--- title: CAI Rep Portal Structure & Organization type: article created: '2026-04-05' updated: '2026-04-05' source_docs: - raw/2026-02-20-cai-sales-rep-portal-124164580.md tags: - sales-enablement - portal - client-cai - rep-management - onboarding layer: 2 client_source: null industry_context: null transferable: true --- # 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. | Document | Purpose | |---|---| | On-Site Training Sign-Up | Schedule training for new customers | | Leasing Commercial Application | Initiate equipment financing | | Warranty Sign-Off | Complete post-sale warranty registration | | Social Proof Program | Capture customer testimonials / case data | | New Customer Setup Form | Onboard a new dealer account | > "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 [[wiki/clients/cai/_index]] 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 [[wiki/clients/cai/rep-portal-user-list-cleanup]] 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 | Owner | Action | Status | |---|---|---| | Brian | Send Melissa proposed portal structure (section outline) | Pending | | Brian | Send Melissa headshots of Brian, Jacob, Miriam | In progress (sent during call, delivery pending) | | Brian | Request rep list from Gabriel Samano for Monday/Tuesday onboarding | Pending | | Melissa | Fix broken "Training Videos" link on SSB-ATS (and audit others) | Pending | | Melissa | Implement new portal section structure | Pending | | Melissa | Update contact section with new photos and Brian's details | Pending | | Melissa | Update Andrew's email to `andrew@alliancefse.com` | Pending | | Melissa | Delete Rogelio and Bill Flannery accounts | Done (during call) | | Melissa | Confirm rep accounts cannot access admin backend | Pending | | Melissa | Prepare onboarding email template from Brian | Pending | --- ## Related - [[wiki/clients/cai/_index]] - [[wiki/clients/cai/rep-portal-user-list-cleanup]] - [[wiki/meetings/2026-04-05-cai-sales-rep-portal-review]]