Using the Customer Portal Email Template

These template reinforce the standard process and directs clients to use the Customer Portal for ad submission, agreement reference, billing management, and overall account access in alignment with current best practices.

Email templates:

Client Onboarding Scheduling Email — used to schedule an onboarding meeting with the client to review the Customer Portal.
Client Expectation Reset Email — used by existing publishers, new takeover publishers, or publishers needing to realign client expectations.

New Clients: Scheduling First Onboarding

Subject: Schedule Account Set Up Meeting

Body:

Hi {{recipient.fName}},

We are thrilled to officially welcome you to the {{publication name}} City Lifestyle family! We are so excited to have you on board and look forward to supporting your business through our magazine and digital platforms.

To ensure a smooth transition and help you get the most out of your partnership, I’d love to schedule a meeting with you, to guide you through the onboarding process and provide ongoing support for any questions or concerns you may have.

During our meeting, we will review how to manage both your print and digital presence through your Customer Portal at CityLifestyleHQ.

Customer Portal Navigation

Your Customer Portal is your access point for managing the following tasks:

Upload Your Print-Ready Ad
Print Ready Ad Design Production Process
Submit Your Ad Design Request (Design Services Required)
Creative Ad Design Production Process
View Past and Current Agreements
View and Manage Your Billing Profile
Set Up Your Digital Listing (Presence on citylifestyle.com)
Write and publish articles (Premium Digital Accounts)
Create Promos and View Digital Leads (Premium Digital Accounts)

**Please also watch our HQ Customer Portal Video for a quick tutorial on navigating your customer portal.**

Important Ad Submission Deadlines

Ad Upload and Requests Deadline: [Enter 1st Deadline] of each month prior to print, 11:59 PM CST

Design Requests: Submit your ad design request. You will have up to six proofing rounds with our design team (if design services are in your agreement).
Print-Ready Ads: Upload your finished ad. Our QC team will review and inform you if any revisions are needed.

Final Ad Deadline: [Enter Final Deadline Day] of each month prior to print, 10:00 AM CST:

All revisions and design edits must be completed, with the ad in approved status, by this deadline.
If your ad status does not say "Ad Approved" by the final deadline, a City Lifestyle house ad will be run in its place, and you will still be invoiced.

Payment Processing Date:

Autopay will be processed, and invoices are due on [ENTER PAYMENT PROCESSING DATE] each month, before printing.

Additional Information

Advertising Specifications for ad sizing, resolution tips, templates, and presets

Content Guidelines for City Lifestyle's Brand Policies

Please let me know your availability so we can schedule to meet at a time that works best for you. Feel free to self schedule to my calendar using this link, {{Insert Calendar Link}}.

I'm excited to work with you and assist you in maximizing the benefits of our partnership. If you have any immediate questions or specific topics you'd like to address during our meeting, please don't hesitate to let me know.

Looking forward to connecting with you soon!

Best regards,

Existing Clients

Subject: Customer Portal Onboarding

Body:

Hi {{recipient.fName}},

I hope this message finds you well! Thank you for your continued partnership with [PUBLICATION NAME] City Lifestyle and for supporting our magazine. As we strive to improve our processes and streamline your experience, we are making sure all our partners are fully onboarded and utilizing our Customer Portal.

If you haven’t yet used the Customer Portal to submit your ads or manage your account, we are here to help you get started.

Why Transition to the Customer Portal?

Our Customer Portal is specifically designed to simplify your experience by providing an easy and efficient way to manage your ads and account information. We understand that some of you may have previously worked with us directly for ad submissions, but using the Customer Portal will now be the best practice for all ad management moving forward. This will ensure a more streamlined and timely process.