A beginner’s guide to working with Kolibri Online
Congratulations! You’re now one of the Kolibris. But what exactly does that mean? Well, you’re now a firm part of our agency team and we’re thrilled to have you on board. This page covers:
- Our values for fruitful collaboration
- Project processing and your contact
- Information on payments and the freelancer portal
- SEO tips
Our portal for processing projects
Our freelancer portal is the beating heart of our project management process. We are always trying to develop and tailor it to our partners’ needs.
The portal allows you to access all your current and outstanding orders, manage new assignments and view financial documents.
We recommend familiarising yourself with our portal before accepting an order from us. We’ve put together a brief guide to help you find your feet. This way, you’ll be well prepared and know where to find different functions.
Working with glossaries on translation assignments
We create a dedicated glossary (and Trados termbase) for each customer. Existing, established translations help to ensure consistency and should make your work easier. It is therefore important to include all relevant terms in the glossary.
If you would like to have any terms added to the termbase, please send them to us in a separate Excel file. We can then confirm these terms with the client before adding them to the Trados termbase so that they are displayed in Trados directly next time.
Caution: You should not enter terms in the Trados termbase directly as these terms will not be transferred back to us when you deliver the return package.
– Company-specific or industry-specific terminology and abbreviations
– Company-specific terms and designations, e. g. product names, department titles, etc.
Information on orders, credit notes and payment terms
Here at Kolibri Online, we use a credit note-based system. This means you don’t need to send us an invoice once a project has been completed; instead, we will automatically send you a credit note for the agreed fee. We will pay the amount stated on the credit note within 30 days. This 30-day term starts from the date that the credit note is issued, not as soon as you deliver the files to us.
You can find complete information regarding Kolibri’s payment terms in your collaboration agreement. You can also find a PDF with the most important information here:Information on payments
SEO training sessions for freelancers
We regularly offer live online training sessions – with reduced prices available for our freelancers. Take a look and see if there’s one that interests you! Currenty, we only offer trainings in German, but can offer English on request.
Seminar: Fundamentals of Content SEO
In this basic training course, we’ll help you to find your feet in the world of search engine optimisation, providing a useful introduction to the topic. You’ll learn about:
- How search engines work
- Which current SEO trends are most important
- How you can derive insights from search results
- How to research keywords and use them effectively
- How best to structure online texts
- How to produce optimised metadata
Duration: 2 x 4-hour sessions across two days
Participation requirements: Initial experience with online copy
Group size: max. 10
Price: €299 excl. VAT (standard price €899) as a Kolibri freelancer
Next training date: 19 and 20 October 2023, 9am to 1pm CET each day (in German)
Additional training sessions on: 25 and 26 January 2024, 9am to 1pm CET each day (in German)
We offer trainings in English on request.
Practical workshop: Content SEO
In this workshop, you will consolidate your knowledge of SEO with practical exercises. We will send you exercises to complete in advance so that we can discuss them during the workshop. The workshop content includes
- How to conduct SEO research
- How to create a keyword set
- How to structure an online text and heading tags
- How to formulate headings suitably for online content
- How to write and implement links correctly
- How to produce metadata
You will build on your theoretical SEO knowledge and learn the conventional way to produce user-friendly content using Google and other tools. At the same time, we will look at how ChatGPT can help us to identify suitable topics, conduct keyword research, structure texts and produce metadata – and where the tool’s limits lie.
Duration: 3 hours
Participation requirements: Completing our ‘Fundamentals of Content SEO’ seminar or basic SEO knowledge
Group size: max. 10
Price: €179 excl. VAT (standard price €499) as a Kolibri freelancer
Next training date: 10 November 2023, 9am to 12pm CET (in German)
Additional training sessions on: 9 February 2024 , 9am to 12pm CET (in German)
We offer trainings in English on request.
We make payments within 30 days of issuing the credit note. You will receive the credit note once the project has been closed (i.e. shortly after we deliver the files to the client).
Please log in to the portal and change the appropriate details in your user account.
Bank transfer and PayPal. Bank transfer is the most convenient solution for everyone in the SEPA region.
Bank transfers outside the SEPA region are only possible for sums above a minimum threshold (€100) and are subject to fees. You are liable for any fees incurred in payments via PayPal.
No. Our credit notes remove the need for invoices.
Many freelancers save our credit notes for their files and note their own invoice number on the top. This allows you to identify payments when they arrive, as only the credit note number is given as a reference. It also means you also have an invoice for your own records and can continue your invoice numbering system. If you generate an invoice for your own records, please don’t send it to us. Only our credit notes are valid.
General collaboration with Kolibri
We are available from 8am to 5pm (German time) from Monday to Friday. Our office is in Hamburg. Make sure to swing by and say hello on your next city break!
No, unfortunately not. You must consult us before publishing details of any projects you’ve worked on for Kolibri – but, in most cases, contractual obligations mean we are unable to grant permission. We have to consult the client’s marketing and legal departments in each instance. However, you can disclose that you work with Kolibri Online.
It would be great if you could let us know when you’re on holiday or otherwise unavailable. We don’t have a calendar in the freelancer portal at the moment. Simply send an email to Anne. We’ll note the details down centrally so that everyone in the team is aware of your unavailability.
And, when you go on holiday or are otherwise unavailable for an extended period, please remember to set up an automatic out-of-office reply.
We don’t currently use this function, so you don’t need to select anything.
No. In 99% of cases, we only ask one freelancer (for whom the subject, style and price are suitable) if they would like to work on the project. We often work with the same teams on projects for specific clients. Now and then, we offer projects to more than one freelancer from our database simultaneously if a project is particularly urgent. In this case, whoever answers first will get the assignment. We also inform the other freelancers that the assignment has been given to someone else. However, such cases are very much the exception.
Trados (only relevant for translators)
Yes, we always want to see the changes, because we normally send the text back to the translator, as this creates an exchange of ideas and enables everyone to learn and grow.
We usually send a Trados package containing a project TM. This includes relevant entries from our client-specific TM and our general TM. We enter translations in our TM shortly before delivering the files to the client. This means you don’t have to send us a separate TM export.
We create a TB for each client. If you would like to add new entries to a TB, please note this upon delivery and we’ll take care of it – ideally after consulting the client. This makes sure that we only enter approved terms in the TB.