CAI Rep Portal Structure & Organization

Overview

The Citrus America (CAI) sales rep portal was reviewed and restructured in preparation for onboarding a new 20–30 person California rep group. The core problem identified: the portal's flat, undifferentiated layout made it hard for reps to find what they needed, reducing adoption. The solution is to reorganize content into clearly labeled, purpose-driven sections.

This article captures the agreed-upon structure, the rationale behind it, and the specific content and maintenance actions required.

Why Structure Matters for Rep Portals

Reps carrying multiple lines (e.g., Rationale, Middleby) will not invest time learning a confusing tool. The portal needs to be immediately legible — a rep should be able to land on it and know exactly where to go for a flyer, a form, or a training video without guidance.

"I could also see why certain reps, if we just send them this, they go and they look and they're like, yeah, I don't know what this is." — Brian Framson

The restructure is also timed to a Tuesday kickoff with the new California group, making the portal a tangible demonstration of CAI's support infrastructure.

Proposed Portal Structure

1. Forms

All fillable / submittable documents bundled together. Reps use these after or during a sale.

"The on-site training, the leasing, the warranty, and then the social proof program — those are all things that they fill out. Those are forms." — Brian Framson

2. POS Flyers

All marketing and outreach materials for dealer-facing use. Reps use these for cold outreach, trade show leave-behinds, and dealer visits.

• K-12 flyer
• Fresh squeezed / general consumer flyer
• Dealer flyer (includes logo placement area for rep co-branding)
• Sales rep tip sheet
• Any additional segment-specific print pieces

"Just general point of sale — that's where we put the general POS flyers, the K-12 flyer, and our point of sale stuff." — Brian Framson

3. Product Pages

Existing structure is largely sound. Each product page contains:
- Spec sheet
- Manual
- Training videos link (see bug fix below)
- Product image (knockout/white background)

No major restructuring needed here. Videos and machine-specific content are well-organized.

4. Brand Assets

• Logo package
• Image family / lifestyle photography
• Product images (per SKU)

5. Contact / Support

Updated contact cards for Brian Framson, Jacob Framson, and Miriam. See ^[1] for current contact details.

Known Issues & Fixes Required

Broken Training Videos Link

• Affected page: SSB-ATS product page (and potentially others)
• Problem: The "Training Videos" link does not navigate to the correct destination
• Fix: Update link to point to the correct training videos page or anchor on the product page
• Owner: Melissa Cusumano

Outdated Contact Section

• Problem: Contact photos and sender info reference Jay (former contact), not current team
• Fix: Replace with new headshots of Brian, Jacob, and Miriam; update email/sender to Brian
• Owner: Melissa to implement once Brian sends photos

HubSpot Form Integration

• The portal includes a form intended to feed rep sales data into HubSpot — it is unclear whether this has ever been actively used
• Worth auditing whether reps are submitting through this channel or via other means before the next portal update cycle

User List Cleanup

Conducted during the same session. See ^[2] for full details.

Summary of changes:
- Update: Andrew (Premier Food Service → andrew@alliancefse.com)
- Delete: "Rogelio" (unrecognized account, suspected scammer)
- Delete: Bill Flannery (former rep, no longer active)
- Verify: Confirm all rep accounts have access only to the public-facing portal, not the WordPress/admin backend

Onboarding Email Template

A portal welcome email will be sent to the new California rep group (Gabriel Samano's team) ahead of or immediately following the Tuesday kickoff. Key requirements:

• Sent from Brian Framson (replacing Jay as the named sender)
• Explains what the portal is and how to use it
• Melissa to prepare the template; Brian to review and approve
• Timing: send Monday or Tuesday once Brian receives the rep list from Gabriel Samano

Action Items

Related

• ^[1]
• ^[2]
• ^[3]