Aggregated setup checklist — run these one-time builds in GHL before going live. Toggle "GHL Build" layer above to see stage-by-stage instructions.
1. Create Pipeline + Stage Colors
- Pipeline name: JC Sales & Service
- Add 9 stages in order (see pipeline strip above)
- Set drag-disabled rules to enforce order
- Per-stage colors (phase-grouped for visual pipeline scan):
- Stages 1–2 (Lead, Engaged Lead) — Sky #a8c5dc
- Stages 3–4 (Orientation Pending, Assessment Scheduled) — Cream #e8d39c
- Stages 5–6 (Estimate in Preparation, Estimate Sent) — Amber #d4915a
- Stage 7 (Job Scheduled) — Soft Green #a8c498
- Stage 8 (Job In Progress) — Deep Green #5a7a4f
- Stage 9 (Job Complete - AR Open) — Slate #8a98a4
- Progression reads left-to-right: warm up → estimate → close → execute → collect.
2. Create Tags (one-time)
- Source - [23 values]: Web (4), Paid (4 incl. LSA + TikTok), Social (3), Print (1), Field (6: Flyer / Door Hanger / A-Frame / Yard Sign / Neighbor Mailer / Van), Referral (3), Manual Intake, Repeat Customer
- Bad Fit - Out of Service Area / Price Sensitive / Red Flag - Black List (3 values)
- Out of Scope (standalone contact tag, scope-neutral, nurture-eligible)
- VIP Customer · Repeat Customer / Repeat-Plus / Repeat-Standard (2-tier)
- Withdrawn (S1 ghost) · Withdrawn - Engaged (S2) · Withdrawn - VIP/Repeat · Suppressed - Aged
- Diverted - Warranty/Callback · Referral Sent - Partner · Referral - Reward Pending · Referral Circle - Elevated
- Partner: Referral Source - Realtor / Designer-Concierge · B2B Partner - Realtor / Designer-Concierge
- Stage-state: Stage3 - Pending Client Input · Stage4 - Pending Client Input · Stage5 - Materials-Pending / Margin Hold · Stage6 - In Follow-Up / Assisted Path / Objection Live · Stage7 - Scheduled / Materials Pending / Schedule Hold / Do-skip / Cancelled · Stage8 - In Progress / On Hold / Scope Conversation · Stage9 - AR Open / Won / AR Follow-Up
- Post-Won contact: Client - Active/Dormant · Health - Green/Yellow/Red · HSP - (4 values) · Service Recovery - Open/Resolved · JC Update - Enrolled
Naming convention: hyphen-separated ("X - Y"), never colon. Applies across all tag categories.
3. Create Custom Fields
- Original Lead Source / Lead Source (23-value dropdowns)
- Referring Client (Contact/Opp — intake; fires the S9 referral reward)
- Client Status (Contact — Standard/VIP/Red Flag/Black List)
- Dream Outcome (Opp, textarea — canonical; seeded S2 → echoed S5–S9; replaces the retired 'Peak Moment')
- Lost Reason (Opp — 13 values: 12 pre-yes + 'Cancelled') · Qualification Status (13 values — B6 resolved 2026-07-11)
- Stage 3 Outcome · Assessment Type · Priority · Block Size
- Assessment Outcome · Job Type · Budget Alignment · Assessment Notes
- Overview Type/Status · Components Checklist · Margin Approved By
- Overview Outcome · Deposit Amount/Method · Walkthrough Path
- Entry Door · Assigned Craftsman · Materials Status · Work Started At
- Hold Reason · finalization gate (Receipts/Hours/QC/Job Finalized?) · Proof Filed?
- Invoice/Paid At · Referral Circle Tier · Referral Reward Status
- Post-Won contact fields: Last Job Date, Jobs (24mo), Health, HSP, Service Recovery Log …
Full canonical field list = the JC Field & Taxonomy Dictionary / GHL Build Bible §3. Toggle the "GHL Build" layer for per-stage fields. Do NOT create a 'Peak Moment' field. Address ZIP = GHL native Postal Code.
4. Build Workflows (in order)
- Pipeline workflows (WF-01 … WF-09)
- WF-01: New Lead Welcome (10-touch cadence, BH + AH branches — Stage 1 LOCKED)
- WF-01c: Long-Term Re-engagement (Stage 1 Withdrawn)
- WF-01c-Engaged: Re-engagement for Stage 2 ghosts (Withdrawn - Engaged tag)
- WF-01c-Deferred: Re-engagement for Declined - Timing / Deferred
- WF-01c-OutOfScope: Out-of-Scope in-lane nurture (DEFERRED — interim OM quarterly check-in)
- WF-02: Stage 2 Entry & Routing (Standard vs Fast-Track + 7-day ghost cadence)
- WF-02-Realtor: Realtor referral variant (Contact Swap at Stage 2→3)
- WF-02-DesignerConcierge: Designer/Concierge variant (Contact Swap at Stage 4→5)
- WF-03: Orientation Pending — Scope & Route (internal-only; Assess / Do / Don't / Divert / Hold)
- WF-04: Assessment Appointment Logistics (calendar-triggered; reminders re-anchor on reschedule)
- WF-05: Project-Overview Build (internal; Components Checklist + OM margin gate)
- WF-06: Estimate-Sent Delivery + Close (3-touch JOLT cadence; deposit gate MAX($291, materials×1.20))
- WF-07: Job-Scheduled Schedule + Pre-Job (assign + order materials + pre-job sequence)
- WF-08: Job In-Progress (Jobber clock-in entry; finalization gate)
- WF-09: Closeout (guarantee/HSP email; invoice SLA; Referral Circle; Won — NO auto-charge)
- Post-Won contact workflows — the "10th stage" (WF-10 … WF-14)
- WF-10: JC Update Cadence (monthly EMAIL newsletter + seasonal — the retention spine; OA executes, OC owns the number)
- WF-11: Alarm (monthly health recompute → Red/Yellow; dormant → reactivation offer → S2 fast-track)
- WF-12: Service Recovery (service@ / 980-500-9760 → priority slot → FM/FC remedy — honors the guarantee)
- WF-13: HSP On-Ramp (canonical — NOT Review Request) (eligibility at Won → OC on-ramp → hands to deferred HSP nurture)
- WF-14: Feedback Gate (canonical — NOT Repeat Business Nurture) (S9 2-question NPS → detractor save-call / promoter review + referral). The only review-ask spine — nothing asks on payment.
- Utilities — EXISTING
- WF-Util-LastTouch · WF-Util-RepeatFlag ·
WF-Util-LostReasonTagProp · WF-Util-PartnerMilestoneUpdates · WF-Util-AppointmentReminders — struck names RETIRED (v9): folded into WF-Util-LostRouting (R16) / rebuilt as the WF-PARTNER pillar / inline in WF-04a. See the Retired Register.
- Companion / guard workflows — NEW (v7). Build the first three BEFORE any remaining stage workflow.
- 1. WF-Util-LostRouting — the master exit router. On any Lost Reason set: remove from all active workflows FIRST → enroll in the correct re-engagement (or none) → apply suppression → send the one-touch message. This is the workflow that was missing — a Lost lead kept receiving WF-01's 10-touch cadence.
- 2. WF-Util-ReEntryGuard — CRITICAL. On new contact/opportunity: if any Bad Fit - * tag OR Client Status = Red Flag / Black List → block WF-01, alert OM. Today a blacklisted contact re-submitting a form enters the welcome cadence.
- 3. WF-Util-WonExit — on Won: exit all sales cadences → enroll WF-10 / 11 / 13 / 14 → apply Repeat tags
- 4.
WF-Util-Suppression — RETIRED (v9). The TAG 'Suppressed - Marketing' stays the one global marketing gate; it is now applied by the workflows that own each disposition (LostRouting's Bad Fit branches, OptOutChannelDND, AgedSuppress). The middleman workflow is dead. See the Retired Register.
- 5. WF-Util-DivertExit — on Diverted - Warranty/Callback: remove from pipeline (NOT Lost) → enroll WF-12 → notify FM + OM
- 6.
WF-Util-ReviewSuppress — RETIRED (v9). Review suppression is INLINE: the same 'Do not ask' stop branch sits in WF-14 (three times) and WF-12b; 'Review - Received' is the cross-workflow flag; 'Review - Suppressed' survives as a manual OA/OM flag. See the Retired Register.
- 7. WF-Util-HoldPause — pause client cadences while a Hold tag is present (never the internal backstop clock)
- 8. WF-Util-Dedupe — duplicate-contact guard (known Jobber→Zapier duplicate bug)
- 9. WF-Util-AgedSuppress — apply Suppressed - Aged after N months of no engagement. [Q] N unset — OM to lock.
- 10. WF-01c-Competitor — win-back cadence for Declined - Competitor (long cycle). Feeds the win-rate / pricing diagnostic.
- Workflow ID namespace (v7 — no ID may sit outside a declared namespace)
- Pipeline WF-01…WF-09 · Post-Won WF-10…WF-14 · Re-engagement WF-01c-* · Utility WF-Util-* · Stage siblings WF-0N-Variant · Operational Pillar WF-<PILLAR>-nn
- A bare WF-nn is reserved for the pipeline (01–09) and the post-Won loop (10–14). Nothing else may claim one. Adding a pillar means adding a prefix, not a number.
5. Configure Zapier Bridges (one-way, no loops)
- GHL→Jobber (scheduling): GHL date/appointment → create/update Jobber visit; Do-skip → create Jobber job
- Jobber quote SENT → GHL Stage = Estimate Sent (+ stamp Overview Sent At)
- Jobber quote APPROVED + deposit → GHL Stage = Job Scheduled
- Zap 8.1 — Jobber FC clock-in → GHL Stage = Job In-Progress (+ Work Started At)
- Zap 8.2 / 9.1 — Jobber job-complete (gated) → GHL Stage = Job Complete - AR Open + guarantee/HSP email
- Zap 9.3 — Jobber invoice SENT → GHL Invoice Sent At
- Zap 9.2 — Jobber invoice PAID → GHL Won + Repeat Customer + enrollments
- Standing rules: Jobber native notifications OFF (GHL owns the client voice) · one-way / no-loop (distinct objects) · NO auto-charge, ever · invoice SLA 24h/48h.
6. Configure Card Display
- Show on card: Contact name, Source tag, Assessment Type tag, Time in stage
- Color code by Source tag
- Sort: Time in stage descending
7. SOP Registry & Build Status (KISS triage — 25 true SOPs system-wide)
- Close-skill SOPs — P1 (founder-dependent, revenue-critical)
- FM Assessment SOP — EXISTS · v1 (OM owns · FM runs · CRM 4)
- OC Objection-Handling & Close SOP — TO BUILD · placeholder (OC · CRM 6)
- FC Peak-End & Closeout SOP — TO BUILD · placeholder (FC · CRM 9)
- Money-path SOPs — TO BUILD
- OA Qualification Call (CRM 2) · OC Scope Discovery (CRM 3) · FM Overview Build (CRM 5) · OC Invoice & AR (CRM 9) — placeholders
- Trust & retention SOPs — TO BUILD
- Service Recovery / Complaint (OC) · OA Review Response · Testimonial Capture — placeholders
- Growth & people SOPs — TO BUILD
- B2B Partner Nurture (OA) · Hiring (OM) — placeholders
- Existing re-engagement SOPs — BUILT
- Contact Swap v2 · VIP/Repeat Re-Engagement v2 · Partner Referral Cold Recovery v2
- HSP sub-register (self-governed) — 10 SOPs
- H1 Eligibility & Invitation · H2 Enrollment & Onboarding · H3 Home Roadmap ✅ · H4 Quarterly Visit ✅ · H5 White-Glove Routing (all P1)
- H6 Member Health · H7 Renewal & Annual Report · H8 Save/Churn (P2) · H9 Win-back · H10 Member Comms Cadence (P3) — placeholders
- Canonical map = JC_SOP_Architecture_BoundaryDoc_v1. The 11 pillars carry only 5 true SOPs between them; the other ~110 pillar "linked SOPs" are checklists, templates, standards, policies, or automations. Build order: close-skill SOPs first.
8. Build Bible & Build Phases (execution started 2026-07-12)
- Runbook: JC_GHL_BuildBible_v2 — build CRM 2–9 + the post-Won loop from it. Master index: JC_Ops_Build_Manifest_v1.
- BUILD RULE: take fields/tags/workflows from Build Bible v2 + Field Dictionary v2 — NOT the stage docs (pre-reconciliation drift). Dictionary wins, then the Bible.
- Phase sequence
- Phase 0 — Data model (Bible §3–5): custom fields, tags, dropdowns. LIVE: pipeline "Leads → Sales Pipeline" 9 stages ✅; ~82 fields to build by hand (no field-create API).
- Phase 1 — 3 GUARD workflows first: WF-Util-LostRouting → ReEntryGuard → WonExit (§6.3–6.5).
- Phase 2 — WF-03 (closes the hole: LOCKED WF-02 hands to nothing).
- Phase 3 — CRM 2→9 pipeline workflows + WF-01c exits. WF-09 referral = $200 two-sided.
- Phase 4 — Post-Won retention (behind the guards): WF-10 JC Update · WF-11 Alarm (6-mo) · WF-12 Service Recovery · WF-13 HSP On-Ramp · WF-14 Feedback Gate.
- Phase 5 — Pillar workflows (WF-REV-* / WF-MKT-* / WF-HSP-*).
- Parallel gates (not workflows, but gate revenue)
- QB COGS restructure (margin meta-constraint) · Proof Library back-fill (empty keystone) · Guarantee-stack deploy · Close-skill SOPs (per the Registry).
- Pricing: CRM 5 uses the 5-tier Magnitude Tiers (replaced rate cards); fixed-quote gated on the COGS fix. Kickoff prompt: JC_BuildBible_Build_KickoffPrompt_v1.2.