
Draw a box to represent the room.
Select "Add Kennel" and choose the appropriate kennel.
Use the mouse to draw inside the lines for accuracy.
Save your work.
If a kennel does not look right, use the "Clear" option to remove it and redraw.
Repeat the process for all locations (e.g., Puppy Yard 1 and 2).
Ensure all kennels are evenly mapped.
Go through each kennel location to confirm all kennels are accounted for.
Complete the mapping in one sitting; there is no option to save progress.
Click the back button to exit mapping mode.
Verify the mapping for the selected location (e.g., Dallas).
If any issues arise with the final outcome, return to "System Options" to make adjustments.
Clear and redraw any problematic areas.
Keep the client informed about the mapping process.
Remind them that any changes in sizing require a complete remapping of the virtual shelter.
Be aware that mapping large virtual shelters (300-400 kennels) requires careful planning and execution.
Before you begin designing the wireframe, always double check that the locations and kennels are correct in the clients SB Site. Admin > Type ‘Edit Drop Down’ > Ctrl F ‘Shelter Locations’ > Maintain
For Kennels: Ctrl F ‘Kennel’ > Edit (Take Screen shots if needed)
Triple check with client on any mismatching locations or kennel #'s
Communicate with client through the Comment Section in Canva and send link through Tallyfy/Hubspot
When final draft is approved, upload to client site and check sizing. If the sizing seems okay to you, ask client to check the VS on their site, once they approve of the size, you can begin mapping. (Communicate through Tallyfy/Hubspot)
When Mapping, start off with Shelter Locations first, add Kennels Second.
When Mapping, it is always great to have the original wireframe accessible. You may need to see a kennel/box that is covered in orange, 'aka' if you make a mistake and need to re-map it.
Before you hit the back button, go to Add Shelter Locations and Add Kennels to double check that you did not leave any undone.
Inevitably, you will make a mistake or map the wrong box, have a piece of paper handy and write down any areas that you may need to correct afterwards.
Once you have completed the map, go to the Client Version of VS and take a look. You can also go back into the VS builder and clear out or remap any areas that you made a mistake in.
When everything is finalized, let client know and complete the task in Tallyfy!