• Ongoing management and maintenance of the Online Platform and Digital Software Systems.
• Immediate response and resolution of urgent support requests and system errors affecting either platform.

Server Management

• Perform upgrades and downgrades of servers as needed to accommodate live event-specific traffic and performance requirements.
• Ensure server stability, scalability, and performance during critical usage periods.

Development and Enhancements

• Implement additional feature changes, bug fixes, and ongoing development across both platforms as requested.
• Ensure all updates align with business goals and platform usability standards.

Live Sales Online Events and Live Sales Event Monitoring

• Proactively monitor live sales activity and server performance on live event days.
• Provide real-time support and technical oversight to ensure seamless operation during high-traffic events.

 
Permissions and User Access Control

• Manage staff and user access rights within the company’s Digital Software.
• Maintain role-based access controls and ensure secure user management practices.

 
Registrations, CRM Integration, and Automation:
Integration, monitoring, and maintenance of CRM systems, including HubSpot, Zapier, and associated platforms.
CRM and Automation Monitoring

• Ongoing monitoring of HubSpot workflows, pipelines, and deal stages.
• Supervision and maintenance of Zapier integrations (Zaps) and related automation.
• Ensuring consistent performance and data accuracy across integrated platforms.

Error Resolution

• Troubleshooting and resolving errors caused by client or bidder input mistakes.
• Addressing system issues resulting from changes or disruptions due to staff oversight.

Marketing Support

• Creation and maintenance of marketing templates and content within the CRM.
• Alignment of templates with brand guidelines and campaign goals.

Workflow Enhancements

• Development and implementation of additional workflows and automation as required.
• Setup of new integrations to support evolving business needs and third-party system changes.

Third-Party System Issue Management
Fixing issues and conflicts caused by external systems or service changes, including but not limited to:

• Autotrader
• Truck and Trailer
• Meta (Facebook/ Instagram)
• Google (Ads, Analytics, etc.)
• Social Media Platforms
• Zapier
• HubSpot
• WordPress
• Gravity Forms

CRM Rebuilds and Data Migrations

• Rebuilding CRM systems when required due to structural or functional limitations.
• Executing safe and structured CRM data migrations to or from HubSpot or other platforms.

 
Data and Cloud Storage Management:
This scope outlines the responsibilities related to the management, monitoring, and support of data storage systems across both local and cloud-based environments.
Data Backup Monitoring

• Continuous monitoring of automated data backup systems across all local and cloud infrastructure.
• Verification of backup completion, integrity, and accessibility.

User Access and Permission Management

• Management of user access rights and permission levels for all storage systems.
• Implementation of role-based access controls to ensure data security and compliance.

Cloud and Local Infrastructure Support
Ongoing technical support for the following storage infrastructure:

• On-site servers
• NAS servers
• Synology systems
• Azure cloud storage
• Archived/ local PC storage

Data Migration

• Execution of data migration tasks is not covered under standard backup schedules.
• Migration planning, validation, and execution to ensure minimal disruption.

Data Loss and Incident Response
Support and recovery in the event of data loss due to:

• Staff negligence
• Security breaches
• Cyberattacks
• Natural disasters
• Coordination of investigation efforts and reporting for any data-related incidents.

Data Recovery and Breach Investigation

• Full data recovery services, where possible, following loss or breach.
• Forensic analysis and investigation of breaches or system attacks to identify root causes and prevent recurrence.

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