Set up a private project folder you can actually use. Keep the current agreement easy to find, track changes and share only the documents a recipient needs.
One project. Six clear folders.
Give each project one home
Scattered screenshots and messages make it difficult to tell which offer was accepted or which content version a sponsor approved. Create a separate folder for each project, named with a simple code, sponsor name and year. Use that code in the deliverables tracker and results report.
For a younger athlete, agree with a parent or guardian who maintains the folder and who handles questions. Keep account access and contract-signing responsibilities separate; permission to help organize files does not authorize someone to sign an agreement.
A folder structure you can copy
| Folder | Keep here |
|---|---|
| 01 — Offer and scope | Original proposal, written brief, scope questions and compensation description. |
| 02 — Agreement and changes | Executed agreement if any, amendments, dated scope changes and the version each party accepted. |
| 03 — Eligibility and permissions | Applicable policy copy with source/date, required school correspondence, guardian steps and asset permissions. |
| 04 — Content and reviews | Drafts, final approved files, feedback and dated approval records. |
| 05 — Published work and results | Public URLs, dated screenshots, platform exports and the sponsor results report. |
| 06 — Payment records | Invoice references, due dates and receipts or statements, held with appropriately limited access. |
Keep sensitive tax or identity documents in a separately restricted location, not a folder you routinely share with sponsors. This organizer does not prescribe tax treatment or a universal retention period.
Name files so the current version is obvious
A useful pattern is PROJECT-01_video-01_2026-10-05_v02_REVIEW. Reserve APPROVED for a version supported by a dated approval record. Save the approval alongside that version so a later edit cannot be mistaken for approved content.
Fictional example: A sponsor approves version 2, then asks for a new ending. Keep version 2 and its approval. Save the new edit as version 3 for review. Do not overwrite the approved file and assume the earlier message covers the changed content.
If a message changes the deadline or deliverables, save the relevant record and update the tracker. Give the file a clear name rather than relying on a screenshot named by your phone.
Keep the approval attached to its version
Share a handoff folder, not your entire archive
Prepare a separate handoff containing only the agreed final assets and report. Before sharing, check the recipient, access level, permission to download and whether the link is public. Test that the intended files are present, and remove unrelated private material from the handoff.
Never put passwords, one-time login codes or identity documents into a deliverables folder. If a sponsor needs account access or additional usage rights, treat that as a separate request requiring careful review, not a routine attachment.
Use this closeout checklist
- The final scope and any changes are saved.
- Required permissions and reviews are documented.
- The delivered files match their approval records.
- Published links and dated results exports are recorded.
- Payment status is accurate and outstanding items have an owner.
- Sharing access has been reviewed.
Agree on record retention with your qualified adviser and any applicable school process. Keep records needed to resolve an open payment or rights question. This is a practical organization system, not legal or tax advice.
Put the next conversation on the calendar
Record questions about overlapping brand commitments. Use the worksheet to identify the next decision, its owner and the information still needed.