Overview
What Is a Prep File?
A Prep File is a JSON file created by a TE that stores all confirmation templates for a trip. Preppers load it to generate confirmations.
Workflow
TE + Prepper Process
TE Builds Templates
Create confirmation templates for the trip.
1
Prepper Loads File
Pick Prep folder in Regional Teams and select specific Trip Code, or single Prep File for the relevant trip. The files are in JSON format.
2
Fill Departure Details
Review departure details from your dashboard, every guest-related detail, and fill these in the form.
3
Generate Confirmations
Templates populate automatically.
4
Review + Send
Confirmations go to vendors.
5
Send PDF Recap
Leaders get the recap to finish.
6
Prepper
Sending Confirmations
1
Load Prep File
Pick Prep folder in Regional Teams and select specific Trip Code, or single Prep File for the relevant trip. The files are in JSON format.
2
Enter Departure Details
Review departure details from your dashboard, every guest-related detail, and fill these in the form.
3
Generate Confirmations
Click “Get These Confirmations Filled In!” and all confirmations will be generated.
4
Review + Send
Send all generated confirmations to vendors by clicking Send Email/WA or copying with formatting manually.
5
Debrief with Leaders
Generate a PDF Recap of your work and send it to leaders.
6
Track Progress
If you resume within 48 hours on the same device, your progress is restored.
TE
Build Confirmation Templates
1
Load or Start New
Use “Load Prep File” to edit an existing file, or “Create New Prep File” to start your work on a Prep File.
2
Build Templates
Write your generic message. Highlight text that you want to change automatically (e.g. # OF GUESTS) and click the corresponding variable button to turn it into a variable (e.g. {{num_guests}}). That variable will automatically be updated when Prepper generates confirmations with the departure details.
3
Variable Tips
Instead of selecting text, you can insert variables by clicking their button. Need a variable that’s not showing? Create your own. Adapting an old file? Copy/paste your template, then select variables and insert in the new format.
4
Save Prep File
Save your Prep File (JSON format) to the regional Teams folder so Preppers have access to it.
Prep File prepared by your TE contains all Confirmation Templates. File can be found in the Team's folder.
0 Files Found
You are prepping for:
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LAST UPDATED BY TE: ---
DEPARTURE DETAILS
Fill in all your departure details and click the green button to auto-generate the confirmations.
Progress
0% Done
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Leaders:
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Prepper: —
Saved Confirmation Templates
for —
Use arrows to reorder
- No templates yet.
Create Template
For Email, you can add multiple addresses separated by ; (leaders will be CCed automatically).
Preview
Insert Variables
Highlight text to replace it.
Dates
Counts
Guests Specifics
Leaders Contact Info