Boulder Team Onboarding · How This Works

The frame

• Onboarding is taught by experience. A new person learns by running a booking, not by sitting through a walkthrough.
• Rylie's build sessions are the practice lane. She runs the reps first, so the Boulder team gets guides that already survived contact.
• Every stumble she hits becomes a fix here. Each session's stumble list gets folded into these guides before the team ever sees them.
• The bar (Roger): "no one should have an excuse that the system is too complicated or worse than how it already is."
• Each guide is one page max when filled. If a guide needs a second page, the system is too complicated. Fix the system, not the guide.

The guide set

What feeds these guides

• Rylie build session 1 stumble list [OPEN: session not yet run]
• The Amanda booking, Aug 27-30, first real pass through the pattern
• [OPEN: later sessions add their own stumble lists the same way]

The point

Everything starts at boulder-creek-ops.vercel.app. If you can open that link on your phone, you have the whole system. There is no software to install and no login to remember at base level.

The pages

• Board. The calendar of everything booked and held, the one view the whole team reads. Look here first on any inquiry; you never edit here.
• Pricing. What each space costs and where the floors sit. Quote from this page as written; exceptions go up the approval lane, never improvised. [OPEN: pricing frame pending the Adam sit-down]
• Setup. The one-pager home: how a booking runs, the pattern, and the links to everything else (packet, sheets, standards). Start here on day one and come back when you forget where something lives.

[OPEN: confirm page names and content against the live site before this goes team-facing]

What you do with it

• Bookmark it on your phone. That is the whole setup.
• [OPEN: base level = view + request · admin = book + edit. Who gets admin, decided with Adam]

Your first booking is a practice rep. Someone plays the inquirer (the standard test: "Test Retreat, Sep 18-20, 10 people"). You run it end to end as the booking owner. Nobody explains ahead of a stumble; stumbles get written down and fixed in these guides.

The rep

1. Inquiry lands. [OPEN: the one intake bucket per THE OPS, channel details TBD. In practice reps, the inquirer just tells you.]
2. Check the board. Open it on your phone. Is the space open on those dates? What else is on the campus that weekend?
3. Quote it. From the pricing page, as written. No improvised numbers.
4. Fill a booking sheet. From the Amanda pattern: dates, headcount, spaces, money. [OPEN: link the booking-sheet template]
5. It lands on the board. The sheet gets entered [OPEN: by whom at this stage, see guide 03] and shows up on the board. Click into it and read the detail back. If the board shows what you meant, the rep is done.

What a real booking adds

• The call before the quote. A human talks to them first: call, then packet, then book. [OPEN: outline after the Rylie rep]
• Agreement and deposit. The bracketed agreement plus the 25/50/25 deposit rail turn a quote into a booking. [OPEN: pointer to the booking-owner steps in the guest comms standard]

Stumble list fixes

Every "where do I..." from practice reps lands here, then gets fixed in the guide where it belongs.

• [OPEN: fills from Rylie build session 1]

Where you actually edit

• The Google Booking Sheet on Boulder's Workspace. One row per booking. If a fact about a booking changes, it changes here first. [OPEN: link the Sheet · row fields from the booking-sheet pattern]
• The calendar events. Dorm assignment and notes go in the event description, every event, no exceptions. [OPEN: which calendar · event naming convention]

What you never edit

• The board. It is a window, not a door. If the board looks wrong, fix the Sheet and the board follows. Editing the board is not possible at base level, on purpose.

What happens automatically

• The Sheet gets published (Apps Script) and the board reads it. One way only; nothing writes back to the Sheet. [OPEN: refresh timing, what "how long until the board updates" answer is]
• Notifications ride on top later, one at a time, after habits hold. [OPEN: per THE OPS notification draft, nothing wired yet]

The one rule under all of it

One master per fact. The Sheet holds the pen; everything else mirrors it. If two things disagree, the master wins and the mirror gets fixed.

Four roles from the guest comms standard. Every event names all four; one person can hold two on a small event. Nothing is everyone's job. This guide holds the seats; names get assigned with Adam.

The roles

Authority in one breath

• Anything that moves money, dates, or lodging goes through the booking owner, never a side text.
• Big money or flags ride the approval lane: >$10K or flagged goes to Seth + Adam, same day.
• Nobody promises what the agreement does not say.
• Inside the house rules, the on-site host decides on the spot; anything with money goes back to the booking owner.

Per-event assignment

• [OPEN: where the four names get written per event, likely a block on the booking sheet]
• [OPEN: default assignments vs per-event picks, decided with Adam]