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Existing: Paper-based system

Form prep
  • Clients fill out forms.
    • Some are completely filled out - 99% done online, but some of these are via iPads loaned out from the counter during check-in, if clients haven't checked in ahead of time.
    • 1% manually in person (should have been completed by 5pm the day before.before, right?)
  • Completed forms are delivered to office@candmstables.com.
  • (Back Desk) Forms are printed.
    • Are they printed as they come in, or printed as needed for each ride group?
Payment & Initial Ride Group Organization
  • Clients check in at front desk.
    • Front desk checks for paperwork.
      • If no paperwork, they're loaned an iPad.
      • If paperwork exists and is prepaid, is it marked down that they've arrived? Maybe the printed copy is moved to a new stack?
        • Prepaid accounts have their payment information stored on an air gapped machine for security purposes.
      • If paperwork exists and they've not paid, payment is collected.
    • Information is added to the paperwork:
      • Payment info (how they paid)
      • Rider ability (is this in addition to what clients fill out but added in a new place? Or to fill in missing information? Or is this a verification process?)
      • Ride length (is this in addition to what clients fill out but added in a new place? Or to fill in missing information? Or is this a verification process?)
    • Paperwork is physically organized into ride groups on a single clipboard, and handed off to the corral.
      • The Horse Daily Work List form is prepped with:
        • Date
        • Time
        • Guide's name
        • Number of riders
        • Type of ride (beach, trail, etc)
        • Total dollar amount of the full ride group
Corral - Horse Assignment
  • Fills out the horses as they're assigned.
  • [Riders depart]
  • Finishes with clipboard, brings it back to the front desk.
Front Desk - Additional Info, Closing
  • During or after the ride, check in times are recorded in Horse Daily Work List.
    • Different rides have different check ins; some need more than others.
    • Once the ride group has returned, the combined ride group packet is scanned in and added to the Front Desk machine (current network name DESKTOP-A8AM3RN) in the following location:
      • C&M DOCUMENTS
        • 2. Permanent
          • INCOME-RECIEPTS
            • [##Month]-EMSCo Daily Reports-[####Year] e.g. 12-EMSCo Daily Reports-2021
              • [##MonthNumber]-[MonthName] [##Day] e.g. 7-July 21
                • Daily Rider Forms
  • Done with this group.
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