Part - One

Virtual Shelter Builder

1. Introduction

• Purpose: To guide users on creating a virtual shelter for clients.

• Audience: New onboarding clients or clients upgrading their services.

2. Initial Client Communication

• 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.

3. Receiving Client Information

• 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

4. Verification Process

• 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.

5. Mapping and Building the Virtual Shelter

• 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.

6. Finalizing the Virtual Shelter

• Draft the virtual shelter design.

• Prepare to transfer the design into a more formal document (to be covered in the next steps).

7. Conclusion

• Recap the importance of accurate information and communication with clients to ensure a successful virtual shelter creation process.

Part - Two

Creating a Virtual Shelter Map in Canva: A Step-by-Step Guide

1. Introduction to the Project

• Overview of the client's shelter locations and mapping document.

• Purpose of creating a virtual shelter map using Canva.

2. Setting Up Your Canva Workspace

• 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.

3. Designing the Shelter Layout

• 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.

4. Utilizing Canva's Smart Functions

• 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.

5. Mapping Over Existing Layouts

• 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.

6. Adding Text and Grouping Elements

• 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.

7. Locking and Unlocking Elements

• Importance of locking elements to prevent accidental movement:

  • Lock the original map and newly created sections.

• Steps to lock and unlock elements in Canva.

8. Conclusion

• Recap of the key features learned in Canva for creating a virtual shelter map.

• Encouragement to practice these techniques for effective mapping.

Part - 3

Client Communication using Canva Comments

1. Introduction to Client Communication

• Importance of effective communication with clients.

• Overview of using Canva for streamlined communication.

2. Utilizing the Comment Section

• 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.

3. Leaving Comments

• 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").

4. Tracking Changes

• 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.

5. Sharing with Clients

• 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.

6. Conclusion

• Recap of the benefits of using Tallyfy for client communication.

• Encouragement to utilize the commenting feature for efficient collaboration.

Part - Four

Mapping Virtual Shelters

1. Confirm Final Draft

• Ensure the final draft is approved by the customer.

2. Access Client's Site

• Navigate to the client's site (e.g., Virtual Shelter).

• Click on "System Options" and then "Regions."

3. Select Location

• Choose the specific location for mapping (e.g., Hollister).

4. Set Virtual Kennels

• Click on "Set Virtual Kennels."

• If no images are present, click "Manage Image" to upload the wireframe.

• Tag the image as "default."

5. Maintain Original Wireframes

• If updating an old wireframe, keep the original for reference.

6. Verify Image Size

• Double-check the sizing with the client, especially for lengthy images.

7. Tour of Shelter Mapping Interface

• Familiarize with the interface:

  • Adkinel: Add boxes for kennels.

  • Shelter Locations: Names of rooms.

  • Test Box: Rarely used.

  • Clear Shelter: Option to clear mistakes.

8. Start Mapping Shelter Locations

• Choose a shelter location (e.g., Kennel A).

• Draw a box to represent the room.

9. Add Kennels

• Select "Add Kennel" and choose the appropriate kennel.

• Use the mouse to draw inside the lines for accuracy.

• Save your work.

10. Redraw if Necessary

• If a kennel does not look right, use the "Clear" option to remove it and redraw.

11. Complete Mapping for All Locations

• Repeat the process for all locations (e.g., Puppy Yard 1 and 2).

• Ensure all kennels are evenly mapped.

12. Final Review

• 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.

13. Back to Virtual Shelter

• Click the back button to exit mapping mode.

• Verify the mapping for the selected location (e.g., Dallas).

14. Addressing Issues

• If any issues arise with the final outcome, return to "System Options" to make adjustments.

• Clear and redraw any problematic areas.

15. Client Communication

• Keep the client informed about the mapping process.

• Remind them that any changes in sizing require a complete remapping of the virtual shelter.

16. Important Note

• Be aware that mapping large virtual shelters (300-400 kennels) requires careful planning and execution.

Things to Keep in Mind

• 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!