Yeah, It's tough to keep up with non members really. We, Garrison Carida, have an Academy where we let people join our forums with limited access and our cadets assigned an adviser who is always there to help with questions. All members are able to post and chime in with help. Each cadet also gets their own build thread to post photos and questions of there build during the process so that when the time comes they go through the approval process very smoothly with little to no changes needing to be made.
I think this would be a great thing for other garrisons to adopt if they don't have anything like this already.