Drive Cleanup — Standard Operating Procedure
A step-by-step execution guide to organize the Fully Booked AI® shared Drive.
The Drive has good bones — the structure exists, but the root is cluttered and there are duplicate folders that confuse everyone. This SOP walks you through fixing it without breaking anything. Do not delete anything until Phase 6 review. When in doubt, move to _REVIEW first.
0Ground Rules (read first)
- Never delete in the first pass. Move suspect files to
_REVIEW_April_2026(create this folder at the Shared Drive root). Michele reviews weekly, then we empty it. - When renaming, check for broken links. If a file is linked in GHL, in the book, on the website, or in an active email chain — rename carefully. Flag to Michele first if unsure.
- Drag to move, don't copy. Copying creates duplicates and breaks the one-source-of-truth rule.
- If a folder already exists with the same name, open both before merging. Never assume they have identical contents.
- Tag each completed task with a ✓ in this doc. Comment in Google Docs with the date completed so Michele has a paper trail.
1Phase 1 — Clear the Drive Root
Right now there are 20+ loose files sitting at the Shared Drive root (the top level of "Fully Booked AI"). Every single one of them belongs inside a folder. This phase clears them out.
Step 1.1 — Create the review folder
_REVIEW_April_2026 folder
2 min
At the Shared Drive root (the same level as All Clients and Fully Booked AI®), create a new folder named _REVIEW_April_2026. The underscore prefix sorts it to the top.
Step 1.2 — Move root-level files to their proper homes
Work through this table top to bottom. For each file, right-click → Move to → navigate to the destination folder. If the destination folder doesn't exist yet, create it.
| File at Drive Root | Move to |
|---|---|
3× fbai-wireframe-sitemap.md versions(2 dated April 17 and April 20, plus "2026 website updated" April 21) |
Keep only the April 21 version — rename it 2026-fbai-wireframe-sitemap-MASTER.md and move to Fully Booked AI® › FBAI® › 2026 Website (create the 2026 Website subfolder). Move the other two to _REVIEW_April_2026. |
BOOK: The Luxury Contradiction - Ready for Yossi |
Fully Booked AI® › The Luxury Contradiction Book (create this folder) |
The Luxury Contradiction - Michele's copy |
Same folder as above |
Cynergy-Color-Bar-Salon-Today-200-Press-Release-2026 |
All Clients › Cynergy Salon › PR & Awards (create subfolder if missing) |
CYNERGY WP Website: Start End April-March Delivery... |
All Clients › Cynergy Salon › 2026 Website Update |
DreamBody Rx (the big 30MB doc) |
All Clients › DreamBodyRx |
2026 Schema for LLM & SEO |
Fully Booked AI® › FBAI® › Schema & SEO (create this) |
2026 Pricing & Details: New Era Search - AEO + SEO |
Fully Booked AI® › Prices (this is the current one — leave as-is) |
Pricing & Details: AI + SEO RANKER (UPDATE AUG 6, 2025) |
Fully Booked AI® › Prices › _ARCHIVED (old version) |
✅ Snapshot Build Plan Based on Voice AI Automation |
Fully Booked AI® › FBAI® › Strategy & Offers (create this) |
🔍Fully Booked AI® Sales Strategy for Home Services |
Same folder as above |
AI RECEPTIONIST - NO MYA |
Same folder as above |
Links for PR to use on ®Fully Booked AI: website - blogs- posts |
Fully Booked AI® › PR to Repurpose |
FBAI Blog — All 5 Invisible Leaks Posts (Ready to Publish) |
Fully Booked AI® › 2026 Claude Blogs |
FBAI Blog — Post 1: The Visibility Leak |
Same folder as above |
Wajeeha — Blog Publishing SOP for fullybooked.ai |
Fully Booked AI® › Onboarding — keep this one, it's the polished version |
Wajeeha — How to Publish Blog Posts to fullybooked.ai |
_REVIEW_April_2026 — this is a duplicate |
VIDEO 36: MEET THE TEAM (video file) |
Fully Booked AI® › 2026 Social Media Video › HeyGen Ready |
Gabrielle Gyms.mp4 |
_REVIEW_April_2026 — ask Michele if this is still relevant |
3× loose HEIC photos (IMG_4167, IMG_4173, IMG_4160) |
_REVIEW_April_2026 — ask Michele what shoot these are from |
2× Untitled document files (empty 1KB) |
Move to Trash — these are empty Google Docs with no content |
2Phase 2 — Collapse Duplicate Folders
Step 2.1 — Merge the two BUSINESS ADMIN folders
- Inside
Fully Booked AI®, you'll see two folders named BUSINESS ADMIN. Open both side by side (new tabs). - Compare contents. One has a
LEGALsubfolder (that's the "real" one — keep it). - Move everything from the second BUSINESS ADMIN into the first one. If any file names collide, rename the incoming file with
_v2suffix and move it in. - Once the second folder is empty, rename it
_DELETE_BUSINESS_ADMIN_dupeand move it to_REVIEW_April_2026.
Step 2.2 — Resolve wireframe sitemap duplicates
_REVIEW_April_2026.
Step 2.3 — Rename client "Website" subfolders for consistency
Across all clients, website folders use inconsistent names: Website, Website FOLDER, 1. WEBSITE, 2024 WEBSITE, 2025-2026 Website, 2026 Website Update, etc.
New standard: 1. Website [YEAR] — e.g., 1. Website 2026. The 1. prefix enforces consistent ordering inside client folders.
Apply to these clients first (touch them when you're in them for other work):
- LOKA Beauty Studio
- Harlow Beauty & Salon (has a
Website FOLDER— rename) - The Collective Salon
- Kelly Style Co.
- Salon East Naples + Hamptons
Do NOT rename the Cynergy 2024 website folder yet — it's still being referenced.
3Phase 3 — Standardize the Active Client Template
Every active client folder should eventually have the same 6-subfolder template. This makes onboarding new clients faster, makes team handoffs cleaner, and helps everyone find things.
The standard template (6 folders)
| Folder Name | What lives inside |
|---|---|
1. Website |
Wireframes, page HTML, live URLs, Elementor exports, website copy, website images, plugin docs |
2. SEO & Schema |
Schema markup, keyword research, AIOSEO exports, competitor audits, local SEO work, GBP strategy |
3. Brand (Pics & Videos) |
Photography, video footage, logo files, brand guides, team headshots |
4. Business Admin |
Signed agreements, invoices, legal, login/DNS info (if not in the central Website DNS folder) |
5. Social & GBP Posts |
Instagram posts, GBP local posts, captions, content calendars |
6. Reports (GA4 / GBP) |
Monthly performance reports, Google Analytics exports, GBP insights, revenue impact reports |
Apply the template to NEW clients from day one
- Next time a new client signs, create the folder inside
All Clientswith these 6 subfolders already present. - See Deliverable 3: Standardized Client Folder Template for the exact README.md to drop into each new client folder.
4Phase 4 — Archive the Inactive Work
You already have two archive zones. Use them.
| Archive Zone | What goes here |
|---|---|
Drive Root › INACTIVE |
Former clients, dead-stop projects (Revive Active & Aesthetics is already here — good) |
Fully Booked AI® › ARCHIVED |
Old brand assets, superseded docs you might still reference (old pricing, old scripts, old website versions) |
Candidates to move to ARCHIVED
Fully Booked AI® › Nazifa Fatma Websites/Blogs— check with Michele; if she's not still doing this, archive.Fully Booked AI® › The Driven Hair Stylist Planner— 2024 asset; confirm still in use.Drive Root › info@newclientsmedia.com— old email identity folder, 2024.Saved from Chromeat root — review contents; most "Saved from Chrome" auto-dumps are forgettable.The Agency M2at root — kept for holding/legal reasons, but if it's empty, consider whether it needs to stay visible.
5Phase 5 — Clean up the "prompt-as-foldername" mess
In the Mermaid Extensions / Janine's extensions Drive, there are ~12 folders with names like "01. Home- Hero/header images (horizontal) Salon interior shots Team at work...". These were photography shot-list instructions that got turned into folder names. Ugly.
The fix
- Open the folder in question (e.g., "01. Home- Hero/header images...").
- Create a new Google Doc inside it called
_Shot List.md. - Paste the old folder name (minus the number prefix) into the doc as the shot list content.
- Rename the folder to just the clean number and title:
01. Home,02. About,03. Meet The Team, etc.
Repeat for all 12 folders. The shot list info is preserved, and the folder names become scannable.
6Phase 6 — Weekly Review Cadence (ongoing)
Once the initial cleanup is done, this becomes a weekly 15-minute habit:
- Monday morning: open the Drive root and check for any loose files. Move them before lunch.
- Check
_REVIEW_April_2026— any files Michele has signed off on get moved or deleted permanently. - When creating a new client folder, use the 6-folder template from Phase 3.
- When a client becomes inactive (no work in 90+ days), move their folder to
INACTIVE. - Once per quarter: audit the
ARCHIVEDfolder. Anything 2+ years old that hasn't been touched → delete or export backup.
When you finish Phase 1, send Michele a screenshot of the clean Drive root.
That's the checkpoint. Don't move to Phase 2 until she signs off.
7Quick Reference — What goes where
| If the file is… | It belongs in… |
|---|---|
| A client's website work | All Clients › [Client] › 1. Website |
| A client's schema or SEO report | All Clients › [Client] › 2. SEO & Schema |
| A photo of a client's salon/team | All Clients › [Client] › 3. Brand (Pics & Videos) |
| A client's signed agreement | All Clients › [Client] › 4. Business Admin |
| A Michele-branded HeyGen video | Fully Booked AI® › 2026 Social Media Video › HeyGen Ready |
| A blog for fullybooked.ai | Fully Booked AI® › 2026 Claude Blogs |
| A PR piece about Michele | Fully Booked AI® › PR to Repurpose |
| Book chapters / manuscript work | Fully Booked AI® › The Luxury Contradiction Book |
| DreamBody Rx anything | All Clients › DreamBodyRx |
| Pricing, offer docs, sales strategy | Fully Booked AI® › Prices or Strategy & Offers |
| Master schema library, framework docs | Fully Booked AI® › MASTER FILES |
| DNS login, WordPress credentials | Drive Root › Website DNS Log Ins |
| Anything you're not sure about | _REVIEW_April_2026 (then ask Michele) |
The Drive Map
How our shared Drive is organized, what goes where, and how to keep it that way.
The Drive is organized around two working zones (where we make things) and two archive zones (where things go to rest). Everything has a home. If something doesn't fit, it probably belongs in _REVIEW.
1The Big Picture
The entire Drive has three top-level anchors and a handful of utility folders. Here's the whole map at a glance:
2The Four Zones
🛠️ Active Work Zone #1 — All Clients
Every client we currently serve gets a folder here. Each client folder follows the standard 6-subfolder template (see Deliverable 3). If a client hasn't had work in 90+ days, they move to INACTIVE.
- Prefix
00-indicates a newer/pipeline client (like OA Salons, Artistry, Uplift Hause, Substance, Mermaid) - Client names spell out clearly — no abbreviations, no nicknames
- Salon East X2 is one client with two locations (Naples + Hamptons) — nested accordingly
🎨 Active Work Zone #2 — Fully Booked AI®
Everything for Michele's own brand and agency. Our website, our blogs, our videos, our book, our sales assets, our internal SOPs. Never mix this with client work.
FBAI®— the actual fullybooked.ai site work (pages, schema, pricing experiments)2026 Social Media Video— HeyGen scripts, b-roll, "Used" folder, stock sceneryThe Luxury Contradiction Book— manuscript versions, Yossi-ready copy, editsMASTER FILES— framework templates, shareable assets, schema librariesARCHIVED— superseded FBAI assets (old pricing, old videos, old branding)
📦 Archive Zone — INACTIVE + ARCHIVED
Two different archives with two different purposes:
/INACTIVE— former clients (paused, canceled, ghosted). Revive Active sits here./Fully Booked AI®/ARCHIVED— former FBAI assets (old brand work, superseded strategy docs, old website versions, deprecated offers)
Nothing in the archives gets deleted without Michele's approval. Review archives once per quarter; anything 2+ years old and untouched is a candidate for permanent deletion.
🔍 Holding Zone — _REVIEW_[month]
When you find a file and don't know where it belongs, drop it here. Michele reviews weekly. Files get moved or permanently deleted. A new _REVIEW folder is created monthly; the old one empties.
This is critical — it's what keeps the rest of the Drive clean without forcing anyone to make a guess-decision on the spot.
3Inside Every Client Folder
Every active client has (or will have) these 6 subfolders. This is the standard template.
| Subfolder | What lives here |
|---|---|
1. Website |
Wireframes, page HTML, Elementor exports, live page copy, website images, plugin docs, DNS notes specific to this client |
2. SEO & Schema |
Schema JSON-LD, keyword research, AIOSEO field exports, competitor audits, local SEO, GBP strategy docs |
3. Brand (Pics & Videos) |
Photography, raw and edited, video footage, logo files, brand guidelines, team headshots |
4. Business Admin |
Signed agreements, invoices, legal notes, internal logins (if not in the central Website DNS folder) |
5. Social & GBP Posts |
Instagram, Facebook, GBP local posts, captions, content calendars |
6. Reports |
GA4 exports, GBP insights, monthly performance reports, revenue impact docs |
4Inside Fully Booked AI®
This one is bigger and less rigid because we have more categories of our own work. Here's what each subfolder is for:
| Subfolder | Purpose |
|---|---|
FBAI® | The fullybooked.ai website itself — pages, schema, wireframes, page copy |
2026 Claude Blogs | Blog posts written and drafted, ready-to-publish or published |
2026 Social Media Video | HeyGen videos, scripts, b-roll, location shots, team stylist shots, music library references |
The Luxury Contradiction Book | Manuscript versions, chapter drafts, Yossi-ready files, promo/launch assets |
CASE STUDIES | Client win stories, revenue numbers, pull quotes for sales use |
Video Team | Raw footage, edited clips, Cayl's delivery folder |
BLOGS | Pre-2026 blog work (older material, may eventually archive) |
SEO | FBAI's own SEO work (not client SEO) — keyword research for our brand, LLM/AEO research |
BUSINESS ADMIN | Agency agreements, legal, corp minutes, payroll, subscription management |
Onboarding | Client onboarding templates, welcome docs, SOPs for team members (Wajeeha's SOPs live here) |
Prices | Current pricing sheets, offer docs, retainer breakdowns |
Strategy & Offers | Sales strategy docs, snapshot build plans, offer experiments |
MASTER FILES | Reusable templates, framework libraries, master schema JSON-LD |
SHAREABLES/SELLABLES | Assets we give away or sell as lead magnets (book PDFs, guides, quizzes) |
FBAI Logos | All logo files (PNG, SVG, gold/charcoal/white variants) |
PR to Repurpose | Interviews, podcasts, press mentions — the raw material for PR content |
AI Michele | AI avatar work, voice samples, HeyGen avatar training assets |
Pillars of Business | Our foundational frameworks — Fully Booked Framework, Formula, AI |
Podcasts | Podcast appearances, guest episodes, audio files |
C-Level | High-level strategy, executive & delivery folders |
ARCHIVED | Old FBAI assets we might reference but no longer use |
5The Three Principles
_ARCHIVE_[date] and move it to the archive. The newest version should always be the obvious one.
_REVIEW.
INACTIVE or ARCHIVED first; purge only after quarterly review with Michele's approval.
6Naming Conventions
- Client folders: Full business name, no abbreviations —
Harlow Beauty & Salon, notHBS. - Pipeline/newer clients: Prefix
00-to surface them visually in lists —00-OA Salons - Charlotte. - Archived versions: Suffix
_ARCHIVE_[YYYY-MM-DD]—pricing_ARCHIVE_2025-08-06.doc. - Master/live version indicator: Suffix
_MASTERwhen multiple versions exist and you need to mark the canonical one —2026-wireframe_MASTER.md. - Dates in filenames: Use ISO format
YYYY-MM-DD, never US format — ensures correct alphabetical sort. - Client work by year: Always include the year in folder names for time-bounded work —
1. Website 2026,Q3 Report 2025. - Holding/utility folders: Prefix with underscore to sort to top —
_REVIEW_April_2026,_Shot List.md.
7When you can't find something
- Check the expected folder based on this map.
- Use Drive search (
leads@fullybooked.aiaccount) with a distinctive keyword from the filename or its content. - Check
_REVIEW_[month]— sometimes files are waiting there for categorization. - Check
INACTIVEandARCHIVED— the file might have been archived intentionally. - If still missing: ask Michele, and note it so we can update this map.
This map is a living document.
When the Drive structure changes, update this doc. When a new major folder is added, add it here. This map is only useful if it stays true.
Standard Client Folder Template
Every new client gets this exact structure from day one. Consistency = speed.
Consistent folder structure means anyone on the team can jump into any client's work and know exactly where to find things. No hunting. No "where did Michelle put that schema file?" This template eliminates that friction forever.
1The Template Structure
Every active client gets these 6 subfolders, plus a _README.md file at the root of the client folder. The numbered prefixes enforce a consistent order in Drive's file list.
2What lives in each folder
All website work for this client — from wireframes through live pages.
- Wireframes & Sitemaps — page maps, user flow, information architecture
- Pages (HTML) — every built page, Elementor-ready, with schema embedded per FBAI rules
- Website Images — hero images, service pics, team shots, optimized for web
- Copy Drafts — page copy in draft form before HTML assembly
- Plugin & DNS Notes — WordPress plugin list, DNS specifics, UserWay/Termly config notes (central logins stay in
/Website DNS Log Ins)
Everything tied to search visibility, local SEO, AEO/LLM optimization, schema.
- Schema JSON-LD — all schema types built for this client (LocalBusiness, Service, FAQPage, Person schemas, etc.)
- Keyword Research — target keywords, search volume, intent mapping
- GBP Strategy — primary category decision (Hair Salon vs. Beauty Salon), secondary categories, service mapping
- AIOSEO Exports — field-by-field exports of meta titles, descriptions, focus keywords
- Competitor Audits — local competitor analysis, The Luxury Contradiction audit reports
Every photo and video asset for the client. Raw + edited both live here.
- Team Headshots — individual stylist photos, action shots
- Salon Interior — space shots, hero images, brand environment
- Before & After — transformation photos, labeled with client name / service / date
- Video Raw — unedited video footage from shoots
- Logos & Brand Guide — client's logo files, brand colors, fonts, voice guide
The paperwork and legal backbone of the relationship.
- Signed Agreement — PDF of the executed agreement, plus any addendums
- Invoices — monthly invoice PDFs, payment records
- Logins (client-specific) — client-specific tools we have access to (their Phorest, their Meevo, their GBP manager access). Central DNS/WordPress logins stay in
/Website DNS Log Insat the root.
Content we produce and deliver to the client's social / Google Business Profile.
- Instagram Posts — graphics, captions, hashtag sets per post
- GBP Local Posts — weekly GBP posts, offers, events
- Content Calendars — monthly planning docs, campaign calendars
Performance data. The "are we winning?" folder.
- GA4 Monthly — monthly GA4 exports, traffic trends, conversion data
- GBP Insights — Google Business Profile performance, calls, direction requests, views
- Revenue Impact — dollar-impact reports tying FBAI work to client revenue growth
3The _README.md File
Every client folder has a single _README.md at its root. This is the client-at-a-glance card — the first thing anyone opens. Copy the template below into a new Google Doc named _README.md, fill in the fields, drop it at the top of every new client folder.
4Setup Checklist for a New Client
When a new client signs, Wajeeha runs through this list before any real work begins:
- Create the top-level folder inside
All Clients/with the full business name - Create the 6 subfolders (
1. Websitethrough6. Reports) - Create the nested subfolders inside each (per the tree in Section 1)
- Create
_README.mdat the folder root, filled in with all known info - Drop the signed agreement into
4. Business Admin / Signed Agreement - If website credentials exist, add them to
/Website DNS Log Insat Drive root (central reference) - Share folder access with the team members who will work on this client
- Tag the folder in Slack #clients channel so team knows the new client is live
- Michele gets a 3-line summary: client name, services, kickoff date
5What this template replaces
Looking across the existing Drive, some current clients already follow this pattern (Cynergy, Naples, Hamptons — 1. WEBSITE, 2. SEO, 3. BRAND/PICS/VIDS, 5. POSTS). Some use different naming (Website FOLDER, ADMIN, Content: Images & Videos). New clients get the NEW standard. Legacy clients get migrated gradually — when we open their folder for real work, we spend 10 extra minutes bringing the folder into alignment.
| Old naming we're retiring | New standard |
|---|---|
Website, Website FOLDER, 1. WEBSITE | 1. Website |
2. SEO, SEO, New 2025 SEO - ABD 111 Team | 2. SEO & Schema |
3. BRAND/PICS/VIDS, BRAND/PICS/VIDS, Content: Images & Videos | 3. Brand (Pics & Videos) |
BUSINESS ADMIN, ADMIN | 4. Business Admin |
5. POSTS (SOC/GMB), *Posts-Google/LinkedIn | 5. Social & GBP Posts |
GA4/GMB REPORTS, Performance Reports, SEO Reports | 6. Reports |
Run the template for every new client, starting now.
Any client signed after April 22, 2026 gets this structure from day one — no exceptions.
6Optional: Save as a Drive Template
To make this even faster, create a folder called _TEMPLATE_New_Client inside All Clients/ with this exact structure pre-built (empty subfolders + the _README.md template). When a new client signs:
- Right-click
_TEMPLATE_New_Client→ Make a copy - Rename the copy to the client's business name
- Open the
_README.mdand fill in their info - Done. 2 minutes instead of 10.
The underscore prefix keeps the template folder sorted to the top, making it easy to find and impossible to confuse with a real client.
