Welcome to your Allfred Self-Onboarding Guide! This comprehensive guide will help your agency smoothly implement and effectively use Allfred. You'll find clearly defined roles, recommended initial workspace settings, ideal workflows, and valuable tips for seamless onboarding.

📚 Tailored Guides by User Roles:

Agency Responsibilities Before Onboarding

Ensure a successful onboarding experience by completing these preparatory steps:

✅ Assign an onboarding lead: Designate one team member to coordinate with Allfred’s onboarding team.
✅ Schedule onboarding time: Allocate dedicated slots for onboarding activities.
✅ Gather essential data: Collect client details, brand information, internal rates, and clearly define user roles.
✅ Set clear goals: Identify clear success metrics (profitability, invoicing efficiency, resource management).
✅ Communicate internally: Clearly articulate the benefits and expectations of using Allfred to your entire team.

📨 Step 1: Invite Users to Allfred

The first essential step is to invite your team members into Allfred:

Follow these instructions to invite users.
Invited users receive an email with a link to set up their passwords.
Prefer Allfred support to handle invitations? Simply send us the completed spreadsheet available here.
🤔 Unsure about user roles? Check out our role definition guide.

✅ Step 2: Recommended Initial Workspace Settings

To kickstart your workspace efficiently, we recommend setting up these essential elements:

⚙️ Workspace Settings

Configure these critical settings for an optimized workspace (only role Admin):

Notification Preferences
Agency Legal Entities
Financial Settings (revenue and expense accounts, VAT rates, bank accounts)
Task Statuses tailored to your workflow
Automate Task Creation options
Planning Settings

Learn how to configure workspace settings here.

📂 Data Import & Basic Setup

We offer import templates for key data such as clients, brands, contractors, rate cards, and financial accounts.

📌 Download the import template here (a spreadsheet with multiple sheets you can fill in and return).

Alternatively, these can also be set up manually in your workspace. Assign a dedicated team or individual to:

Add Clients and Brands and Contact persons
Create Contractors
Establish Rate Cards (default or client-specific)
Create Task Group Templates to streamline workflow

🔄 Step 3: Recommended Workflow

Every agency has its unique workflow; however, based on our extensive experience, we recommend the following optimal workflow as a simplified illustration of how Allfred ideally functions:

Project Managers or Team Leaders create budgets and then convert them into projects using the "+Project" button.
Project Managers assign tasks to users, or users can independently create tasks.
Traffic managers, Users, or Project Managers can plan tasks via capacity allocations in Planning.
Everyone regularly tracks their time.
Project Managers prepare requests for invoicing; CFOs/Admins review and approve these requests.
Incoming expenses are usually recorded by Project Managers and approved by the CFO/Admin. Overhead costs are recorded directly by CFOs/Admins.
Monitor real-time profitability and financial reports once financial documents are issued.

Want to track overheads and internal projects within your agency? More information is available here.

🔌 Integrations & Additional Setup

Allfred offers integrations tailored to your agency's needs. Need a specific integration that's missing? Let us know at [email protected], and we’ll explore solutions during onboarding!

Available Integrations: