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Resources Client Handbook When we meet
Topics
On this page
- Client Handbook
- Who is rtCamp?
- Who are you?
- What is WordPress?
- What is a WordPress VIP Gold Agency Partner?
- Where are we located?
- When we meet
- When we begin work together
- When we deliver
- How we train
- When we continue to support
- When you need talent, on demand
- Why is all of this important to you?
- How can you reach us?
Discussions & Presentations
Initial Discovery & Discussions
Questionnaire Form
MSA and NDA Documents
Estimations, Scoping and Presentations
When you choose a hosting provider.
What project type is the right type?
1. Fixed
2. Time & Materials
3. Retainer
4. Staff Augmentation
Scope of Work and Team Assignment
Last updated on May 25, 2026
When we meet
First impressions matter. Our collaboration typically begins when you send us an enquiry or a Request for Proposal (RFP). If you have an RFP for us, jump to – how we approach and collaborate on RFPs.
If you plan to or have already sent us an enquiry, read on:
Discussions & Presentations
Initial Discovery & Discussions
During our initial discussion, we focus on understanding your project needs and goals. This conversation helps us tailor our approach and solutions to align with your vision. Key areas of discussion include:
- Project Objectives: What are your main goals?
- Challenges and Pain Points: What issues are you facing that need resolution?
- Budget and Timeline: What are your budget constraints and desired timelines?
- Our Experience: We will share the related work we have done for brands similar to yours.
This discussion sets the foundation for a successful partnership.
Questionnaire Form
To further align our services with your objectives, we use a comprehensive Questionnaire Form sent to you directly after our initial conversation. This form allows us to gather essential information which will guide our estimation and delivery plans. This questionnaire will include a generic list of questions, as well as target questions around Key Result Areas (KRAs) and Key Performance Indicators (KPIs)
MSA and NDA Documents
To ensure the confidentiality and security of your information, Non-Disclosure Agreements (NDA). These documents outline how we handle your data and protect your interests. View a sample NDA here.
Furthermore, as we proceed towards the commencement, we provide a Master Service Agreements (MSA) that covers every area of the engagement – from insurances to regular working protocols. Basically, all information everything that your procurement and finance teams may need. View a sample MSA here.
Sample MSA
Estimations, Scoping and Presentations
Once we have collected the necessary high-level information, and reduced the number of outstanding questions, we provide estimations, project plans and proposed solutions that outline project scope, timelines, and costs. See samples of these below:
Discovery Report Table of Contents
Sample GANTT Chart
It is important that we understand not only the surface level of your needs, but gain a deeper knowledge of your business operations, pain points, success metrics, technical constraints and more. During our initial meetings we will gather the necessary information and with the support of a Project Manager and Engineering Manager preliminarily scope out project needs, determine milestones and identify any risks.
When you choose a hosting provider.
Where you choose to host your site is an important decision. We will work with you to determine the best options available. rtCamp is a WordPress VIP Gold Agency, and also partners with other major hosting providers. We can help you choose the best managed hosting provider or can liaison with your in-house team to scope the needs.
When we begin working with you, during our thorough elaboration phase, we will help you in understanding hosting options, and deciding on the best one to suit your business goals.
What project type is the right type?
We have a variety of project types that we can utilize to fit your business needs most accurately. Below you will see a brief overview of each type of project rtCamp offers:
1. Fixed
This is a great model for projects that have well-defined outcomes, and finite launches. Within a fixed project rtCamp plans out and estimates the entire project up front, and works within a specified, locked in, cost. Any changes needed to achieve the deliverable(s) will be handled as Change Orders, allowing for clear and aligned modifications to the fixed engagement.
2. Time & Materials
Our Time & Materials model is a great option if you have specified needs, but the components required to achieve that need are not well defined, and require ongoing collaboration. During a Time & Material project we will estimate the expected cost up front, but the project remains more fluid, and each hour put into Delivery is billed out. Approval occurs iteratively through these projects so there is never a surprise when the invoice and hour reports come in.
3. Retainer
Retainer, or managed services, is rtCamp’s service offering that provides ongoing project support. This is a great model for post initial launch, or if you need a reliable and experienced team to manage an existing site. Buckets of hours are purchased and consumed over a specified duration. Similar to Time & Material approvals happen iteratively, so nothing should ever come as a surprise.
4. Staff Augmentation
When you have an established team, but need additional support or specific talent, our Staff Augmentation model can assist. We have many experienced and skilled team members able to embed themselves into your team, managed by you/your team, to help achieve your business goals. Staff Augmentation is covered in detail later on in the handbook.
Scope of Work and Team Assignment
Once we have concluded our estimations, scoping and presentations, and you have made the decision to begin work with rtCamp, we will send you a Scope of Work (or Statement of Work), that clearly outlines all of the various points covered during our conversations/discovery. It will clearly state all the in scope and out of scope components, the project model, timelines, milestones and duration. This is our first formal alignment document.
While the Scope of Work is being executed, we work with your procurement teams to onboard rtCamp as a vendor to work on the project. rtCamp has the necessary insurances, and supporting documentation, to complete the procurement processes.
In parallel, our Delivery team is busy behind the scenes setting up the perfect team for your project. There are many factors we take into consideration when planning the team so we get the right people involved at the onset.
Once the Scope of work is signed, transitions to the Delivery team begins, and work is underway.
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Credits
Mackenzie Hartung
Author
Mackenzie Hartung
Author
Mackenzie Hartung is the Chief Delivery Officer at rtCamp, where she oversees the delivery strategy, processes, and teams that power enterprise WordPress engagements. With over a decade of experien…
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Terms of Service · Privacy Policy · Trust Center
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