Basecamp Training Manual Updated: November 14st, 2019

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Table of Contents Welcome to Basecamp! ...................................................................................................................... 2

The Team .............................................................................................................................................. 2

The Process Overview ......................................................................................................................... 3

Idea ........................................................................................................................................... 3

Design ....................................................................................................................................... 3

Approving Your Assets ........................................................................................................... 3

Requesting Revisions ............................................................................................................. 3

Publishing................................................................................................................................. 3

Creative Request ................................................................................................................................. 4

Project Types ................................................................................................................................ 4

Basecamp Home ................................................................................................................................. 5

Inside Your Project .............................................................................................................................. 7

Approving Your Assets........................................................................................................................ 8

If Project Type is “Event” ........................................................................................................ 8

If Project Type is Not “Event” ................................................................................................. 8

Requesting Revisions .......................................................................................................................... 9

Requesting More Revisions................................................................................................................ 9

Publishing .......................................................................................................................................... 10

When to Submit Your Creative Request ........................................................................... 10

Emergency Requests........................................................................................................................ 10

Extra Resources ................................................................................................................................ 11

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Welcome to Basecamp! Basecamp is an online platform we're using to organize our team and projects. It's your one-stop hub for all marketing materials. Before we get into the nitty gritty, let’s look at how to turn your idea into something tangible. If you already have an account, you can access Basecamp here: https://3.basecamp.com/4159141/#

The Team Our Marketing team has two sides: Design and Publishing. On the Design side, we have our graphic designers and videographer. These guys bring your idea to life. Our Publishing team takes those completed assets and makes them live to the world, whether it’s on poster boards around campus (Marketing Officer), on the digital signage and website (Digital Marketing Specialist), or on social media (Social Media and Communications Coordinator).

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The Process Overview

Idea You have a great idea, but you need help bringing it to life! Submit a Creative Request to let Marketing know what you’re thinking. Within 1 to 3 business days you’ll be invited to join us in Basecamp and you can view your project.

Design 7 to 12 business days after your project was added to Basecamp (within 15 days of your request submission), you will receive an email letting you know that the designers have uploaded your assets. Click the link in the email or log in to Basecamp to check them out! Please note that depending on their nature, Special Requests may fall outside this timeline.

Our busiest times are August to October and January to February, so due to the volume of requests, projects may take a bit more time to complete.

Approving Your Assets Look at all the assets. If you think they’re ready for publishing, comment “Approved” on each asset, or on just the "For Approval" asset if your Project Type is "Event". This lets us know that you’ve seen the asset and that you’re giving us the go-ahead to show the world.

Requesting Revisions If you need a change to your assets, comment directly on them to let us know what needs changing. Please note that it can take the designers 3 to 5 business days to make the changes. Once they upload the revised assets, take a look and comment “Approved” if you’re happy with them.

If you require more revisions at this point, comment on the affected assets, and a meeting will be called to go over your original request to see where the communication broke down. Your project will return to the Design stage.

Publishing Once you have approved all assets, our Publishing Team will schedule them to go live. Whenever possible, they will go live on the Announce Date you selected in your original request. Some platforms like the digital signage and poster boards have limited space and your project may go live the following week.

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Creative Request You have a great idea, but you need help bringing it to life! The first step is to fill out a Creative Request Form, which can be found at:

https://www.algonquinsa.com/creative-request-form/ Password: Creative2018

This form is submitted directly to Marketing and is used to collect all the information we need to create assets for you. The more details you provide upfront means the fewer conversations needed down the line! Project Types The first step in submitting a request is choosing the best Project Type to suite your needs as each Project Type will automatically give you specific assets Project Type Best Use Event Any event big or small

Hours of Operation/Schedule Change Changes to your area's hours of operation, or scheduling (e.g. classes)

Campaign/Contest Any time-limited promotion or contest, e.g. Food Drives, Sens ticket sales, Mill Street promos

Video Full shoots, or event coverage

Employee Assets Business cards, name tags, signatures, etc.

Special Request Anything not listed above, e.g. website updates

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Basecamp Home 1 to 3 business days after you submit a Creative Request, you’ll receive an email inviting you to join us in Basecamp. Click on the Green button to get started.

If it’s your first time using Basecamp, you’ll be asked to create an account.

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Once you create an account, you’ll be directed to the Home page. This is where you can find all the projects you have on the go. As you can see, this user only has one project right now, but you can have ten or more, depending on how many requests you submit. Pro Tip: Make sure notifications are turned on! See your notification settings at the

top right of the Basecamp home screen. Get into the habit of logging into Basecamp and checking your project for updates. The easiest way to find updates is to look at the top navigation:

Hey! You can tell if one of your projects has been updated by the orange notification circle. Any time someone makes a change to a project, the activity is recorded here for you to see. Activity This will show you a more in-depth breakdown of the activity within your projects. My Stuff Your draft messages, schedule, and your recent activity.

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Inside Your Project Inside your project you’ll find three areas: Project Assets, Information Station, and To-do. Project Assets is where you will find all the files associated with your project. When you first visit, this area will likely be empty. It can take 7 to 12 business days after your request is submitted for the designers to complete your files. The Information Station will always contain a copy of your original Creative Request for everyone to reference. If there are major changes to your project (e.g. the date has changed), please create a post here to let everyone know rather than sending an email. Messages posted here will automatically be sent out to everyone in the project, and are nicely organized and easily referenced. On the right is the To-do area. This is for internal Marketing use, and you can ignore it.

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Approving Your Assets You’ll get an email once the designers upload your assets to the Project Assets area in your Basecamp project.

If Project Type is “Event” Inside the Project Assets area, all your assets will be in a folder, plus an extra asset called “For Approval”. Look at all the assets, then head to the “For Approval” asset and comment “Approved” directly on it. You do not need to comment on each asset, only this one.

Pro Tip: The faster you approve your assets, the faster we can complete your project. Aim for approving your assets within 48-hours (or 2 business days).

If Project Type is Not “Event” You can find all your assets in the Project Asset area, but there won’t be a “For Approval” asset since all your assets will be different. Please look at each asset in the folder and comment “Approved” on each one. This lets us know that you’ve seen them all and that you’ve given us the all-clear to publish.

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Requesting Revisions If you’ve looked at your assets and you need something changed, comment on the asset that needs changing, or on the “For Approval” asset if your project is for an event. To make sure that the correct designer sees your message, look under the asset to find who posted it. In the comment area type “@” and a list of the people on the project will appear. Choose the correct designer and continue your message. This guarantees that your request will go to the right person. Revisions can take the designers 3 to 5 business days to upload a new version. Take a look at it, and if it’s ready to go, make sure to comment “Approved”.

Pro Tip: If ever you need to make sure information goes to a specific person, just “@” them. This includes comments on assets, or messages in the Information Station. When in doubt, “@” it out!

Requesting More Revisions If you need changes to the revised assets, comment your request. A meeting will be called to go over your original Creative Request to see where communication broke down.

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Publishing Once you have approved all assets, our Publishing Team will schedule them to go live. Whenever possible, they will go live on the Announce Date you selected in your original request. Some platforms like the digital signage and poster boards have limited playlists or space meaning your project may go live the following week. Keep in mind that external vendors may also fall outside of this timeline based on their availability (e.g. vinyl installations).

When to Submit Your Creative Request Keep in mind that it can take 15 business days for your request to be completed. If you require revisions, the process can take up to 20 business days, or more if you need a second round of revisions. To be safe, you can assume the process will take 20 business days. If you want to announce your project a week early, you’ll need to add an extra 7 days, meaning you may need to request the project 27 business days in advance. Of course, this is an extreme – we can likely finish your project a lot sooner. Creative Requests must be submitted at least 15 days in advance.

Emergency Requests We understand that sometimes things happen last-minute and that you may not be able to submit the minimum 15 days in advance. Stuff happens! Submit a Creative Request anyway. You won’t be able to select a date less than 15 days in the future, so select the earliest date, and write the actual date needed in the “Additional Details” section. We’ll do our best to accommodate you.

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Extra Resources If you need help with Basecamp, please reach out and we can provide extra training, or check out the official Basecamp training links below:

Master the Basecamp Basics in 15 Minutes https://basecamp.com/learn Basecamp: Getting Started https://3.basecamp-help.com/category/113-getting-started