hello and welcome you are now looking at basecamp.com and basecamp.com is a cloud-based service allowing you to work together with other people whether you want to collaborate on specific projects or you want to have a long-term business relationship with them and you're going to be working together you can use basecamp as a joint workspace basecamp allows for the organization of specific projects that are going to be time-based as well as task-based and allowing you to work together to share documents and files it provides you a calendar of your activities has mobile applications and allows you to integrate with other applications online in this course we'll be looking at the various versions of basecamp and how you access them as well as how to use the interface effectively to work with other people when the course is complete you'll know all of the basics are necessary for you to create a project collaborate with other people and to share files and documents in order to finish the project at the end of the course we'll show you some tips on how to navigate some of the various ways that you can skip around inside of basecamp hello and welcome you are now looking at basecamp.com and when you enter this site you'll default to basecamp 3.0 however there are two additional versions of basecamp and both versions have very loyal following of users if you do an internet search for basecamp classic there is no front page however there is a signup form where you can become part of basecamp classic basecamp classic has a free version that will allow you to work with one project it will also allow you to upgrade to a basic version at twenty four dollars a month where you have five gigabytes of storage and you can do 15 projects at the same time you can actually go as high as 149 a month where you'll have access to campfire which is more like a live real-time way of being able to communicate with the other members of your team a basecamp classic is an older version of base camp 2 which you can also sign up for and again doing a simple internet search for base camp 2 you'll be able to find this page and you'll be able to start a 60-day free trial the basecamp 2 has tiered pricing you can manage 10 projects a month for 20 and then more projects you want to do you'll be able to manage them at one hundred dollars and finally you can manage unlimited projects with 100 gigabytes of storage at 150 dollars a month of course as you can see here you can manage unlimited projects if you're willing to pay all at once you can have 500 gigabytes of storage now the current version of basecamp basecamp 3.0 is designed to replace basecamp as well as some of the other applications that people use in order to gain productivity therefore as you can see it's designed for you to have file storage document use as well as messaging and real-time chat and the pricing at 99 dollars a month is designed to replace all of these other systems where you'd be doing those things individually with a team the most popular place to start is going to be base camp 2 until you have a need for all of the other systems or until you feel comfortable justifying 99 dollars a month so we're going to start with using basecamp 2 as our base of operations now if you already have a username and you'd like to start with basecamp you can start a trial with your current username or you can create your name login and password at this screen once you've created your login and password you are then ready to begin using basecamp 2. welcome back you are now looking at a mobile device and you'll notice that in the search area that there is the word basecamp and that's because we're going to go to look in our app store to find the app for base camp 2. and so we're going to do a simple search for base camp 2. we'll be able to scroll down and look for it inside of the app store and you'll notice there that basecamp 3 is there as well as basecamp 2. so we're going to open and install basecamp 2. basecamp 2 will then ask you for your login and password you'll enter it here now you should then be able to navigate the mobile application which should also mirror the desktop application and everything that you'll need will be here in your workspace and this is important to note because you'll be working with other individuals and they'll be able to work from their mobile device as well as on their desktop computer you can access your settings in your mobile device by going to the right hand corner you'll then be able to manage your account as well as to reset the app and contact support welcome back we are now going to customize the account profile to do that we're first going to start by going to the right hand corner and clicking account and the first thing you'll see is all of your billing information you'll see how much space you're using versus your limit you'll see your current plan as well as any invoices that you have had and then where your billing is being sent so if you want to change any of that you can change that here where it says change invoice details the other thing that's customizable on this name you'll notice that this account says thomas duncan's base camp what you can do is you can change that account name so that it is something else and you can change that and write something else in and then save the changes everything is saved then in real time now the other thing you're going to want to do is you're going to want to click this link that says me when you click this link you're going to have some other personalized information that you can change you're going to first click update your personal information what you can do here is you can change your time zone so your time will be reflected in all of your interactions with the people that are going to be in your group you can also upload a photo we can choose a file here from our hard drive when you do that you're going to click save my changes the only other things you're going to want to note is that if you want to have a different base camp id you can actually use it to access this particular account we're going to click save my changes and what you'll notice about the image is that every place that you are going to be interacting you'll see your avatar show up inside of base camp just as it is here now you're going to notice two links at the top here everyone and me me is going to have all of your personal information and will actually be showing you that in a separate video now the next video what we're going to do is we're actually going to change the basecamp settings which will change because you are the administrator of the account now if you are going to be using this along with someone else's administrator you'll still need to retain some control because you are the billing contact so even if you want to turn over administration to someone else you'll still retain control of the basecamp account welcome back now this video we are going to customize our basecamp settings and to do that we're going to go to the me tab we're going to go to the next tab over now we're going to click your base camp settings now all of these settings are going to be important because you're going to be interacting with multiple people in multiple time zones so you are going to want to make sure that your email notifications come someplace where you check your email regularly you are going to want to make sure that you have an address that you will definitely see on a regular basis currently there are no projects that we have available however what you can do is you can make it so that you only get notifications for specific projects so if you have interactions that you rather not see what's happening or if you have another administrator and they are really overseeing a particular project you can make it so that you will not get notifications unless you go into the account and decide that you want to get them now the email frequency is very important because if you are interacting on a particular project and you really do need to see when changes are made you're going to want to have this email sent to you every time there's an item done now when you're doing and you're completing tasks you are going to see a lot of emails and when someone creates something upload something or they complete something you can easily get a number of emails and sometimes what that means is that important things will get buried because you are focusing on little things that come to you as soon as they happen so if you know that there are going to be lots of notifications or you find that there are lots of notifications once you get started you can change this so that you're only going to get a summary every few hours again everything depends on the kind of project you work on the individuals you're working on but typically you are going to want to have a summary just because of the number and the volume of emails that you'll be getting if you work with a team especially now one of the ways that you can manage this process further is you can have a daily recap sent to you every morning now again if you're having a summary sent to you every few hours then this may not be necessary but if you want to start your day by taking a look at what's been done and especially if you were working with people from other parts of the world they're completing their work at night and you need to know what has been completed you can have a daily recap sent now this option has it so that basecamp will send you an email if someone completes something that you created so it's not just when someone completes a task it's when they complete a task that you have placed here so again you'll want to take note of this and then make a decision about how you want to interact with a particular project and then finally there are the calendar preferences if you want your calendar to show monday as the first day you can tick this box and what that does is that means that when you see your calendar you'll see there that monday will be in the first column the weekend or saturday and sunday will be in the last two columns and it just makes a more visual presentation of what needs to be done hello and welcome now in this video we are going to start the process by creating a new project and all you have to do is to go to this plus button on the left side here and click plus that's going to then open up your project and of course you're going to give your project a name then you'll want to add a description now that's going to appear to anyone that is going to see the project or if you're going to invite them to it then you're going to think about the individuals that you're going to want on your team and when you do that you're going to write their email addresses here in these spaces you're going to decide at this point if you're going to give them the option of creating their own project now we're going to cover this in another video so at this point we're not going to do anything with this particular link we're going to include a welcome message with the individuals that we're going to be inviting and once we do that then we can then start the project that's at this point that we can differentiate between the person that is actually going to work on the project with us and the client and someone that we don't want to have see everything that we're going to be doing we're going to cover the client in another video you can at this point switch over to the client in order to do a different kind of imitation now you can at this point create a template as you are going you can also use this process to start creating a template now again this is going to be a separate process so because we're just inviting someone new to the project we're not going to create a template at this point so we're going to do now is we're going to click start the project that's going to open up into the project space what we're going to do here is we're going to go back to the project page briefly what you're going to notice is that neither one of these projects are starred now when you start a project this is going to highlight it on this page so in this particular case we're going to click this star starring it will prioritize the ones that you designate now when you initially start a project what you can do is you can start with a discussion you want to have with the individuals that are going to be part of your team that will fall in the discussions area then you'll start to see that you're going to have project updates showing at the very beginning we can add any to-do lists and then that list will appear in your project area and the files will then appear inside of this project you can add in a text document and then that document will be part of your project archive you can add in an event that event will be seen by anyone that is on this team then any events that you have scheduled will appear in the top right hand corner now if you recall we've invited someone to this project so let's take a look to view what they will actually see the first thing you'll notice is that the individual that gets the email will have been invited to the project now they may or may not have a basecamp account but they can accept the invitation in order to get started with the project if they already have a basecamp account they can take this step otherwise they can use their google account or the account where you have sent the email i'm going to go ahead and click use their google account now you'll notice now that this individual has access to the basecamp tutorial videos i'm going to click inside of this project and then they'll see all the very same things with the project that the administrator sees okay so now that the project has been created we will cover each and every one of these project links in separate videos welcome back now in this video we're going to work with the discussions and in order to start a discussion with the other individuals that are on your team and involved in the project you'll need to go first to this area and then click post a new message give the message a title and then we'll need to write in what the discussion is going to be about now of course this is a wysiwyg editor you can write this as you would any other text document you can make things bold or anything that you want the most important part is going to be that you can determine who is going to get the message so in this case we can click this two people and we can determine that these two people are going to be the ones that will get the email in other words everyone on the team or we can decide specific individuals will get the emails and then others will not but what we can also do here is we can give notification to someone who's not part of the project so we can click this link and then we can write in a name and email address they will be able to reply by email but they won't be able to see the rest of the project and this is a way that you can have non-participants involved in one aspect of the project without giving them full access to the nature of the discussion what we can also do is if we know that our team is checking base camp on a regular basis we can choose not to email anyone about this discussion we can start the discussion when the individuals come inside of base camp and they see the discussion there we can attach a file to this discussion as well as an individual google docs link we're going to link a file here and we're also going to do a google docs link and we click this link we'll be asked to attach our google docs and we'll need to connect our account to basecamp we'll then allow basecamp to view our google docs files and then basecamp will be integrated with our google drive and we can choose any of our files to attach to basecamp once we have everything to start our discussion we can then click post this message now when we have completed the discussion what we can do is we can archive the discussion so in other words once the discussion is no longer needed by the team we can click archive this discussion and then it will appear in the archive discussions page we can go to that same area and then we can click reopen this discussion and then the discussion will be part of our project page and you'll see that discussion here now we'll take a look at the discussion from the perspective of the individual that's part of the team and not the administrator and you'll see that this individual sees the exact same in terms of the discussion they'll even see that there's been a record as to what has happened since they've last viewed the project now the files will also appear in the files area in the entire project so you'll still have access to the files even though you don't click inside of the discussions welcome back we are now going to work with the to-do list section and what you'll notice about the to-do list section is that this is not one running to-do list this is a set of to-do lists so for example you'll see that there is a to-do list that is already written here we can create a second to-do list and we can click this button to save it we can create a third to-do list in fact we can create unlimited to-do lists in this section so if you have different groupings of to-do lists that pertain to this project you can create them in this area now to create an actual to-do list item you're going to write in this dialog box and when you write into the dialog box you can assign these to dew points to a specific person so you can write in yourself or you can write in the other individual and once you do that you'll notice that basecamp will tell you that person will be notified by email about this to do item what you can then do is give this to-do list item a due date and that means you can give it a date in the future and then the individual then have something that they need to do on a specific day and a specific time what you can then do is if there is any file specifically related to this to do item you can attach it and again you can select that file from your hard drive or from your google docs which is now connected once you've done that you can then click add this to do so now you have an item created specifically for an individual to complete and a due date for that item as well as any files pertaining to that item you can create one for yourself also and you can then click add this to do when you begin to add to do items you're going to notice a couple of things if we go up to the calendar page and click this link you'll notice that those two to-do items are now on the calendar so you have the to-do item for the individual that has been assigned a certain task you also have the to-do item that you are personally responsible for now of course as time goes along the individual will complete the items or you'll complete your items and you'll need to come in base camp and what you'll do is you will check off the box and then they will check off the box and what happens is then you'll see that although the section is still available there are no more visible to-do lists you'll also see a record of that fact in the latest project updates if you go back to the calendar what you'll notice is that these items have been completed and they'll show as being completed on the calendar in fact one thing that we can do from the calendar is we can click the individual to do's and we can determine that they have been completed from the calendar now to-do list for the particular project if we click the link that says to-do list you'll see your to-do list at a glance and you can look at different views of those to-do lists including those to-do's that have already been completed hello and welcome now in this video we are going to work with the text document inside of your project and when you are in your project screen if you scroll down to the bottom you'll note that we have already created or started creating a text document we can edit that document by clicking on it that will then bring us to the edit screen and we can write any content that we want inside of this document and all we'll have to do is to click the edit this document that'll give us the wysiwyg editor and then we can write in whatever changes that we want to make now once you've written in everything that you want to have in there you can make any changes that you want to make and then you can save the changes now this document will then be permanently part of your project now the other people that are part of your project they can work on the document also for example as we are logged in with the other individual we can go into the project area we can go into the project and then we can scroll down to the very bottom and then we can have access to the same document you can click on this document and edit this document and we can make any changes that we need to make also so then whatever changes are made by the other individuals on your team that will become part of this document they will then save their changes and this document can then be worked on in real time and as you can see this document is being worked on by one individual as well as another individual and all of the changes are being saved and reflected in real time and as a team you can create as many text documents as you want as well as have other team members to create those documents so the other team member that we're working with they can create their own document and then as they're working they can make any corrections and then they can save them that then becomes part of the project and then as administrator when we go back to our screen we'll also have access to the very same document now one of the keys to making base camp effective is the method in which you are able to have discussion with the other team members and there are several ways to do that we have already talked about the fact that you can start a formal discussion about a particular topic but one of the other ways that you can start a discussion can be based on the to-do list so for example if we create this to-do list and we need to have some discussion about this particular item if we click inside of here what you'll notice that we can do is we can discuss this to-do list now when we create these messages we can decide that the individuals that are involved will get the message by email or we can decide that we'll leave it to them to see the message when they log in and that's going to be a case-by-case choice and this time we're going to make the choice that this individual is going to get the message so we're going to click add this comment now when you choose for the other participants to get email they'll see the topic they'll see what you wrote for discussion and then they'll have a clickable link back to that discussion inside of basecamp on their side that individual can then write in their comments and so you'll notice now that there is a discussion just regarding this to-do list we can actually do the same thing for an individual item in a to-do list so for example we can click inside of this item and we can write in comments to have discussion about now again now this comment is in contrast to the comments that were made on the to-do list in general this is specific to an item in that to-do list we can also have discussion about individual files so if we click on a file and we click discuss this file we can then write in our comments what you'll notice is that because this document was uploaded with a particular to do item then the discussion item goes with that to do item we can also have discussion for text documents if we click on the document you'll notice that if we scroll down to the bottom we can discuss this document we can decide whether or not we want the comment to go to someone or we can choose to add the comment now what you'll notice also is that even though these were not posted as formal discussions they fall into the discussion area of our board and since we are in the administrator board we want to notice the same thing and you'll notice then that those discussions are in the discussion area so the manager project anything that has a link or is clickable typically has a discussion associated with it and you can write in your comments and you can know that the other teammates will get it through their email when they see it and one thing that you'll want to do is to encourage everyone that's on your team make sure to read the email that comes from basecamp welcome back now one of the ways that we can manage our projects is to move items between projects so for example we can take one to-do list or a to-do list item and we can move it so in this case we can take this entire to-do list we can click move and we can move this to either start a new project or we can move it to an existing project once we have the project in mind we can click move this to-do list then that to-do list is going to be in one of our non-starred projects so if you recall we started one project and that's why that project is in this area we have another project which is not started because it's not one of our primary projects so we're going to click explore basecamp here and what we're going to do is we're going to find that to-do list and we're also going to find all of the discussions that go with that to-do list we can go back inside of that to-do list now and we can move that to-do list back where it was and then that to-do list will be back where it was inside of the other project we can take another route and we can copy that to-do list to another project so we can go back inside of the project we can click copy and we can copy this to-do list to another location we can copy this to another project we can include the comments preserve the due dates also and we can copy the entire list to an existing project now one of the ways that we can manage dates when we are working on a project is to do so within the calendar go to this calendar area and you'll see that we have several to-do lists now what we can do is we can move the dates around by dragging and dropping so for example we have a meeting planned on the 16th we can move that meeting to the 14th and that'll be reflected now inside of basecamp we can then take a to-do item we can click on it and we can drag it to another date in fact we can drag other to-do lists to other dates welcome back now it may be that you want to determine how you want to be notified for a particular project once you've actually started working with it and in order to do that you're going to go to this link that says me and then you're going to change your base camp settings so you'll click that link what you'll notice is that unticked is email me if someone completes a to do that i've added as well as emailing a daily recap now you can choose to have those sent or if you choose that you want to log into basecamp every day you can have these unticked so really these are only for tracking purposes and if you're going to track by logging in you won't need to have emails sent to you you'll also notice that in the product notification settings that only some of our projects are sending us email even with this frequency we can have it sent for all of our projects or we can habits enforce some of our projects and if we know that there's going to be one project that's going to be intensive in the number of emails that it's sending we can choose to have that project unticked and then basecamp will only send us email at this frequency for the projects that we determine so basically the setting that you see right now will send you the least amount of email from basecamp depending on what kind of projects that you have however if you're responsible for tracking the project you are going to want to make sure that you are logging in and there are some tools that basecamp has which we will cover in the next video welcome back now in this video we are going to track the progress of our projects and we can do that by going to the everything tab and everything tab gives us several views of things that have happened in all of our projects over all time so we can go and browse every discussion review all the open to do's within lists we can look at every single file we can read all of the text documents we can show forwarded emails as well as deleted items now again each one of these links is going to show us all of the activity over all time and this screen is actually good for finding things when something has happened or you're trying to trace activity however we want to know what has happened since the last time that we logged in we'll want to go to the progress bar and we're going to click progress here that's going to give us a listing of all of the activity noted in base camp inside of our projects made by individuals within those projects so we'll be able to walk back through each and every one of these activities and note exactly what happened as an administrator we can look at the activity of everyone on our team so for example we can click the activity of an individual on our team and we can see their latest activity specifically we can click all and see all of their activity specifically now we can track progress specific activity by going inside of a project and we can click on all updates if we click on all of the updates we'll be able to follow everything that's happened and we want to be specific of course we can look at all of the discussions now these are not necessarily updated outside of these areas however as you can see we have alternatives to find out what has happened again since we've last logged in back in this video we are going to start tracking our project through the project calendar and in a previous video we were able to move certain items on the actual calendar and change dates and that brings us to the fact that we can control our calendar through our to-do lists as well as our events so in fact these are the items that will appear on the calendar and you can control which calendar that you actually see at a given time so if you have certain to-do list items in a certain project you can choose not to show that project and you can choose not to show any project or you can choose to show one project at a time now you can add a calendar at this link you can add this calendar you can choose a color you can choose the names of the individuals and then we can add a calendar now when we do that each of the calendar has settings so we can take off all the other calendars and then we can go to our new calendar and click this link and then we can look at the calendar settings and here we can change the calendar name once we do that we can click save changes and from this calendar view we can add events direct to the calendar we can click inside of the calendar and then this will reflect new event now when we create this event we can have a reminder sent at a specific time one day before or two days before and we can do that at a specific hour we can choose to mail this event to a certain individual or certain individuals and then we can click add this event now this event will only show on this calendar and will not show on the rest of our project calendars so if we change the calendar back to our particular project you'll notice that that project no longer shows on our calendar now the calendar will appear at a six-week glance if we want to look at this calendar and an agenda view we can click this link and then this will show us a different view of what's coming up next on our calendar clicking the link will bring us back to the visual calendar view and all the same items exist for all of the individual calendars if we bring this calendar into its own view and click the agenda view we can see all of the to do dates in order welcome back now as the project administrator we have the opportunity to work with individuals in the way we want them to be part of our team and so we can go to this tab that says everyone and then we can go to the other individuals on the team and click inside of their link we can then do this link that talks about superpowers and access to projects what we can do from this screen are several things we can give this individual the opportunity to create projects on their own that means that they'll be able to create toward our limit whatever it is we can give them the ability to be the admin so they'll be able to do just about everything that we do we can also give them the ability to be part of our billing so we can allow them to control the billing if we have a certain individual that's going to handle that in our team we can also control their access from this screen to other projects so for example we could choose to give this individual access to other projects that would give them that'll give them access as a participant we can give this individual access to our calendars we can click the all or we can choose individually from this button we'll be asked here if we choose to use all we'll click ok and then the individual is then given access to all of our items within the calendar view of course if needed we can remove this individual entirely from basecamp they will not be able to log in or their login will no longer work appropriately so every individual that becomes part of this team we have access as the administrator to control their access welcome back now on the project entry screen you'll notice that there is a link here for templates if we click that link you'll notice that there are no templates right here but one of the things that we can do is we can make a template from an existing project and what we're going to be able to do then is we're going to be able to take that template and we're going to be able to use it to start any project that we want so when we have something that we have worked with and we think it's going to work for other projects we can use that as a basis for all of our other projects so we can then click this link that says make a template from an existing project and then if we determine that one of our projects is going to be suitable we can click this button that says copy to a new template the process will start and then once the process is complete we can then click go to the new template and you'll notice then that we have a project template even though we don't have individual dates at this point now when we get ready to create a new project and we want to use a prior project as a basis we can go to this template link and then we can choose to click one of the templates in this case we only have one and we can then click this link we can then start a project with this template so we're going to now click this plus button and at this point we can choose to publish this project or we can delete it if we don't like it and assuming that we looked at it and we don't like it we can then just delete it now there is another way to create templates and if you come back to the project template screen and you click create a new template what you can do is you can use each one of these elements to put in to a sample template what you want there what you're doing by creating your template up front is you're saving time by making sure that all the elements that are commonly used are in your project from the start and you can do that by setting up a template and then of course when you're ready again to create a project you'll click inside of the template and then you'll click this plus button welcome back now in this video we are going to discuss emailing content to your individual projects if you go inside of your project view and you scroll all the way to the bottom you're going to notice that in the right hand corner there's a link that says email content to this project you're going to click that link and what you're going to notice across the top are five different ways for you to add content to your base camp projects and each one of those ways will give you a specific email address to send content to to add something to your project so if you want to start a discussion you will use this specific email address if you want to start a to-do list you'll use this email address and then correspondingly you'll use the other information as they've stated here in base camp again each of these email addresses are project specific so in other words you won't be able to use this email address to start a discussion in a different project but only this one and so to get access to the different address you'll need to make sure to go to your project view and then you'll need to go inside of the project you'll need to scroll again to the bottom and then click the email content to this project and again you're going to get a different email for discussions now each way of sending content has a specific methodology for example you're going to create a to-do list by email you have to start with the subject line to-do list and then you'll need to write the different items on different lines that you want inside of your to-do list now you should then get an email notifying you that your list has been added to your basecamp project you should also then see the additions inside of your basecamp project now each set of instructions is specific and you'll want to make sure that you are following the parameters in each one one thing that basecamp suggests that actually works very well is to make sure to add email addresses for all of your projects to your address book so that you don't have to cut and paste the address every time you want to send an email to your project welcome back now there are a number of little things you can do to make managing base camp easier and we're going to show you some of those shortcuts right now one thing is the dragging and dropping of files so if you go to any place on your project page you can take any file and drag it right onto that file page and then it will file into the file area and you can label it of course you can do the very same thing for any of the to do items you can drag the file into this box it will then be part of that particular to-do list and then you can add this comment in fact any place where there is a comment area you can drag and drop a file in this area now again you'll need to label it however you can quickly provide information to individuals that need it now the other thing that you can do is you can reorganize priorities so for example we can take this to-do list we can click on it and we can drag it down into the second position we can drag the third one up into the second position and basically any item that's on this project page is one that we can reorganize based on dragging and dropping we can do the same thing with the to-do list items we can reorganize them based on how we want to see them or how we want them organized now this can be a particular help when you have long lists of to-do items and finally returning to dragging and dropping we can take any discussion post and once again you'll see the area that allows us to drag and drop our file into this document so you have easy ways of being able to add content to your project whether you choose to go direct to the product screen or even if you choose to use the email feature shown you in an earlier video so for example if you want to upload files to a project by email you can also use this email address particular to the project and you can type files into the email and then you can add your attachments to the body of that email so once we see that we have our email set up we've got our file here all we'll need to do is to make sure that we hit the send button you'll then see that the file has been added welcome back now basecamp the search bar is as much a navigation tool as it is a method of finding things and you can use it effectively to jump around between projects as well as other things in your admin area so for example to move between projects you'll want to type in the first few letters and one of the things you'll notice is that you'll see all of your projects at a glance when you use a search bar so all you'll need to do is know the first few letters of your search bar or the main word and then you'll be able to find that project within basecamp wherever you are on any page you can find the search bar by typing in the g key and the f key that'll bring you right to the search bar where you can find anything that you need you can also use the g key along with numbers to jump around within basecamp so for example if we click the g key and one we'll then come to the project screen if we click the g and the two we'll then come to the calendar if we click g and three we'll then come to the everything screen g and 4 will come to our timeline g and 5 will bring us to everyone and then g and 6 will bring you to the me screen these are all shortcuts that will make your life easier when you're navigating using basecamp welcome back we've now worked through all of the basic aspects of basecamp we've created discussions to-do lists files and text documents we work with the various aspects of the calendar we've also gone through the different ways of being able to track the progress of your projects and we've walked through the different ways of being able to create content for the project you know now how to customize your base camp setting so that you get only those notifications that you want and you've also walked through the kind of account that we're going to be using and we chose to use basecamp 2. once you've used basecamp it's quite possible for you to upgrade to something that will allow you to use more of its capability now once you go up in price it's quite possible that you may need the upgrade to basecamp 3. now this is a totally different interface however if you are looking at cost alone base camp 3 is 99 for unlimited storage and unlimited members and base camp does incentivize you to take a look at the third level and the point where you'd be indifferent at price is when you're up around 100 projects okay so with that thanks and i'll see you either in another video or in another course hello and welcome you should now know the basics of being able to create content inside a base camp as well as to be able to organize it you know how to invite team members you know how to post discussions and create to-do lists you know how to bring in the files and text documents to be discussed among team members and you know how to manipulate and control items on the calendar to keep everyone on track you also know how to create and use templates so that you can repeat successful projects and borrow elements from projects that you've done in the past however there are a few things that if you learn them you'll be able to be even more productive with basecamp such as working with groups working with clients and working with individuals that are outside of your team as well as integrating with popular applications that you're already using once we do that we'll be ready to walk through an entire live example of a product launch on basecamp we'll even discuss a strategy for using basecamp that will allow you to make the most of your storage space as well as your team's activity hello and welcome now you may have noticed that within the scope of a project you may be posting a discussion or you may be posting a to-do list and let's say that you are posting a new discussion you probably notice that you can email the message to the people who are already on the project and you get a choice of those people in this area however there may be a case where you want to group these people differently and so basecamp has a way of doing that by giving you a company or groups option what you're going to do is go to the everyone tab now what you're going to do first is you're going to create a specific company and you'll do that by clicking this link that says make a company you're going to put the names of the individuals inside of this area and once you have the names you're going to click create the company now that you have the company what you can do is you can create a group or department inside of that company so you'll click add a group or department and you're going to name the group what you're going to do now is you're going to add only the people who are part of this group then you're going to click create the group so now you have a group and a company so now when you're choosing people for a specific discussion what you can do is you can choose people from within a certain group as opposed to just having their names or using the default of everyone and this is another way of bringing in multiple people on a project and giving them only the information that they need to see and act on welcome back now in this video we are going to work through the process of inviting a client to one of our projects now there could be a point at which you and your team are going to be working with an individual where you're going to be performing work for them and you're going to want to have them in on some of the conversations but not on others if that's the case you're going to go to this invite more people area you're then going to place here the client now you're only going to want to do this if you're going to have someone working with you from outside you don't want to see everything and that's the case then you're going to click yes turn on client access now what you're going to do is you're going to invite the client and then you'll send the invitation what happens now is that when we create a new message what you'll notice here is that we can then designate these messages so they are not shown to the client so we can just click this link and this will tell basecamp not to share this message to our client we can go back through our to-do list we can click inside of that to-do list we can click edit and then we can determine that this to-do list will not be shown to the client and we'll click save changes we can go back and edit our documents and we'll have this option given to us don't show this document to the client we can click this button and then click save changes so now what we have is a way of going back to our old content editing it so that we can make sure that the client does not see it as well as all of our new content whether or not it's something that we want the client to see when they're part of the discussion now we can modify this individual's profile we go to everyone and we click on their name and then we can click their super powers and access to projects again all we're doing is making sure that the client has access to only one thing we want to give them access to other things we can do that from this screen when the other individual logs in they'll only see two to-do lists as opposed to the three that are already there they'll only see one text document as opposed to the two that are already there so basically what we've done is we've given them access to part of the project but not everything and this does is allows you to have input from the client while at the same time controlling access from things that they don't need to see until the project has been completed welcome back now you may want to work with a freelancer or outsourcer on a project and you don't want to give them access to the entire project now what we have is you have the option of creating a client login for them so that you can limit the number of things that they'll be able to see within a project or what you can do is to create sub projects so for example you can make it so that an individual will only have access to certain projects and while everyone else on the team might have access this individual will only have access to that project that you have designated for them what you're doing in this case is you're creating a new project and that project is only going to be for certain aspects of a project and you're only going to invite the individuals that will be temporary or they're only going to be part of this one project and not a part of the larger project then once the project is completed what you can do is go into the project settings and then you can archive this project so that the individual will then have access but not access to the things that you don't want them to see you can also manage the project further by making sure that this individual is no longer part of your team and by going into their superpowers you can go to this right hand link and you can remove that individual entirely from your base camp system and by using and archiving sub projects you will not have more projects than you need counting towards your base camp limit welcome back now another option that you have in terms of getting people involved in a project while at the same time limiting their access is to give someone access without basecamp at all so for example if we go into a project and we create a new message and we start a discussion what we're going to do is we're going to come into the screen and we're going to click let me choose who should get the email now we always have access to our team we have access to the group within a team but what we're going to do in this case is we're going to click loop in someone who isn't on the project and we're going to do is we're going to put another email address in here of someone that we want to give access to this discussion but not anything else in the project and then we're going to post the message into the project this individual is going to get an email from the basecamp system we're going to click inside here what you're going to notice is that there is a message there is a subject to the message and then there are some instructions so you'll see here that there is a message to the individual so the individual can then reply to the message by email even though they will not have clickable access to anything in the actual project and then inside of our project you'll notice that there's a reply and that is a reply from the individual that is not part of our team and not part of our base camp but yet able to reply to a specific discussion you can also open up existing items to the individual that is not part of our base camp so for example we can then open up this item and we can then click edit and what we can do is we can make a comment on this particular item so that we can draw the other individuals in then what we're going to do is we're going to click this change then what we're going to do again is we're going to click loop in someone and then we're going to type in the name of the individual that we want to get our message and then we're going to click add comment now what we've done is we've looped in the individual that we want to have access to this discussion but not the rest of the project now the individual received a message from base camp on that particular discussion they also receive the two attachments of the two documents that are part of the discussion so again you can have someone part of your discussion that is not part of the base camp team that's also not someone that you're going to be working with that through your invitation by email they'll become part of the system welcome back now it's quite possible that you may be using a calendar program like outlook and you will want to be able to integrate basecamp into that calendar now any integration is going to go one way in other words you're going to have to create the content and create the activity in base camp it will be synced then to your calendar now it won't work the other way around so that what you do with your calendar will appear on the basecamp calendar that said what we can do is we can go individually inside of each project scroll all the way to the bottom and you'll notice then that there is a link that says ical you can click that link and then what you'll do is you'll choose the application that you're using it so for example if you're using outlook or if you're using another calendar system you can choose that calendar system at this step what you'll see then inside of your calendar program is that you'll see the project from base camp and you'll see the associated calendar with it and now you'll see the base camp items inside of your outlook another way to subscribe to the calendars is to go to your calendar application and then you'll notice you have all of your calendars here and you can click subscribe to ical and then you'll have all of your subscription links at a glance you can then choose the ones that you want to be part of your outlook clicking on the link now will prompt you to open in outlook and now you'll see the two different calendars from our camp system welcome back now it's quite possible that you'll have multiple individuals hosting files to a particular project it means then that you will not have access to all of them at the source and you may want to archive them for future use if that's the case you can integrate with an application called zapier to make sure that all of your files will be archived as they're presented in basecamp once you're inside of zapier what you'll need to do is you'll need to self-select for dropbox and basecamp 2 and once you've done that you need to find this integration save new basecamp files in dropbox what you can do is you can then click use this zap you'll then need to click create this zap so the way zapier is going to work is that whenever a file is added to a basecamp project that will trigger zapier to take an action so we're now going to click continue we're now going to connect our basecamp account we're now going to give zapier permission to access basecamp and we'll say yes and now basecamp is added we're then going to click save and continue we're going to select our basecamp and once we do that we'll then look for the project that we want to connect what we'll do now is we'll then click continue and then zapier will want to test the system so we'll then click fetch and continue once our test is successful we can then click continue now what we'll do is we'll say that when the trigger happens this will upload the file to dropbox so we'll then click continue we're now going to connect our dropbox account when we do that we'll then click save and continue so now what we'll do is we'll need to have a folder to connect to once we get here we'll then click continue we'll then send the test to dropbox and then our archiving system is then ready so now when we upload a file under 100 megabytes to our project it will automatically also be uploaded to dropbox welcome back we can set up certain inbound emails so that they will automatically create basecamp to do's and we can do that through zapier so what we can do is click use this zap now practically in order to make this work what you would do is you would have a forwarding email to the zapier email that will set up the to-do list and you'll see that here inside of zapier so we're going to do is we're going to make it so that any new email that's received at the integrations zapier email address adds a to-do list to the basecamp account so we're going to go ahead and create this zap and we're now going to click continue and now we're going to customize the email address once we've done that we'll then click continue so we're going to do now is we're then going to click ok so now our test email was successful we'll now click continue now we'll set up the action for the trigger which is to create a to do we'll test our basecamp account once that's successful we'll then click save and continue we'll now set up the to-do list we will pick the account we will pick the particular project we will select the appropriate to do list and now we have our information in we will now click continue we'll now send our test to basecamp 2 and we'll now click finish and our connection is now turned on and now we'll see our to-do list item welcome back there are a number of basecamp integrations with google and google tools probably too many to mention here in this video however we will review a few of them you'll see integrations with google spreadsheets you'll see integrations with google drive you'll see integrations with google calendar and as you would expect there are connections with gmail and basecamp probably most directly related would be google tasks and what you can do with your basecamp tasks is you can have to-do lists placed inside of your google task and so to do this we're going to click use this zap we're now going to create the zap and then we're going to create a new to do item as the trigger we'll then add our basecamp account we will then select our account then we'll choose the project then we'll choose the particular to-do list once we've done that we'll then click continue then we'll do the fetch and continue test we'll verify that the test is successful then we'll click continue then we'll create a task we'll now add in our google account we'll allow zapier to manage our tasks and then we'll click save and continue so we'll now choose a particular task list and we'll now click continue we'll then send a test to google tasks we'll then verify our test and we'll then click finish now our integration is now turned on so that a new to do will automatically be directed to be a new task in google tasks this will allow us to keep track of our activity in google tasks if that's where we manage our to do list hello and welcome in this video we're going to talk about the interface strategy to set up a product launch for a multi-person project and to do that we're going to go briefly inside of an existing project so you'll have visual while we discuss what we're going to be doing now the basis for this project is going to be twofold it's going to be one to set up for a product launch and then two to be saved as a template to be used for future product launches so the first thing we'll be doing is we'll be assembling the team then we'll be creating groups for the teams and then we'll set up our groups of to-do list for the launch then we'll add in the content in the way of files as well as text documents then we'll use the calendar to-do list and the event tab in order to set dates for the team we'll then set our dates for our to-do lists we'll then make team assignments for our to-do list and then we'll determine a tracking routine for the project we'll then save our base document to be a future template then we'll come back to the end of the project and then we will remove anyone from the project that we don't want to continue and by so doing this we'll be applying all of the things that we've learned previously in the other videos hello and welcome now we are going to start the process by creating a new project we're then going to open a blank project and then we're going to give our project a name so we already have certain individuals on our team in base camp we can invite some of those individuals to the team for this project so we're going to start the process here so we're going to do now is we're going to go to this invite tab and then we're going to start inviting individuals to the project so we now have the four individuals that we want to be part of the team we're now going to customize our welcome message so our welcome message is now written we've asked everyone to place it on their things to do to check basecamp daily and now we're going to send the invitation now three of the individuals are already part of our base camp so they will not have to confirm their participation there's one individual though that has not been made part of the team they were outside of our workspace so they'll need to go to their email and they'll need to make sure to verify that they want to be part of this project so what this individual has to do they have to accept the invitation to become part of base camp and part of the project so we're going to go ahead and click this link and they're going to go ahead and create a new account and the new individual is now part of the project and we should see the same thing reflected if we refresh the page and you'll notice now that this individual is now part of the team and now that we're on the inside of the project we're going to click invite more people and then you'll see the individuals again welcome back now that we have assembled our team we are now going to create teams and groups so what we're going to do is we're going to go to this everyone tab and then what we're going to do is we're going to click make a company and for purposes of this project we're going to call this a name associated with the project once we do that we're going to add certain individuals to the company or team so now that we've done that we're now going to click create the company and this is now our team now what we're going to do is we're going to create groups i'm going to click add a group or department inside so we're going to do is we're going to add two people to one group and then we're going to add another group once we've done that we're then going to click create the group now you can also have overlapping groups so for example we can have a group that may have one person from one of the groups another person from the other group and you'll see that here so now we have our groups that we're going to be working with inside of the project and we will use these groups to determine when someone needs to hear about something specific inside of the project in terms of the activity hello and welcome now one of the most time consuming parts of setting up your project is going to be getting your to-do list into the actual project space that's one of the reasons why we are going to be creating a template now in this case we're going to be working with a product launch checklist and we're going to start the process by taking this pdf and we're going to need to get this into a format where we can put the content into our email very easily so we're going to take this pdf and we're going to save it as a text or word document now that this document has saved into a text file we'll need to clean it up but we'll then have a document that we can then cut and paste into an email that we can send into basecamp to create to do's we're going to open up our project and then what we're going to do is we're going to then go to the email content then we're going to get the to-do list via email so we're going to do is we're going to copy this email address then we're going to head to our email we're going to then write in our to do now when we write in to-do list we're going to need to send it to a specific list so we're going to create a list inside of our project so we're going to come to the to-do list and we're going to give this list a title we're going to call this launch checklist now this list is created we can then head back to our email and then we can send over the to do items so now we've cleaned up all of the individual items we're going to do now is going to transfer this information into our email so now we have all of the information inside of our email we can then click send so we now have a message back from basecamp saying that our to-do list was added via email so what we have now is our launch checklist and all of the to do items are now inside of our project so now what we need to do is we need to organize these into different levels or different task groupings for different teams so we're going to do that right now so now that we have our four groups what we're going to do in this case is we're going to click i'm done and now what we're going to do is we're going to drag in each of the tasks into the various to-do lists that they belong in so we're going to do that right now and to do that we're going to use the drag and drop feature now we're going to do most of this off camera so now we have all of our tasks organized into the four groups that we're going to be working in and we're now ready to begin assigning and determining when these things are going to be due so the most time consuming part of this was done off camera and it was organizing the information to be sent by email and getting it into the email that process took about 20 to 25 minutes once we saved the information from the pdf welcome back now what we're going to do now is to set up the content and discussions that we need to have in order to complete this particular project so first because we are creating a template we're going to create three discussions that will be the case for just about every project just like this one so we'll start the process by clicking discussion and then we'll type in the subject of the first discussion now for this discussion we want to choose a specific team so we're going to choose a specific group and we're going to choose the product launch administration group and so we're going to click post this message but we're only going to post to this group now for the second discussion we're going to take a different group and make them part of this discussion so in this case we're going to add in a second group for the third discussion we're going to add in a different group so again what we're doing is we're starting discussions and only the people that are going to be part of the discussion will need to answer they're going to get emails about this discussion now we're setting these up so that every time that we do a project like this one these three discussions will be the ones that will be present when we start now the next thing we're going to do is we're going to set up a text document for each one of these meetings so that we will be able to keep notes on what is discussed and so that everyone can see the notes so we're going to create a text document so what we've done now is we've created three documents and these three documents will hold the information that we discuss among this area so any final decisions or anything that needs to be placed inside of a note we can place them in these three documents what we also want to do is set two real-time meetings and we can do that in the events tab so we'll go to the events tab and then we'll set a meeting and then we will call this the opening project meeting and we're going to email this to the entire group so we're going to write in the company or the group in this case and we're going to set a date and a time and then what we're going to do is we're going to send a reminder two days before and then we're going to click add this event now what we want to do is we want to set another meeting and we want this to be a wrap up so we're going to do is we're going to set the date for this one we're going to set this for the entire team and we're going to do a two-day reminder again so now what we have are we have two meetings that have been set so that we can then discuss all that we need to either start or finish the project what we then want to do is we want to add in any standard documents that always have to be used for a particular project so in this case we're going to click file and then we're going to look to our hard drive and we want to make this available to everyone in the group so we're going to click the entire group and then we're going to click add these files and everyone is going to get an email noting that these documents are now available now that we have created this document we are now at the break point at which we can save time so we're going to do is save our entire project now as a template and to do that we're going to go to our projects link we're then going to go to templates and once we're inside of the template screen what we're going to do is click this link that says make a template from an existing project and then we're going to choose this link that says copy to a new template then the basecamp is going to copy our project into a template although this is not an instant process it typically does not take a long time we're now going to go to the new template and basically we have our base document now document now appears among our project templates now the reason this matters is because we will save a lot of time when we need to create projects in the future especially if we're repeating aspects of projects that we've done in the past and so we'll need to do is we'll need to click new project and then we're going to say we'd like to start a project and we're going to choose our template that we just created of course we're going to rename our project and then we can publish the new project and start to use it now in this case what we're going to do is we're going to delete this project because we're not going to use it but once you create a template it's as simple as being able to use that template and save all the time that we put in in creating these elements for our project welcome back we are now ready to begin giving individual dates for each and every one of the tasks so what we're going to do is go through each and every individual task and then we're going to assign a due date this will give us an idea of where we are on our project now again you'll be using this primarily as a template so if you find that this is not going to work you may want to go back and either save your other template or to adjust it when you figure out something is working better so we're going to go through each and every one of these dates so we're going to click edit in this case we're going to give this a due date and we're going to give it a due date of one particular day and then we're going to click save changes and basically what we're going to do in every case is we're going to do the same thing we're going to then assign each and every one of these tasks a particular date now what we want to do is we want to try to group our days together so that if a particular set of tasks needs to be done after one set of tasks you want to group those things on a particular calendar so we're going to go through this process and most of this task we're going to do off camera so once we have all of our dates in our calendar what we can do is we can click the calendar and then we'll see how our project is going to be laid out and so when we look at our project visually what we can do is we can drag some of the items into days where there are fewer items so we can drag and drop some of these items in different days to distribute them more evenly once we have everything that we need in terms of the way the project is going to be laid out we're then ready to begin assigning team members to the actual content now individually you may want to look at this project versus all the other projects that you have to do and so you can do that by coding in those calendars so if you click on these other calendars you'll see when you have items that are going on on the same day and whether or not they're going to interfere with this project once again if you just want to use that project look at it you can untick all of the other projects so that all you'll see is the project that you are working on so now we are ready to begin assigning people to these actual tasks associated with these days welcome back now the next step in setting up your project is to assign individuals to each task so we're going to go back to the project page we're going to go into our project and then we're going to look at the individual to-do list and i'm going to assign these to-do's to specific individuals so we click the date all we need to do is to pick someone that we think is going to be able to complete the task and then we place them in there we do the same thing for each individual date those that we are assigning to us we can place ourselves in there as of right now my concerns are two-fold as an administrator first are the things that have been assigned to me and so i can click this v link and then i'll look at my open to do's and all of these are things that i will need to do in order to complete the tasks that have been assigned to me personally and the other concern is to make sure that the tasks are moving along in a way so they will be completed on time and so if i log in on a routine basis to basecamp what i can do is i can go to this progress bar and i can see what has happened since the last time i may have personally been logged into base camp now anytime someone actually has completed one of these to do's there will be progress on a particular day again as an administrator what i can do if i sense that a project is falling behind i can go into one of the tasks i can reassign that person to a different task i can reassign some of the other tasks depending on workload and i can do that at any point in time in the project that is necessary for it to be now depending on how the individuals have their notifications set up they'll be getting emails telling them exactly what they have to do and each of these tasks are going to be clickable back to the project now obviously the most time consuming part to this is determining who needs to fill what task but the actual act of going in and assigning individuals to this list of tasks and to do's took about 15 minutes off camera welcome back now in order to track the progress of the project one thing we're going to do right away is we're going to start this project so it'll appear here in the dashboard i'm going to enter this project and remember we have a number of avenues that we can take in order to determine what's happened since we've last logged in we can click the progress button and what you'll notice is that we'll see all of the discussion and activity that has happened now this can be a little cumbersome if you're trying to work through to trying to figure out exactly what has happened so it's possible in some cases we may use the everything link which will give us everything since the beginning of time for this project in some cases that might be necessary if we're trying to find or locate a specific file or document one thing that gives us a visual sense of what has happened is we can take a look at the calendar view and we can look here to find out what still needs to be done and possibly what we need to rearrange so that the project will go smoothly now the easiest way to keep track of what's happened is the latest project update tab and we can click select all updates and again we can see everything that's happened in a particular project now to be precise we can go inside of each task group and we can look at all of the to do's that have been completed and you'll see that here now what we can do is follow up on any one of these items we can click it and even though it has been completed we can write a comment that will be sent to other individuals and we can change who the email is going to go to we can include other people in that email and then click add this comment so then what's going to happen is these individuals are going to get an email stating that we started a discussion item even though this item is technically completed finally one thing that we can do when we log in is to scroll to the bottom of the to-do list and then we can click on the six completed to-do's and we can look at each one of them as we've seen we can click each one of them to start a discussion and we can send that email knowing that this individual is going to get a notification from basecamp about our comment now for some the easiest way to manage things is to be able to see what's coming up next and to make adjustments ahead of time and so one of the ways to do that is to go to your upcoming events link click all upcoming events and what you want to do from here is you want to click the agenda view the agenda view will give you at a glance all of the tasks that are going to be due as well as who needs to do them on specific days and then what you can do of course is you can manage these as you see fit and just a note these items are not going to be draggable or droppable at this time welcome back in this video we're going to work with our project and assume that there is a case where you may have to replace someone that's already part of your project if that's the case you're going to go to your everyone link and then you're going to work with the individual that you're going to be changing we'll assume that one of the people we're working with we're going to have to remove them from one of the projects so we're going to do is we're going to go to this one superpower and we're going to remove them from one of the teams in particular we're going to have to remove this person from the project that we're working on and so we're going to then make sure that this person now has no access we're also going to change everything to don't invite what we're now going to want to do is to come inside this person's screen and then we're going to reassign their tasks we're going to take this task and we're going to reassign that task we're going to reassign all of the tasks that this person is involved in again this is going to be pretty important because these individuals are now going to get a new email stating that they've now been given a new assignment naturally then we're going to post a message stating that one individual has been removed from the projects and that other individuals will be assuming new responsibilities so we're going to make sure now that everyone gets the email we're going to post it to everyone and then we're going to click post this message what we can also do is give some individuals more authority so for example we can go back into everyone we can choose one individual and we can go into their superpowers and access and what we can do is we can give one of these individuals the ability to create projects it means then that they'll be able to work with the templates and then create additional projects we can make other individuals an admin we go inside their superpowers and we can make this person an admin and give them the ability to work with the content inside the projects and administer them also so what you'll be doing once the project is over is reassessing where you want to have people for the next project and you can give some people more authority and the ability to create new projects by using the templates that you have already put in place in conclusion we've now walked through the entire process of setting up a project as well as using that project to be a template for future projects and you've seen the process done in sequence where your to-do lists were created from emails you were then shown how to then prioritize those to-do tasks you were then shown how to assign them to team members as well as to assign to dates walk through the process of working with groups and why they were important as well as adding in individuals to our discussion even if they don't have a basecamp account or if they are not part of our team we walk through three common sense integrations with zapier to integrate with basecamp to give an additional functionality you're definitely now ready to customize basecamp to work with more complicated projects and configurations of teams groups and individuals working together to get things done and finally we walk through the process of working through a project calendar as well as with the agenda view giving us a visual way of being able to look at what's coming up next so with that thanks and i'll see you either in another video or in another course you