Document text
Client Portal Kickoff
Northwind Studio × Harbor Dental Group · Website redesign · Kickoff on 6 October 2026
This is the shared document for the project. It lives in one room that both companies open: the client signs in with a one-time code from their email, without creating an account. Edits go in turns, comments stay next to the document, and every entry, return visit and approval is recorded in the room log.
1. Who is who
Role Northwind Studio Harbor Dental Group
Project lead Elena Park, project lead elena@northwind.example Daniel Reyes, practice manager daniel@harbordental.example
Approves deliverables Elena Park Daniel Reyes (final say on content and launch)
Day-to-day Sam Okafor, designer Priya Natarajan, front desk lead (content)
Response time Within 1 business day Feedback within 3 business days
2. Goal and scope
Goal: a new website for six clinics where patients find a service, see the nearest clinic and book online. Launch target: 20 November 2026.
In scope: sitemap, homepage and inner page designs, build on the client's current hosting, online booking through the provider the client chooses, accessibility check to WCAG 2.2 AA.
Out of scope: writing clinical content, photography, paid ads, changes to the booking provider's own pages.
3. Deliverables and approvals
# Deliverable Who delivers Due Status
1 Sitemap and page list Northwind Studio 9 Oct 2026 Approved
2 Brand assets: logo files, photos, clinic hours Harbor Dental Group 9 Oct 2026 Approved
3 Homepage design Northwind Studio 16 Oct 2026 Approved
4 Service page copy (12 services) Harbor Dental Group 20 Oct 2026 In review
5 Inner page designs Northwind Studio 23 Oct 2026 Changes requested
6 Online booking: choose provider (two options) Harbor Dental Group 22 Oct 2026 Not started
7 Accessibility check (WCAG 2.2 AA) Northwind Studio 6 Nov 2026 Not started
8 Launch checklist and go-live date Northwind Studio 13 Nov 2026 Not started
Each deliverable includes 2 review rounds. A third round is quoted separately before work starts.
4. How we work in the room
One document, one room. The current version is always the one in the room; no attachments by email.
Turns. Whoever has the turn edits; the other side comments. Pass the turn when your part is done.
Comments are specific: page, paragraph, what to change and why.
Approval. Both sides press Agreed. The agreed version is then frozen into a package with a PDF and the room log.
The room owner sees when the client opened the room and when they came back. The client is told this on the room page.
5. Decisions so far
Date Decision Agreed by
6 Oct 2026 Booking button on every service page, not only the homepage Daniel Reyes, Elena Park
12 Oct 2026 Sitemap approved: 6 clinic pages, 12 service pages, insurance page Daniel Reyes
21 Oct 2026 Homepage design approved after round 2 (larger clinic finder) Daniel Reyes
6. Open questions
Question Owner Needed by
Which booking provider: the current one or the one used by the Eastside clinic? Daniel Reyes 22 Oct 2026
Do insurance logos need written permission from each insurer? Priya Natarajan 30 Oct 2026
7. Approval of this kickoff document
For Northwind Studio: Elena Park, project lead — approved in the room on 6 October 2026
For Harbor Dental Group: Daniel Reyes, practice manager — approved in the room on 7 October 2026
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