SOP: Set Up a New Firm in Black Diamond
Objective
This SOP outlines the steps required to configure a new firm in Black Diamond, including creating the team, adding firm users, applying branding, and setting up the financial team. Follow these steps to ensure the new firm is properly configured and ready for use.
Key Steps
1. Open the Teams area and create a new team 0:14
- From the Black Diamond landing page, click the Teams tab.
- Review the existing team list to confirm you are in the correct environment.
- Click New Team to begin creating the firm record.
- Enter the following team details:
- Name
- Display Name
- Address (recommended for future reference)
- Zip Code
- Phone Number
- Email (if available)
- Leave the Reporting Template blank unless instructed otherwise.
- Click Save to create the team.
2. Verify the new team and review available team sections 1:06
- After saving, open the newly created team record.
- Confirm the team was created successfully.
- Review the available sections within the team record:
- Firm Users
- Accounts
- References
- Rep Codes
- Relationships
- If the team is new, these sections may be blank until records are added.
3. Add the first firm user to the team 1:27
- Return to the Teams list and select the new team.
- Open the Firm Users section.
- Click to create a new firm user.
- Enter the user details:
- Username
- First Name and Last Name
- Expiration Date: leave blank unless the user is temporary (for example, an intern)
- Team: select the new firm/team
- Role: choose the appropriate role, such as Active Advisors
- Phone Number
- Relationship Title
- Upload a headshot if available.
- Click Save.
4. Invite the firm user and confirm login credentials are sent 2:10
- After saving the firm user, locate the login credential invitation area.
- Click Invite to send the login credentials to the email address entered.
- Confirm the invitation email is sent successfully.
- Return to the firm users list to verify the user now appears in the team record.
5. Add or update firm branding for the team 2:35
- In the team record, locate the Firm Branding option in the side menu.
- Open the branding settings.
- Upload or confirm the firm’s logo.
- Review the branding for each applicable firm or team record.
- Update any logo or branding elements to match the new firm’s identity.
- Adjust available color settings as needed for the firm’s Black Diamond experience.
- Click Save after making any branding changes.
6. Create a financial team for client portal display 3:21
- From the team setup area, create a Financial Team.
- Start by creating a new template if needed.
- Name the financial team appropriately (for example, the firm name).
- Add the relevant firm user(s) to the financial team.
- Assign each user their role on the financial team, such as:
- Technical Liaison
- Financial Advisor
- Click Save.
- Confirm that the selected names will display in the client portal as the client’s financial team.
Cautionary Notes
- Do not leave required fields blank when creating the team or firm user.
- Only leave the expiration date blank if the user is intended to remain active indefinitely.
- Make sure the email address entered for the firm user is correct, since login credentials are sent there.
- Save after every major change to avoid losing work.
- Verify branding assets before uploading to ensure the correct logo is applied.
Tips for Efficiency
- Gather all firm details before starting: name, address, phone, email, logo, and user information.
- Use consistent naming conventions for the team, display name, and financial team to avoid confusion.
- Add the address even if optional, since it helps with future reference.
- Confirm the user’s role and relationship title before saving to reduce rework.
- Complete branding and financial team setup immediately after creating the team so the instance is ready for client use.