Embedded Files
Every time a MAG client is locked in, we need to create a new client folder. In this file are all the documents needed to manage not just from an administration perspective but offsite during a program, from on operational perspective. Follow these simple steps to create a new client folder.
Note:
In labelling a 'Client Folder', always follow this format: [INSERT CLIENT NAME] [INSERT DATES]
In labelling 'Documents' in the Client Folder, always follow this format: [CLIENT NAME] [TYPE OF DOCUMENT] [YEAR]
In labelling 'Quotes' and 'Invoices' in the folders, always follow this format: [EXTERNAL SUPPLIER] - [CLIENT NAME] - [TYPE OF PRODUCT] - [TYPE OF DOCUMENT]
Step 1: Create a client folder in the Google Drive
Step 1: Create a client folder in the Google Drive
Create the client folder once the contract is signed.
The folder should be created in: MyAdventure Group > Experiences > Program Delivery > 2020 (Or within the relevant year folder)
Step 2: Populate the client folder with templates
Step 2: Populate the client folder with templates
Populate once the folder is created.
The client folder should contain the files listed below which can be found in MyAdventure Group > Experiences > Program Delivery > Templates:
<CLIENT NAME> Prep Engagement (Google Sheet)
Medical & Waiver Form (Google Form) - see procedure below
Form Responses and Summary for Guides (Google Sheet) - see sample here
Tent allocation (Google Sheet)
Guides list (Google Sheet)
Tent Map (Google Slide)
Folder (Labelled: Quotes)
Folder (Labelled: Invoices)
Client Welcome Pack (PDF & INDD)
Base Camp Staff Brief
Guide Staff Brief
Set Up and Pack Down Staff Brief
Documents to Print
How to create a 'Participants' Medical and Fitness Summary' Google Sheet for Guides:
How to create a 'Participants' Medical and Fitness Summary' Google Sheet for Guides:
Sample 'Summary for Guides':
Sample 'Summary for Guides':
Note: If the choices on the Google Forms are changed then the formulas on the Google Sheet must be updated so that the responses will correctly reflect on the summary tab.
Step 3: Update the client folder templates to include the client name, year and program delivery date
Step 3: Update the client folder templates to include the client name, year and program delivery date
Update the files once the folder is populated
The client should should contain the below files which can be found in MyAdventure Group > Experiences > Program Delivery > Templates:
Step 4: Continue to update the folder
Step 4: Continue to update the folder
Ongoing
Ongoing
During the pre-program, program and post-program phases, it's important to ensure the folder is regularly updated and maintained to ensure files are updated and stored correctly, and in one place.
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