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New Client Walkthough

Welcome to Mavenlink!

You're here because a company you work with has invited you to join Mavenlink as a client. This article will introduce you to Mavenlink, show you how to log in, and give you some helpful tips to successfully collaborate using Mavenlink.

Did You Get the Invite?
In order to access Mavenlink, a current Mavenlink Account Member with the Can Invite? project abilities will invite you to the Client-side of a project. You’ll receive an email notification once they’ve done this.

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Follow the embedded hyperlink(s) in the body of the email to access the project workspace.

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If you haven’t yet created a Mavenlink account, you will be asked to set up and confirm a password for your email address.

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You’ll then be allowed to enter Mavenlink to take a look at the project.

Getting Started

If you have just been invited to the Client-side of a Mavenlink project, there are a number of things you should set up before getting started. First, let’s take a look at your Profile—accessible from the user Settings drop-down menu on the right-hand side of the main Mavenlink app bar; this menu is found under your name and profile picture.

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Profile

In the Profile settings, you can change your name, upload a photo of yourself, set your respective time zone, and provide additional personal information. Be sure to Save your profile changes before leaving.

Email Settings

Next, let's look at your Email Settings. Having multiple business or work email addresses in not uncommon, and you can add them all to your Mavenlink account. You'll be able to define your primary and secondary email addresses in the Email Addresses section.

More About Email Notifications Settings

Mavenlink keeps you up-to-date on projects by sending you emails when you have new notifications. You can change your notification settings in the Email Notifications Settings section.

Post Notification Emails

An activity post is a threaded conversation that occurs within a project. By default, every time something new is posted to a project, you’ll receive an email notification—regardless of whether it’s relevant to you or not. If you want to know what Mavenlink considers “relevant”, hover over the blue question mark.

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Mavenlink will send you an email notification when you are directly @mentioned, @all, when someone sends a private message to you, and when somebody replies to your posts and conversations—similar to Twitter or Facebook.

Post Notification Frequency

Choose whether you’d like to receive post notifications as they occur (in real time), as a collected daily digest, or a combination of both.

  • The “daily digest” is a single email sent between 4:00-5:00 p.m. (based on the Time Zone set in your Profile settings) that gathers all of your project activity post notifications for that day.

Task Notification Emails

Each project in which you participate is comprised of several tasks, deliverables, and milestones. With these settings, you can decide whether Mavenlink should notify you of all status, assignment, and date changes—or only those relevant to you. You can also completely disable task notification emails.

The Send new issue notifications option notifies you of any problems that are preventing a task or project from being completed. Check this box if you want to be notified about issues that are created on projects in which you are participating.

Other User Settings

Now, let's briefly cover some of the other options available from the user Settings drop-down menu.

  • To change your password, select Password & Authorizations.
  • If you use Google’s G Suite integration, you can sync your Google Apps data with Mavenlink.
  • You can export pertinent project data via CSV or Excel using the Your Exports selection.

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Dashboard

Next, let's jump into the Dashboard. You can access it by selecting Dashboard from the left-hand nav bar. The Your Dashboard view provides an overview of all your projects; it’s where you stay in-the-know with the latest Activity Feed posts and follow conversations across projects for which you’re a participant.

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If you are assigned any tasks that are past due or due in the next seven days, you can see them here, sorted by due date.

If participants on the Provider-side of the project are using Mavenlink for invoicing, you’ll be able to see any outstanding invoices across all of your projects.

Projects: Project List

Let's take a look at the Projects List tab. You can access it by selecting Projects from the left-hand nav bar.

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In the Projects List view, you will see a list of projects for which you're a participant. Each project name acts as a hyperlink that you can use to directly access the project. Selecting a project from the list will open the project’s “workspace”—the underlying foundation for your work in Mavenlink. When you’re in a project, you’ll notice tabs such as Activity, Task Tracker, Gantt, and Files displayed across the top. By clicking on these tabs, you can access specific project-related areas.

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Activity (tab)

You can monitor the progress of your projects from the project Activity tab. Use the Activity Feed to create a public post (visible to everyone working in the project) or a private post (visible only to specific individuals). These activity posts are essentially threaded conversations you have or follow with other project collaborators. You can also @mention an individual directly to make sure they receive an email notification.

You can also Upload Files from your computer to attach to your message post. If you’ve enabled the Google G Suite integration, you can Attach Google Files directly from Drive—such as Docs, Sheets, and Slides.

You can use the Link to Task option to select a task that belongs to this project; this will create a reference to the task in the post for organizational purposes. Once you’ve finished, click Post.

Project Adim Box

Next, let's look at the Project Admin box. By default, you’ll have access to the Team and Schedule tabs. If you’ve been granted project Financials permissions (or higher), you can access the Budget and Payment tabs.

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Team—By clicking the Team tab, you can see who’s collaborating on the project with you—on both the Provider and Client teams.

Schedule—On the Schedule tab, you can check the start date and due date of the project.

Budget—On the Budget tab, you can monitor the overall budget and approve or decline any proposed budget changes.

Payment—If the account you’ve been invited to uses Mavenlink for invoicing, you can access the project’s complete invoice history on the Payment tab.

Task Tracker (tab)

Let’s move on to the Task Tracker tab, which contains all the actionable task types (tasks, milestones, deliverables, and issues) that need to be completed to keep your projects moving forward on time and on budget, even if the Provider team is managing the project for you.

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Simply click on an individual task from the Task Tracker to open the Task Details side panel, which allows you to jump to different task-related sections and take a look at the information associated with each task.

Gantt (tab)

Accessing the Gantt tab gives you a visual representation of your project timeline in an interactive bar chart that illustrates the project schedule and allows you to see all your tasks, milestones, deliverables, and issues, including their start and end dates.Gantt-tab.png

Note: The Gantt tab appears only if you are invited into a project that belongs to an account with a Teams subscription plan (or higher).

 

Files (tab)

Finally, on the Files tab, you can locate any files that were previously added to the project.

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All Done!

This about covers the basic starting functionality when joining Mavenlink as a client.

However, there are some additional options that can be accessed from the left-hand nav bar; Time & Expense, Billing, and Settings as well as an Upgrade button if you want to investigate getting your own Mavenlink account.

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If you have any other questions, you can access Mavenlink’s Knowledge Base, Training Center, and tutorial repository from the Support drop-down menu.

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