How to Start or Create a New Project | Step-by-Step SOP

Purpose

This SOP outlines the step-by-step process for uploading a new client project. It ensures that every project is properly documented, organized, and tracked from the beginning, maintaining consistency and data security across all team members.

1. Requirements Checklist

Before starting the project upload process, make sure you have collected the following items from the client:

✅ Inspirational Website(s) (reference links or design examples)

✅ Logo (in PNG, SVG, or vector format)

✅ Content (text, images, and any brand material)

✅ Login Details (WordPress, hosting, domain, or cPanel)

✅ Total Pages and Their Names (complete sitemap if available)

✅ Any Specific Notes (special requests, colors, fonts, or functionality)

Ensure all of these materials are complete before proceeding.

2. Project Uploading Steps

Step 1: Create a New Project in ClickUp

Open ClickUp and create a new task/project.

Use the following naming format:
Client Name (Country)
(Example: John Smith (USA))

Add the project under the appropriate workspace or list (e.g., “Active Projects”).

Step 2: Create a Folder in Google Drive

Create a new folder using the same name as the ClickUp project.
(Example: John Smith (USA))

Copy the folder link and paste it in the ClickUp Description section — as shown in the reference photo.

This folder will contain all client files, media, and communication records.

Step 3: Collect and Upload All Client Data

Take screenshots of all client chats, including conversion and order chat.

Download all images, videos, documents, and other files shared by the client.

Upload everything to the client’s folder in the SMTP Drive account.

Double-check that all files are uploaded correctly and organized in labeled subfolders (e.g., “Logo,” “Content,” “References”).

Step 4: Create a Subdomain for the Project

Create a new subdomain using the same name used in ClickUp.
(Example: johnsmith.youragencydomain.com)

Upload the project files or WordPress installation to this subdomain.

Paste the subdomain link in the ClickUp Description section below the Drive folder link (as shown in the reference photo).

Step 5: Add Client Login Details

Add the client’s login credentials (WordPress, hosting, or domain) to the Client Login List spreadsheet or document.

Ensure the credentials are stored securely and accurately.

Step 6: Add Inspirational Website Links

At the bottom of the ClickUp description section, paste the inspirational website links shared by the client.

Follow the same structure shown in the reference photo to maintain consistency.

Step 7: Update Discord Activity Section

Go to the Discord Activity channel.

Send all important links that are difficult to copy from screenshots (e.g., Drive folder, subdomain, or project file links).

If a meeting was held with the client, also send the meeting link and notes to the Discord Activity section for tracking.

Step 8: Update Project Information in ClickUp

Update the order date in ClickUp if the order is still in progress.

Set the priority tag following the Order Tag SOP.

Update the status of the project according to the Order Status SOP.

Important Notes

Always use the same description format inside ClickUp as shown in the reference image.

Ensure all uploaded materials are stored under the official SMTP Drive account only.

Maintain a professional and organized structure for every project — no personal accounts or local storage should be used.

Double-check all links (Drive, subdomain, etc.) before marking the project as uploaded.

Would you like me to make a short “Quick Reference” version of this SOP (a one-page version with bullet points only) for your team to view quickly inside BookStack?