How to use the Team Portal

This guide explains what each page does, where new records are saved, and when information synchronizes with another system.

Start with clients

Important: “Saved in the Team Portal” does not automatically mean “sent to an outside provider.” External synchronization happens only where the table below explicitly says it does.

Recommended daily workflow

Open CRM & Today and complete overdue or due-today work.
Review Submissions; assign an owner, check urgent items, and update status.
Use Manage Clients for the official customer record, invoices, reminders, and document uploads.
Review Calendar, Communications, and Compliance.
End the day by checking Revenue and the KPI dashboard.

What each page can do

Manage Clients

Create and edit official client records, services, stages, invoices, reminders, referrals, and documents.

Use one normalized email per client.
Uploaded files go to the private document bucket.
New clients also create/update a CRM contact.

Submissions

Review intake forms and service requests received from the Client Portal, update case status, and invite prior intake clients into their secure portal.

Urgent requests receive a shorter follow-up deadline.
Status changes and portal invitations are audited.
These are shared Client Portal records.

CRM & Today

Manage leads, pipeline stage, lifecycle, source, tags, next follow-up, next action, and expected value. The Today Queue combines work from CRM, clients, submissions, and calendar.

Calendar

Create internal work or a 15-minute consultation. Consultations synchronize with Cal.com after its encrypted credentials are configured; edits and cancellations update both systems, while sync failures remain visible for retry.

Communications

Create multilingual drafts, approve them, and send approved email drafts through Brevo. When the secured Brevo webhook is configured, delivery, open, click, bounce, block, and unsubscribe events update message history.

Customer 360

Open a client from Manage Clients to see one profile containing service stages, submissions, CRM actions, communications and Brevo delivery, appointments, documents, invoices, reminders, and referrals.

Revenue

Combines client invoices with manually entered operating expenses. PayPal-created invoices and webhook payment updates can update the related client invoice record.

Service Price Catalog

Defines ME Shield prices, deposits, partial-payment eligibility, cancellation terms, refund terms, and optional invoice/receipt disclosures for billable administrative services. Tax services include a Myles Tax Services LLC filing disclosure so clients understand why that firm may appear on Form 1040. Insurance and Infinite Banking consultations are free. Government, USCIS, IRS, state, county, and third-party fees are separate and must not receive the 4% adjustment. Draft services never populate invoices.

Documents

Review document inventory, classification, retention metadata, and deletion requests. A deletion request creates a reviewed workflow; it does not immediately erase the file.

Compliance Center

Add obligations, jurisdiction, owner, due date, evidence name, notes, and status. These are internal operational records until an external compliance integration is added.

Social Publishing

Create and approve content inside the Team Portal. Only the explicit Send to Buffer action transfers an approved post to connected Buffer channels.

KPI Dashboard

Read-only operating totals calculated from CRM, clients, submissions, compliance, and revenue data. Fix source records rather than editing KPI numbers.

Business Growth Priorities

Shows four rotating actions with a measurement target. Refresh ideas creates a new plan and saves it in TEAM_KV for the team.

Resources & Maintenance

Resources opens third-party tools. Data Maintenance is owner-only and creates private backups plus controlled reconciliation; it is not a daily data-entry page.

Where new information is saved

Page / action	Primary storage	Synchronization	Important limitation
Manage Clients	PORTAL_KV	Shared with Client Portal; contact is copied into CRM/TEAM_KV	CRM edits do not automatically rewrite the client record.
Submissions	PORTAL_KV	Shared with Client Portal; tasks appear in Today Queue	No carrier/provider submission occurs automatically.
CRM leads	TEAM_KV	Used by Today Queue and KPI dashboard	Not HubSpot synchronization.
Calendar events	TEAM_KV	Used by Today Queue and Customer 360	Cal.com consultations synchronize by booking UID; internal deadlines remain portal-only.
Communications	TEAM_KV	Approved email drafts can send through Brevo; secured webhooks update delivery history	Secure Portal messages are logged but not emailed; SMS is not implemented.
Client document upload	R2 + PORTAL_KV reference	Available to protected portal workflows	External Drive links remain external.
Document metadata	TEAM_KV	Document Center only	Deletion requests do not immediately erase objects.
Invoices / payments	PORTAL_KV	PayPal invoice creation and verified webhook updates when configured	U.S. Bank is the business checking account; bank-feed synchronization is planned separately.
Service Price Catalog	One TEAM_KV record	Active services can prefill new client invoices and copy approved terms and service disclosures into PayPal invoices and branded receipts	Draft prices never populate invoices; choosing a catalog item does not send an invoice until the client record is saved.
Expenses	TEAM_KV	Revenue and KPI reporting	No automatic bank-feed import until a read-only connection is approved.
Compliance items	TEAM_KV	Dashboard/KPI reminders	No automatic filing with regulators.
Social posts	TEAM_KV	Buffer only after explicit Send to Buffer action	Saving or approving alone does not publish.
Growth plan	TEAM_KV	Shared across Team Portal sessions	Not sent to marketing platforms.

Four operating rules

Use Manage Clients as the official customer record; use CRM for sales/follow-up work.
Never place SSNs, payment-card data, or sensitive documents in notes or communication drafts.
Do not assume an item was sent externally unless the page confirms the provider action.
Correct source records first; dashboards and KPIs should remain calculated views.