How to Upgrade a Client to BFT Canva

Purpose

To ensure clients who have purchased the BFT Canva Add-On are granted timely access to the Canva portal and all key supporting assets are correctly configured within StudioHub. This SOP outlines the Support team's end-to-end process for fulfilling the add-on after the agreement is signed.

Scope

This SOP applies only to the Support team. It begins once the BFT Canva Add-On agreement is signed and a Google Chat notification is sent to Support. It covers Canva access, StudioHub setup, and client communication.

It does not include any creative design work or marketing activity related to the Canva platform.

Definitions

Roles & Responsibilities

Prerequisites

• The client has signed the BFT Canva Add-On agreement in Ignition
• The client's email address is available and Canva-compatible (e.g. Gmail or already linked to a Canva account)

Triggers

• A Google Chat message is sent to the Support channel with the following structure:

TASK: Begin Client Add-On

Please begin the Add-On process.

Client Name: [Client Name]

Client Service: BFT Canva Add-On

Client Email: [email@example.com]

Start Date: [DD/MM/YYYY]

Step-by-Step Process

Receive Google Chat Trigger

1. Monitor the Support channel in Google Chat
2. When the above message is received, confirm it includes all required details
3. If any information is missing or incorrect, follow up with the sender before proceeding

Add Client to Canva Portal

1. Log in to Canva using the admin account associated with the BFT Canva portal
2. In the top-right corner of Canva, click on your profile icon and ensure you’re viewing the BFT Canva team (not your personal Canva workspace)
3. Click on “Settings” from the left-hand menu
4. Navigate to the “Groups” section
5. Select the group labeled “All”
6. Click “Add People”
7. In the pop-up field, enter the client’s email address exactly as provided
8. Click “Add to Group” to send the invitation
9. Canva will now email the client an invite to join the BFT Canva portal

Update Custom Values in StudioHub

1. Log in to StudioHub and navigate to the client’s sub-account
2. Click on Settings in the left-hand menu
3. Scroll down and select Custom Values
4. Locate the custom value field named “QR CODE | Headline”

5. Update the text to:

   VIEW OUR LATEST OFFERS

6. Click Update to save your changes

Update Website in StudioHub

1. In StudioHub, navigate to Forms > Websites
2. Locate the Agency Website (not a studio-specific or test site)
3. Find the Lead QR Code page
4. Click the three dots (⋯) next to the page, then select Settings
5. In the Path field, update the URL to include the studio’s location name:
   1. Replace the word “suburb” with the actual studio location
   2. Example: /suburb-qr > /richmond-qr
6. Click Update to save the new path

Add Link in StudioHub

1. In StudioHub, navigate to Links from the left-hand menu
2. Click on Add Link
3. In the Name field, enter:

LEAD | QR Code Page

4. In the Link URL field, enter the full URL using the correct studio location:

https://www.bft.fit/richmond-qr

5. Click Save to add the new link

Send Welcome Email to Client

1. Log in to Help Scout and ensure you are in the Support mailbox
2. Click New Conversation in the top right
3. Click the + icon for more options to open the full email editor
4. In the Saved Replies search bar, type BFT Canva
5. Select the BFT Canva Welcome Email from the results

6. In the Subject line, enter:

   Welcome to BFT Canva!

7. Click Add Recipient
8. Copy the client's email address from the original Google Chat message (the one that notified Support of the Canva Add-On)
9. Paste the email into the Recipient field and click Send

Notes

• All steps should be completed within 1 business day of receiving the Google Chat trigger
• If the client email is not compatible with Canva, notify the client and Support Manager
• The BFT Canva status in the Client Bible in Monday.com will automatically be marked as YES
• URLs in StudioHub must reflect the correct studio location — double-check spelling and casing

Tools Used

Templates