Overview #
Each client engagement at Shopstars is managed in a dedicated Basecamp project. Everything related to the project—tasks, updates, files, discussions, and schedules—is contained within that single project space. This gives both teams one authoritative view of progress and eliminates the risk of decisions or assets being spread across multiple tools.
Project Setup #
When a project is initiated, Shopstars creates a new Basecamp project named after your company or engagement. Access is granted to your designated stakeholders. Within the project you will find:
- Message Board: Used for structured communication such as weekly status reports, milestone announcements, and key decisions.
- To-Dos: Every deliverable is represented as a task, assigned to an owner, and scheduled with a due date. Tasks are grouped by milestone or workstream.
- Docs & Files: Repository for product exports, brand assets, design files, or technical documentation. The latest version of any file is always stored here.
- Campfire Chat: Available for short discussions or clarifications that don’t require formal tracking.
- Schedule: Contains deadlines for milestones, client review sessions, and planned launch dates.
Task Management #
All deliverables are tracked in To-Dos. Each task includes a title, description, assignee, and due date. If a task requires client input (for example, providing a product CSV), it will be assigned to the client contact. Tasks are not closed until they pass quality assurance and, where applicable, client approval. This prevents incomplete or unverified work from being marked finished.
Approvals #
Approvals are recorded exclusively in Basecamp. Even if discussions take place in Slack or on calls, the final approval or decision must be logged in Basecamp by either the client or the Project Manager. This creates a complete audit trail of sign-offs and prevents ambiguity later in the project.
Status Updates #
The Project Manager posts a weekly status report on the Message Board. The report follows a consistent format:
- Completed work during the past week
- Planned work for the upcoming week
- Risks, blockers, or dependencies requiring client input
- Any adjustments to timeline or scope
These reports are intended to give both teams a clear snapshot of project health without requiring additional meetings.
Client Participation #
Clients are expected to:
- Provide approvals in Basecamp rather than in email or Slack
- Upload required assets directly into Docs & Files to maintain version control
- Monitor To-Dos assigned to their team and complete them by the due dates
- Use the Schedule view to anticipate upcoming reviews or launch milestones
Summary #
Basecamp is the single project record. All deliverables, approvals, and files must be maintained there. Slack remains available for real-time discussion, but decisions and approvals are always documented in Basecamp to ensure accuracy, continuity, and accountability.
