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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, 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?
    in.
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 andPayment is prepaid, is it marked down that they've arrived? Maybe the printed copy is moved to a new stack?collected.
      • PrepaidFor accountssome have theirsituations payment information is stored on an air gapped machine for security purposes.
    • If paperwork exists and they've not paid, paymentThere is collected.no pre-pay option available at this time.
  • Information is added to the paperwork:
    • Payment info (how they paid)paid and the amount.)
    • Rider ability (is thiscopied infrom additionthe form to whatthe clientstop fillright outcorner but(for addedeasy inaccess afor newthe place?corral Or to fill in missing information? Or is this a verification process?staff.)
    • Ride length (is thiscopied infrom additionthe form to whatthe top right corner (for easy access for the corral staff.) These fields are hidden from clients fillon outthe butweb added in a new place? Or to fill in missing information? Or is this a verification process?)form.
  • 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, using Horse Daily Work List.
    • Are individual client forms used at all during this part of the process? Or are they kept with the Horse Daily Work List just to have everything together?
  • [Riders depart]
  • Corral finishes with rider group packet on the 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, on to the next!
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