Here you will find all the information you need to complete after a Tailor Engagement gets locked in.
How to create new tailor client file for a MAG program
Medical and Waiver Form
Client Welcome Pack
The Tailor Client Delivery Management
Office Admin + James
We must respond to all incoming enquiries within 2hours***
Active Campaign
Calendar
Gmail
All inbound Tailor enquiries must be responded to quickly and efficiently.
Open the deal on active campaign and move the status from Enquiry ➡️ Locked In.
Make sure to update the deal description with the details from the agent. Example below:
File Name: Liedtke Family
Our Ref: 63791
Clients of Brownell Travel Headquarters - Virtuoso Travel Agent
Liedtke, Mrs Leslie
Liedtke, Ms Larkin (Lark)
Carey, Mr Michael (Mike)
Liedtke, Ms Margaret (Mimi)
Total Passengers: 4 Adults
Product Supplier: My Adventure Group
Tour Activity Requirements:
Saturday, 3 Jan 2026 - Full Day Blue Mountains Adventure| without James Castrission - 4 pax (Private basis)
Start: 09:45
Finish: 16:00
Meals Included: Lunch
Other Inclusions: Fully guided and all adventure equipment
Make sure to add open tasks for the next steps:
Prepare Welcome Pack
Send Welcome Pack
Book guides
Order lunch and wetsuits
Follow-up medical forms
Prepare Invoice
Send invoice
Add deal notes for each update.
Manage all columns and take ownership of ensuring all compoents are being addressed
In order to keep track of the Client Delivery for the Tailor, this board should be updated on Monday.com.
Whether the status is; Locked In, Lost, Hold, Done, or even Work in Progress.
Status of Invoice, welcome pack, and medical & waiver forms.
Please view Monday.com Board below ⤵️
This board is an overview of what needs to be booked before each delivery.
Guides
Canyon
Lunch
Wetsuits
Transportation
Create the client folder once the tailor agent confirms the experience.
The folder should be created in: MyAdventure Group > Experiences > Program Delivery > 2023(Or within the relevant year folder) > The Tailor
Whenever a tailor client is locked in, we must create a new client folder. In this file are all the documents needed to manage the offsite from an operational perspective and you will find all clients
Here are the documents/ file structure for each new client folder:
1. MEDICAL & WAIVER FORM Google form link
2. MEDICAL & WAIVER FORM RESULTS (gsheet)
3. Client Welcome Pack (pdf & gslide)
A template folder that you can cut and copy of these can be found HERE
Create the client folder once the tailor agent confirms the experience.
The folder should be created in: MyAdventure Group > Experiences > Program Delivery > 2023(Or within the relevant year folder) > The Tailor
Whenever a tailor client is locked in, we must create a new client folder. In this file are all the documents needed to manage the offsite from an operational perspective and you will find all clients
Here are the documents/ file structure for each new client folder:
1. MEDICAL & WAIVER FORM Google form link
2. MEDICAL & WAIVER FORM RESULTS (gsheet)
3. Client Welcome Pack (pdf & gslide)
A template folder that you can cut and copy of these can be found HERE
See medical & waiver form HERE
How to create a new Wavier & Medical Google form for a client:
Log into google forms (from GSuite dashboard): https://docs.google.com/forms/u/0/?tgif=d
Open "XXXXX Medical & Waiver Form"
Click on three dots on top right hand side of browser
Click "Make a copy"
Name the file "[Client name] Medical & Waiver Form"
Choose the new client folder created in Program Delivery > 2023(Or within the relevant year folder) > The Tailor > "Name of the New Client"and press "Ok" to save the file.
How to create a new google form link to email a client:
Hover your mouse on the respective medical and waiver form of the client.
Press Right Click on your mouse.
Next click on "Share"
Select "Copy Responder Link" and then paste this copied link into an email.
Copy the template welcome pack file into the client file.
Share the Welcome Pack to the respective Tailor Travel Designer, together with Medical and Waiver Form.
The welcome pack and waivers should be sent to the tailor travel designer between 2-4 out from experience commencement.
Ensure the cover photo is updated to match the profile of the client or group receiving the welcome pack—whether solo travellers, couples, or families.
When James isn't guiding - edit the last page to "MEET THE FOUNDER"
This is to not confuse the clients with who will be guiding them for the day.
Last Update Date: 04/12/25
Updated By: Eyo Faithe