Basecamp Client Workspace Setup (Onboarding)

Basecamp Client Workspace Setup (Onboarding)

1. 01

   Create the client project from the Projects dashboard and pick a template

   Use the project template that matches the retainer type (campaign, retainer, or one-off). Basecamp's Free plan caps you at 1 project and 3 users, so confirm the agency account is on Pro ($79/month, up to 8 active projects, 25 GB) or Pro Unlimited ($299/month flat) before you build a client-facing workspace.

2. 02

   Rename the four core tools to the client's language

   Basecamp ships with Message Board, To-dos, Schedule, and Files. Rename each to the client's vocabulary (for example 'Approvals' for the Message Board) so the client does not need a glossary during the first delivery cycle.

3. 03

   Set up the Message Board as the single status channel

   Post one pinned message titled 'How we communicate here' that states response times and where decisions get logged. This replaces the status email thread that agencies normally maintain per client.

4. 04

   Build to-do lists per deliverable, not per department

   Create one to-do list per deliverable with dated due dates, and assign each item to a named person. Basecamp's to-do lists drive the hill charts, so a list per department breaks the progress view the client will see.

5. 05

   Configure the Schedule with retainer milestones and review dates

   Add kickoff, mid-cycle review, and delivery dates to the shared Schedule. Clients and contractors can be invited at no per-user cost, so add the client's approvers here rather than routing dates through email.

6. 06

   Turn on automatic check-ins for the recurring questions

   Set a weekly check-in question (for example 'What is blocked?') so the client answers inside Basecamp instead of in a separate call. Keep it to one or two questions; more than that and the client stops answering.

7. 07

   Invite the client and contractors, then confirm access

   Add client users and outside contractors to the project. Verify each invitee can see the project and post to the Message Board before the kickoff, since a client who cannot post on day one reverts to email.

8. 08

   Log the workspace in the agency's client register

   Record the plan tier, active project count, and storage used against the retainer. Pro allows 8 active projects and 25 GB, so flag when a client's workspace approaches either limit before it blocks a new engagement.