Client Training Guide

Document ID: WBL-DEL-TG-[ID]-v1.0 Project: [PROJECT NAME] Client: [CLIENT NAME] System(s) Covered: [CMS / Automation Platform / Website] Trainer: [PM / Developer NAME] Training Date(s): [DATE(S)] Training Format: ☐ Live (video call) ☐ In-person ☐ Recorded walkthrough ☐ Self-paced (this guide only) Recording Link (if applicable): [URL]

Purpose: This guide serves as the operational reference manual for [CLIENT NAME]'s team to manage, update, and maintain the [system(s)] delivered under this project. Keep it accessible. Update the relevant sections if your setup changes.

If you get stuck: Contact your Webility Project Lead at [PM EMAIL] or [SUPPORT EMAIL]. For urgent issues (site down, automation stopped), use the emergency contact in Section 8.

Part 1 — Getting Started

1.1 What Was Built

This project delivered the following systems that your team will manage:

1.2 Your Team's Access

The following users have been configured with access to each system:

To add or remove users: [Instruction for this specific platform — e.g., "Go to Settings > Users > Invite User" or "Contact Webility to add/remove admin-level accounts."]

Security reminder: Never share your login credentials with others. Each team member should have their own account.

1.3 Accessing Your Systems

Two-factor authentication (2FA): [Instruction — e.g., "2FA is enabled on your CMS admin. You will need your authenticator app (Google Authenticator / Authy) to log in. Backup codes were shared with your Account Director at handover."]

Part 2 — Website Content Management

(Complete this section for CMS-based sites. If this project did not include a CMS, mark N/A.)

2.1 CMS Overview

Your website uses [CMS NAME] ([version if applicable]) as the content management system.

What you can do yourself:

• Update page text, headings, and descriptions
• Add, edit, and delete blog posts or news articles
• Upload and manage images and files
• Update team member profiles
• Update service descriptions
• Manage navigation menus (with caution — see note in Section 2.6)

What requires a developer (do not attempt yourself):

• Changing the site's visual design or layout
• Installing or updating plugins/themes (unless you have a Maintenance Plan covering this)
• Editing PHP / JavaScript / CSS files directly
• Changing DNS settings or hosting configuration
• Installing new plugins without approval

2.2 Logging In

1. Go to [ADMIN URL]
2. Enter your email: [email]
3. Enter your password (stored in your password manager)
4. Complete 2FA if prompted
5. You will land on the Dashboard

Forgot your password? Use the "Lost your password?" link on the login page — reset email will arrive within a few minutes. Check spam if not received.

2.3 Editing a Page

Step-by-step:

1. From the Dashboard, go to [Pages / Content / Collections] in the left sidebar
2. Find the page you want to edit — you can search by name
3. Click the page title to open the editor
4. Make your changes in the content editor (see Section 2.4 for editor tips)
5. Click [Save Draft] if you want to save without publishing, or [Update / Publish] to make it live immediately
6. Preview your changes using the [Preview] button before publishing

Important: Changes published using Update are immediately live on your website. There is no staging buffer unless your plan includes it.

2.4 Using the Content Editor

Your site uses [Block Editor / Gutenberg / WYSIWYG / Sanity Studio / Contentful / etc.].

Formatting basics:

• Bold: Ctrl+B (Windows) / Cmd+B (Mac), or select text and click Bold button
• Italic: Ctrl+I / Cmd+I
• Headings: Use the paragraph dropdown to select H2, H3, etc. (do not use H1 — that is the page title)
• Links: Select text → click the link icon → paste URL. For external links, check "Open in new tab."
• Lists: Bullet list and numbered list buttons are in the toolbar

Adding images:

1. Click the [Add Media / Insert Image / Upload] button
2. Upload a new image or select from the media library
3. Always fill in the Alt Text field (describes the image for accessibility and SEO)
4. Choose the appropriate size variant — do not upload images larger than 2MB

Images should be:

• Maximum 2000px wide for full-width images
• Saved as JPG (photographs), PNG (graphics/logos), or WebP (preferred for performance)
• Under 500KB wherever possible (use squoosh.app to compress before uploading)

2.5 Managing Blog / News Posts

To create a new post:

1. Go to Posts / Blog / News in the sidebar
2. Click Add New
3. Add a title, content, featured image, and excerpt
4. Select the appropriate categories and tags
5. Set the publish date (publish immediately or schedule for later)
6. Click Publish

Best practices for blog posts:

• Title: 50–60 characters for best display in search results
• Excerpt: 150–160 characters (used as meta description if not set separately)
• Featured image: at minimum 1200 × 630px (for social sharing)
• Add an Alt Text to the featured image

To edit or unpublish an existing post: Find the post in the Posts list → click the title → make changes → click Update. To unpublish: change Status from "Published" to "Draft."

2.6 Menus and Navigation

Navigation menus can be edited, but proceed carefully. Changing a menu incorrectly can break navigation for all visitors.

To edit a menu (WordPress):

1. Go to Appearance → Menus
2. Select the menu you want to edit from the dropdown
3. Add pages from the left panel or drag-and-drop to reorder
4. Do not delete menu locations or create new menus — contact Webility if you need structural navigation changes
5. Click Save Menu

If in doubt: Ask Webility to make navigation changes on your behalf under your Maintenance Plan.

2.7 Managing Media (Images, Files, PDFs)

All uploaded files are stored in your Media Library ([Media / Assets / Files] in the sidebar).

• You can upload images, PDFs, documents, and other files
• Files you upload will have their own URL — you can link to them directly
• Do not delete files that are already in use on pages — this will create broken images/links
• If you want to replace an image, upload the new one and update the reference on the page; then optionally delete the old one from the media library

2.8 Team / Staff Profiles

[Describe specifically how the client manages this for their site — e.g., "Team members are managed as a Custom Post Type called 'Team'. Go to Team → All Members to edit existing profiles or Add New to add a new member."]

Fields for each team member:

• Name (used as the page title)
• Job Title
• Bio
• Headshot photo (square, minimum 400×400px, professional)
• LinkedIn URL (optional)
• Email (optional)

Part 3 — Managing Your Automation System

(Complete this section for AI automation projects. Mark N/A if not applicable.)

3.1 System Overview

Your automation system processes the following:

3.2 Accessing the Automation Dashboard

1. Go to [PLATFORM URL]
2. Log in with [credential instructions]
3. You will see your active workflows
4. Green = active; Red = inactive; Orange = error

3.3 Monitoring for Errors

How to check if a workflow ran correctly:

1. Click on the workflow name
2. Click [Execution History / History / Runs] tab
3. Green checkmarks = successful runs
4. Red X marks = failed runs — click to see the error message
5. Forward error details to Webility if you cannot resolve them

Common errors and what to do:

3.4 What You Should NOT Change

The following changes to your automation system require Webility's involvement:

• Changing API keys or connection credentials
• Adding new nodes/steps to a workflow
• Modifying field mappings
• Changing trigger conditions
• Connecting new third-party services
• Anything in the [System Settings] area

Making unauthorized changes to automation workflows can cause data loss, duplicate processing, or missed records. If you need a change, submit a support request.

3.5 Human Review Steps (if applicable)

The following steps in your automation require a human decision before continuing:

Never approve without reviewing — the automation cannot verify the content is accurate for your business.

Part 4 — E-Commerce Management

(Complete this section for e-commerce projects. Mark N/A if not applicable.)

4.1 Managing Products

[Specific instructions for the client's platform — Shopify, WooCommerce, etc.]

To add a new product:

1. [Step 1]
2. [Step 2] ...

Key fields to complete for every product:

• Product title and description
• Price (and sale price if applicable)
• SKU / product code
• Stock quantity (enable inventory tracking)
• Product images (minimum 1000×1000px, white or transparent background preferred)
• Product category
• SEO title and description (if your platform has a separate SEO section)

4.2 Managing Orders

[Describe order management workflow specific to their platform.]

4.3 Discount Codes

[Describe how to create and manage discount codes.]

Part 5 — Analytics & Reporting

5.1 Accessing Google Analytics 4

1. Go to analytics.google.com
2. Sign in with [email address]
3. Select property: [PROPERTY NAME]

Key reports to bookmark:

5.2 Understanding Your Key Metrics

Part 6 — Routine Maintenance Tasks

These are tasks your team is responsible for on a regular basis. If you have a Webility Maintenance Plan, some or all of these may be managed by us — confirm with your PM.

Managed by Webility (if on a Maintenance Plan):

Part 7 — Common Tasks Reference

Part 8 — Support & Escalation

8.1 Warranty Period

Your project includes a [30]-day warranty period beginning on [LAUNCH DATE] and ending on [DATE + 30 DAYS].

During this period, Webility will fix verified bugs attributable to our work at no charge.

What the warranty covers:

• Functionality that was working at launch and has since broken without any client changes
• Display issues not present at the time of launch sign-off
• Integration errors originating in Webility's configuration

What the warranty does not cover:

• New feature requests
• Issues caused by client changes to content, code, or settings
• Third-party platform changes (plugin updates, API changes by external providers)
• Issues introduced by unauthorized access to the hosting environment
• Content-related issues (broken links you create by updating content)

8.2 How to Report an Issue

To report a warranty or support issue:

1. Email: [SUPPORT EMAIL]
2. Subject line: [CLIENT NAME] — [SITE NAME] — [Brief description]
3. Include:
   • URL of the affected page
   • What you expected to happen
   • What actually happened
   • Browser and device (e.g., Chrome on iPhone 15)
   • Screenshot or screen recording if possible
   • Steps to reproduce the issue

Response times during warranty:

8.3 After the Warranty Period

After [DATE], support requests are handled under your [Maintenance Plan / Ad-hoc support at [RATE]/hour].

To purchase a Maintenance Plan or request support after warranty expiry, contact [PM EMAIL].

8.4 Emergency Contact

For P1 emergencies (site completely down):

[PM NAME]: [PHONE / WhatsApp] — available [HOURS, TIMEZONE] Emergency support line: [PHONE / EMAIL] — for critical incidents outside business hours

Part 9 — Training Completion Record

Attendees

Training Sign-Off

I/We confirm that:

• The systems described in this guide have been demonstrated to our team
• We have had the opportunity to ask questions and practice key tasks
• We understand how to access support during and after the warranty period
• We have received or can access the recording of the training session (if applicable)

Client Training Recipient:

Name: ___________________________ Title: ___________________________ Signature: ___________________________ Date: ___________________________

Webility Trainer:

Name: ___________________________ Signature: ___________________________ Date: ___________________________

Appendix A — Credentials Reference

(Do not store actual passwords here. This table references where credentials are stored.)

Appendix B — Useful Resources

Webility — WBL-DEL-TG-[ID]-v1.0 | Client Training Guide Confidential — for [CLIENT NAME] authorized personnel only.