Aesthetic E Consulting · Standard Operating Procedure
MASTER
New Project Onboarding
Complete every step before declaring a project active. Check off as you go.
Code: POC-YYMM-ProjectName
Overall Completion
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Phase 1 — Google Drive Setup
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Create client folder inside 01_CLIENT_PROJECTS Drive
Name it using the client's company name in ALL CAPS — e.g. AMPACITY
Create project folder inside client folder Drive
Format: YYMM – Project Name (e.g. 2501 – 250 Central Ave)
Create all 9 subfolders inside project folder Drive
01_Admin_&_Legal / 02_Plans_&_Specs / 03_Field_Evidence / 04_Production_Tracking_(Monday.com) / 05_Coordination_&_RFIs / 06_Meeting_Minutes_&_Walkthroughs / 07_SOPs / 08_Billing_&_Requisitions / 99_Archive
Upload signed contract or agreement Drive
Goes in 01_Admin_&_Legal
Upload drawings and specs Drive
Goes in 02_Plans_&_Specs — include revision number and date in filename
Save foreman SOP to project folder Drive
Goes in 07_SOPs — customize with project name before saving
Take and save initial site photos Drive
Goes in 03_Field_Evidence — name folder by date (YYYY-MM-DD_Initial)
Confirm all folders are accessible and correctly named Drive
Do a quick check — no untitled folders, no misplaced files
Phase 2 — Monday.com Board Setup
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Create new board for project Monday
Clone the residential board template — do not start from scratch. Rename to match project.
Set up groups by floor or zone Monday
Each floor or work zone gets its own group. Add all units/areas as rows.
Verify all automations are active Monday
Check that all phase STUCK, IN PROGRESS, DONE, and notification automations transferred correctly
Set Critical Blocker default to CLEAR Monday
Confirm the "when item is created → set CRITICAL BLOCKER to CLEAR" automation is active
Add Last Updated column next to Full Progress Monday
Use Monday's built-in Last Updated column — it auto-fills, no manual entry needed
Set column permissions Monday
Lock phase summary columns, Critical Blocker, and Full Progress to owner-only editing
Create filtered views Monday
Set up: Critical Blockers, Ready to Move, Procurement, To-Do's
Phase 3 — People & Access
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Invite foreman to Monday board Action
Set permission to "Can edit content" — not admin, not viewer
Invite client to Monday board as viewer Action
Client should be able to see progress without editing anything
Walk foreman through the SOP Action
Do a live walkthrough. Have them make their first update while you're there.
Confirm GC contact info is documented Action
Name, phone, email of your main GC contact — save in 01_Admin_&_Legal
Save all key contacts in one doc Doc
Client, foreman, GC, key subs, inspectors — name, phone, email, role
Phase 4 — Field Readiness
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Complete first site visit Action
Use the Site Visit Report form. Document baseline conditions.
Save first Site Visit Report to Drive Drive
Goes in 03_Field_Evidence — name by date: SVR-YYYY-MM-DD
Confirm material ordering process with foreman Action
Thursday list → Friday approval → release before 4PM. Make sure foreman knows the bypass rule for urgent orders.
Identify any existing blockers on day one Monday
If anything is already stuck, log it in Monday immediately with Blocker Details filled in
Notify client of project start and share board access Action
Send a brief kickoff summary — project, scope, your role, how to view progress
Phase 5 — Billing Setup
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Discuss financial data management scope with client Action
Does Aesthetic E Consulting have access to requisitions, AIA billing, change orders, and budget tracking? Document the decision — this determines portal security level and retainer tier. If yes, upgrade portal to Netlify Identity with individual login before sharing access.
Configure portal security based on scope decision Action
Standard scope — site-wide PIN sufficient. Financial data access confirmed — upgrade to Netlify Identity, create individual client login, assign folder access permissions before sharing portal URL.
Confirm billing schedule with client Action
When are AIAs due? What's the requisition cycle? Document this.
Save initial contract value and scope in billing folder Drive
Goes in 08_Billing_&_Requisitions — this is your billing baseline
Set up billing flag column on Monday board Monday
Checkbox column — check it when a task or issue affects the current requisition
Schedule first billing review call Action
Get it on the calendar before the first requisition is due