Well, I am running two guides at the moment. It's a Very Full day but schooling with four + children in the house IS full, busy, chaotic, etc.
I use the guides as they are; bound. My system differs from what you would need based on that but here is what I would do with what you have.
Keep the Little Hearts and Beyond work in ONE binder. Select the number of Units you will keep in the binder based upon how much room you have. For example, maybe you will have room for 6 units at a time. Keep Little Hearts in the front and you will need to include the daily plans plus the Rhymes in Motion for those six units. Use sticky tabs to mark your place in each section. Keep Beyond behind the Little Hearts work and you will need to include the daily plans, poetry, and spelling/dictation based upon what your student is working on. Again, I'd mark each section with a tab of some sort. I use Post-It Durable Tabs as they hold up very nicely and they can be repositioned if necessary. You can also write on them if you'd like to.
Each of my students has an assigned color and we use Staples Better Binders. This way I can see their binders at a glance PLUS these binders are workhorses and they last forever. I use 1 binder for my Little Hearts girl and each week we hole punch and keep her work in the binder; this includes Artistic Expression work if it fits, her Bible copywork (she copies the verse as she is more than ready for this), and her Storytime writing activity that you do on Day 4 each week. I don't use any special tabs. We just file all of the work from the Unit when we finish it and the Units line up one behind another. Sometimes I'll make a little note on the work such as U1 to denote Unit 1 but that is just for me.
When she uses Beyond I'll probably use a similar system for her binder as she won't need too many sections or tabs and there is no notebooking yet. So, your Beyond student would need 1 3-ring binder to keep his/her work in. For Beyond, since Poetry coypwork is a part of every week I find it imperative to prepare that in advance according to how you want to present it to your student. Make a file folder to contain the poetry coypwork stuff OR you can use a composition book for that. It depends upon what your student is ready for.
Give your Preparing student a skinny binder with a selected number of units (6 perhaps?) plus any other sheets she needs to run those units. Include all that she needs for those 6 weeks such as her dictation key, poems, extension schedule. Create tabs using the sticky tabs and/or using colored paper/card stock inside page protectors. For those six weeks, make sure you have pulled all of the books she'll need and that you have a file folder or some other type of folder to keep her papers in; both the blank sheets she'll need to complete her work and a place to store completed work that is in process or complete. At a minimum she will need photocopies of the Science Lab sheet as well as blank paper for notebooking and creative writing. I like to give my boys a file folder that hangs in their box/crate and this folder contains their weekly sheets needed for science, history, poetry writing plus it is a place to keep work in progress such as a History Project or Independent History drawings. At the end of the week we take ALL of the papers, hole punch and put in their 3 ring binders. They have one binder for their history papers (written narrations, Independent History work) and poetry creative writing work. I used a piece of brightly colored card stock and printed something like "Creative Writing based upon the poetry of Robert Louis Stevenson" on it; I put it in a page protector and use that as a divider between history and creative writing work. No other tabs have been needed. They have another binder that we keep the science work in. We simply file by unit and don't use tabs.
Keep asking questions. Getting streamlined and organized is a HUGE process but once you have a system that works for YOU you will find time fall off the schedule and stress will lift. Don't give up. Do a teensy bit each day. When you notice a problem then seek a solution for it but take it one at a time. It helps me to slow down and solve as I go even if it means slowing down the guide. For example, when we first started I didn't have a good system for keeping track of "work in progress" such as History Projects or Independent History work that spans a couple of days. So, I realized we needed a designated place to keep our work in progress. I took some of our school time to solve the problem by choosing a place, organizing accordingly, showing the boys what I expect/how to keep track of the work, and then we pick up where we left off tomorrow. Now, we have solved the problem and it will no longer slow us down because we won't squish, misplace, or spill water on someone's work in progress that was left on a counter rather than in the NEW designated file folder. That work has a PLACE. I take it one day and one challenge at a time and slowly we are getting our wrinkles ironed out and our system running.
I have another question: