Lesson 3 of Module 3: Setting up your Company in the Rocket Business Tool System

In this lesson, we dive into the practical steps of setting up your company within the United Business Networks (UBN) system. Establishing a strong foundation for your business operations is crucial, and this lesson focuses on the initial setup processes that will enable seamless integration with the powerful tools offered by UBN.

A word of note: As a UBN Member, you will also have access to the Setup Instructions for Rocket Business Tools. If you need further clarification on setting up any of these systems, you may find what you are looking for inside that course layout. If you still have trouble, bring up your question to your dedicated UBN Mentor, or at the weekly meeting.

Configuring Business Settings: 

As you log into the UBN System, looking down the gray sidbar on the left-hand side of the screen, you will find settings at the bottom. Navigate through the system’s settings to configure business-specific parameters. Our recommendation is to start at the top, and work your way through to the bottom. These settings will include certain key setup areas to ensure your system is fully operational and setup for the success of your business. This includes defining business hours, contact information, and other essential details, such as setting up a system email and phone line, configuring your appointment calendar, and updating your billing profie for emails, phone calls, and text messages. Accurate configuration ensures that communication tools and automated responses align with your business requirements.

In this lesson, we’ll go through the setup of these sections one at a time. You may need to go through this lesson video more than once, or simply pause it from time to time so that you can perform the actions needed as they are covered in the video. 

Understanding Your Business Profile:

Begin by creating a comprehensive business profile. This includes key details such as your company name, industry, and a brief description. Your business profile serves as the digital identity of your company and within the UBN system, so ensure accuracy and clarity. Include the type of business structure you have chosen, as well as your EIN and business industry type. Set your hours, and connect your calendar to your outside services such as goolge or outlook, as an example. 

Setting Up your Company Billing Profile:

This is a fairly easy section to setup. Thre are regular, on-going, expenses associated with communication by email, text message, and phone. These expenses are from the carriers, not us, and so we cannot avoid them. Luckily the expenses are very small. For the average business owner, you can probably comfortably estimate no more than $30 per month will be needed in this area of your business spending. In the beginning, it will be far less, like $10. The cost of an email for example is something like $0.00015 per email, meaning you would need to send out over 135 emails in order to get charged a couple of pennies.

In order to set this up properly, all you really need to do is put you business bank account card on file. It is important that you use the Business Account you setup with your bank here, and not your personal banking card or credit card. These charges will all be 100% related to your business, and are legitimate business expenses when tax time rolls around. 

Setup your system phone line(s):

This section of the setup will be the most difficult because of the many stringent Federal regulations surrounding phone and text massage communications.

Step 1:

Start by choosing a business phone line for your system to use. As you go through it, you will find there are many choices for available phone numbers, so choose one that you can easily remember and one that you think will be good for your customers and prospects to remember. There is a small charge to purchase the phone line from the carrier, so plan your monthly budgets with this in mind, but it isn’t much.

Step 2: 

Setup your A2P Authentication. This is the regulation part and the most difficult part of the phone and text message process. This must be done as soon as possible because it takes time for the approval process to take place. It may take several days to 2 weeks in fact, however, it is usually pretty quick. Take your time with the video portion of this section as you go through this and make sure you do it correctly the first time. If you do it wrong, correcting a mistake later practically takes an act of Congress to accomplish, and neither you phone calls or text messages will be delivered to your prospects and customers until this is approved.

A word of caution: 

If you setup automations to send emails, texts, and phone communications to your prospects and customers, the system will perform these operations. When it does, you will be charged for sending those communications in accordance with the carrier regulations, regardless of whether or not the communication was delivered by that carrier. If your A2P approvals are not complete and accepted prior to those communications going out, you will be charged for them sending even though your customer will never receive them because the carrier prevented the delivery. So, in other words, make sure this is approved before you send out any campaigns to start promoting your new business.

Setting up your Business Email:

Your system is already setup to send out emails for you, but it is through a generic email clearing house service called lead connector. This is not the best option for you to use. It is our recommendation that you setup your own private business email server to run your emails and simply connect that server to the system. When you look at the email setup, there is a guideline telling you that you can do this without leaving the lead connector clearing house service, but this is not exactly true. Follow along with the video section which discusses this and it will walk you through how to do it correctly.

If you need a business email for your business, we recommend getting your business website domain and email setup with https://WebhostRocket.com for as little as $10/month which is the least expensive on the market today for the value and security received.   

Adding Team Members:

For collaborative efforts, add team members to your profile. Define roles and permissions to streamline communication and task management. A well-organized team structure enhances efficiency in utilizing the system’s collaborative features. When adding team members, you will find them under the “staff” section. You will need to assign them a hone line as well from within the system and set their level of tool access to what you want them to have access to. By default, they will have access to everything you have access to unless you decide to limit their scope.  

Setting Up Your Calendar:

This section can be a bit tricky for new business owners because the calendar setting we have within our system oreferences have many options to choose from depending on what type of situation you are looking to fill. Follow along with the video segment to set this up for your business, and we will walk you through getting this section online as quickly as possible. 

Integrating the CRM with Your Business Profile:

Maximize the effectiveness of your Customer Relationship Management (CRM) system by integrating it seamlessly with your business profile. This connection allows for a unified approach to customer interactions, from tracking calls to managing customer data. In order to do this, you will not need to get too creative. Simply use your system email and phone numbers only as you communicate with the world. When you do, the system will be able to detect and record prospect and customer communications. Ensure that emails and text communications you send, as well as outgoing calls that you and your staff make are done through the system as well. This can easily be accomplished, either through the desktop system login, or via the mobile App on your device. 

Real-Time Q&A Session:

To reinforce the concepts covered in this lesson, we’ll host a real-time Q&A session during our weekly meeting. Bring your questions and receive immediate assistance on any aspect of setting up your company in the UBN system.

By the end of this lesson, you’ll have a fully configured business profile within the UBN system, laying the groundwork for a streamlined and organized business operation. Get ready to witness the transformation as your business becomes fully integrated into the UBN ecosystem.