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Alyssa Build work in HubSpot
Emma Content, forms and lists
Sam Decision needed
Rachel & Amy Consultant input
New Came out of the call, not in the 18 Aug email
Answered Confirmed since the call, no longer blocking
Done Already built, nothing outstanding
26 Aug Came out of Emma’s 26 August email
0 · What we are waiting on
These block other items rather than sit alongside them. Nothing in sections 2, 3 or 5 can finish until the answers land.
Answered An Offsite enquiry that suits Onsite closes as Not a Fit, with the reason set to Moved to Onsite. Waikato and Auckland sit inside the Onsite zones, so an enquiry that is not right for transportable may still be a real job.Confirmed by Sam. The lead closes on the Leads board so the history stays on the contact, and the reason records where it went. Amy or Rachel then create the deal in the Onsite pipeline by hand. Nothing moves between the two boards automatically, so Moved to Onsite gets added to the Not a Fit reason list and the consultants know to create the deal at the same time.
26 Aug Refined since. This still applies to an enquiry that is clearly Onsite early on. Emma has since asked for a second route: where a consultant works an Offsite enquiry all the way to Qualified and it turns out to be an Onsite build, they are asked at that point which pipeline the deal belongs on rather than closing it as Not a Fit. So the two sit side by side, and the consultant keeps one place to work from until the lead is genuinely qualified. See section 3.
Rachel & Amy
New The retired list. Which Offsite models, plans and forms are being retired, so the matching forms and workflows can be switched off rather than cloned.Granny Flats is confirmed retired and already off the website, so those plans and forms come out. The rest of the list still to come. This one gates the form and workflow work, because we only clone what is being kept.
Emma
Answered Emma edits the Get Info form copy. It is a copy change rather than a build change, which is what the call assumed.Confirmed by Emma. She will make the wording changes herself. If any of it comes back to us later, it goes into the hours.
Emma
New Decide on the Sakari SMS. It currently prompts people to check their inbox or spam for the pricing email.With the price coming out of the email and a consultant ringing instead, it likely has no job left. Leaning towards switching it off. Emma to confirm by email either way.
Emma
New Confirm what each Client Priority value is for, and what should happen once a consultant sets it.The ten values are being built exactly as they are in Emma’s document, no changes. What is not written down anywhere is what each one is meant to trigger, and that is what decides the build. Some clearly want a follow up template. Some may want a task instead, or nothing at all beyond being visible on the card and filterable. Two of them, Visit or Meeting and Quote Required , have no template in her list, which may be deliberate. Until this is answered there is no way to know what to action, so it is a blocker rather than a nice to have.
26 Aug Partly answered. Confirmed as a single select dropdown rather than checkboxes, since its job is to show the one next step, and On Hold is being added as an eleventh value. What each value should trigger is still the open part.
Emma
New Confirm we are dropping the Response tag , the Hot, Warm and Cold one.It is in Emma’s process document, so it needs her say so rather than quietly disappearing. The case for leaving it out: her own wording defines In Orbit as warm and Near Ready as hot, and her board mockup puts Warm only on In Orbit cards and Hot only on Near Ready cards, so it repeats the column. Cold is the only value doing separate work and it appears on no card. It was not asked for on the call or in the email, and nothing depends on it. Not being built unless she wants it.
Emma
Answered Confirm the site accessibility process stays exactly as it is. Nothing in the new build touches it, but it is worth Emma’s say so rather than an assumption on our part.What [Residential] Site Accessibility check form completed - Assign contact owner, Create task for Contact owner and Sam Paterson and Autoresponder email does today: if the contact already has an owner it creates the task Get Site Accessibility Checked against the street address and assigns it to that owner. If there is no owner it rotates the contact between two owners first, then creates the same task. It then sends an internal email to Sam Paterson saying the check is needed for that address, and sends the person who filled in the form the Site Accessibility Check auto responder. All of that can carry on untouched.
One thing worth settling while she is looking at it. This form is on the list to point at the new lead workflow, which rotates the lead owner between Rachel and Amy. This workflow runs a rotation of its own between two owners on the contact. If those are not the same two people, the same enquiry ends up with a lead owner and a contact owner who disagree, and the task lands with one of them while the card sits with the other. Confirming who the two owners on this one are keeps the two rotations lined up.
26 Aug Confirmed by Emma. The process stays as it is, including the email to Sam. The only change is that it points at the Leads board rather than the deal, which is now a build item in section 3.
Emma
Done Export the current deal data to a sheet so the consultants and I can work through it before anything is imported.Everything in Lead In and Contacted , because those two stages are being removed and everything in them has to go somewhere. Plus Qualify as a review list, since some of those are genuinely signing a Starter Pack and stay as deals while the rest are enquiries that belong on the board. Include owner, building model, delivery location, desired timeframe, has land, finance arranged, amount and create date, so nothing has to be looked up twice.
26 Aug Received. Emma, Rachel and Amy have worked through the current deal board and sent the mapping back with the new stage and tag against each row. Timeframe, land and finance status are unchanged, so the stage and tag columns are the new part. Anything already marked not a fit has been closed on their side. Two things still to come, both in this section.
Emma
26 Aug Sam’s rows on the mapping sheet. A small number of contacts on the deal board belong to Sam and have not been through with him yet.Emma is sending these separately so the rest is not held up. They are needed before the import runs, or those people arrive on the board without a stage or a tag.
Emma
26 Aug Recheck anything new sitting in Lead In that is not on the mapping sheet, and move it to New Enquiry.The sheet is a point in time and enquiries have kept arriving since. Anything that landed after it was pulled needs the same treatment, or it is stranded when the two stages come off.
Rachel & Amy
New Agree the hours across August and September. August was approved at five hours and this piece of work goes past that.Suggestion is to spread the build across August and September and pick the billing up from September, so the go live is not paced by an hours ceiling.
Emma
New The final list of properties we are keeping. The deal creation steps set eight properties today and they all have to be recreated on the lead, but only the ones still earning their place.Everything in section 1 is built off this list, and the sixteen workflow clones in section 3 cannot be finished until it lands. If something on the current list is dead weight, this is the moment to drop it rather than carry it across.
Emma
1 · Lead properties, tags and the card
Two groups here. The first is everything the deal creation steps already set, which now has to exist on the lead. The second is the tags the board runs on, which do not exist anywhere yet.
Done Create the lead stages so the board matches the agreed six.New Enquiry, Attempting, In Orbit, Near Ready, Qualified, Not a Fit. Emma has already built these, so the board is ready for everything else in this section to hang off.
Added by us: every stage came in as Not started, which is the default HubSpot applies rather than a setting anyone chose. That status sits behind the stage name and is what reporting, filters and workflow triggers actually read, so with all six the same there is no way to tell a live lead from a closed one. Now set: New Enquiry stays Not started, Attempting In Orbit Near Ready are In progress, Qualified is Qualified and Not a Fit is Disqualified. Nothing on the board looks different to a consultant, it just means the open pipeline can be counted and the closed leads drop out of it properly.
Emma & Alyssa
Carried across from the deal creation steps
These eight are what the current workflows write onto the deal, most of them copied from a contact property. Each one needs to exist as a lead property, with the same copy step rebuilt in the cloned workflow. Subject to Emma’s final list, so anything being dropped comes off here first.
Project Type Set to a fixed value rather than copied. Residential Onsite Build on the Onsite workflows, and the Offsite equivalent on the rest. It also has a backstop workflow behind it that fills it in when it comes through as Unknown, which needs a lead version building. See section 3.
Alyssa
[Residential] Building Model (Dropdown) Copies from the contact property [Residential] Building Model. This is what puts the model on the face of the card.
Alyssa
[Res] Desired Timeframe Copies from the contact property Desired Timeframe. This is the timeframe that shows as a tag, and it is what separates In Orbit from Near Ready.
Alyssa
Delivery Location Copies from the contact property Delivery Location. Also the property that flags an enquiry sitting inside a Waikato or Auckland Onsite zone, which is what tells a consultant to close it as Not a Fit and raise an Onsite deal instead.
Alyssa
Site Address Copies from the contact property Street Address.
Alyssa
Has Land? Yes or No. Feeds the Building Journey Status tag, so the two need to agree rather than drift apart.
Alyssa
Finance Arranged Yes or No. Also feeds Building Journey Status, and it is what the finance filter runs off.
Alyssa
Amount , on the lead. Created, but not populated the way it is today.Worth pausing on this one. Today the deal step copies Amount from the contact property [Residential] Building Model Price, which is the automated pricing we are switching off. So the copy step does not get rebuilt. The consultant enters it at Near Ready from the real quote, and it is the build value rather than the $5,000 Starter Pack fee.
Alyssa
New, for the board
These do not exist on the deal or the contact. They are what a consultant reads at a glance, and they are what makes a filtered view possible.
Building Journey Status Four values, from Emma’s process document: Land & Finance Land & No Finance No Land, Needs Finance Researching. The first two are confirmed off the current board and use an ampersand, so the other two are worth checking for the same house style. The first three can be set automatically from Has Land and Finance Arranged. Researching cannot , since it describes where somebody is at rather than what they have, so it needs a rule of its own or it gets set by hand.
Alyssa
Client Priority. The one thing being worked on next.26 Aug Built as a single select dropdown rather than checkboxes. Confirmed by Emma: its job is to show the next step for that client, so one value on the card is enough and the consultant changes it as things move.Eleven values, the ten from Emma’s document plus On Hold: Finance Seeking Site Need to Sell Property Site Check Resource Consent Geotech Report Visit or Meeting Site Works Estimate Quote Required Decision Making On Hold. What each one should trigger is the open question in section 0.
Alyssa
New Not a Fit reason. The dropdown that records why a lead closed, so the history stays readable.Sam has confirmed one value it has to carry: Moved to Onsite, used when a Waikato or Auckland enquiry is a real job but not a transportable one. The rest of the list is worth agreeing with Emma and the consultants in the same pass, since this is also the property that decides which closed leads are genuinely dead and which are worth a look later. It feeds the non marketing step in section 3.
26 Aug A second confirmed value: Unable to Contact, for a lead that closes purely because nobody could reach them. It behaves differently from the rest. Where a lead closes for a real reason such as budget or a competitor, the contact comes off marketing. Where it closes because we never got hold of them, they stay a marketing contact and keep receiving the newsletter, because people go quiet when life gets busy rather than because they have lost interest. That makes the suppression conditional on the reason rather than applied to every Not a Fit, which is a change to the workflow in section 3.
Alyssa
New Recreate the board card tags on the Leads board. These are pipeline settings with their own colours and rules, not properties, so they do not come across with anything else.Confirmed off the current deal board: Land & Finance Land & No Finance Type: Residential. Keep the same colours so the board still reads the way the consultants are used to. The rest of the list still to be pulled off the deal board settings.
Alyssa
Configure the lead card so the right things sit on its face.Header: client name, delivery location and building model, following the deal board naming. Detail lines: desired timeframe and owner. Tags: Building Journey Status and Client Priority. No Response tag, and no attempt count.
Alyssa
26 Aug Confirm the recent activity line is switched on for the consultants, and answer whether it can show more than one line.Emma can see something like “call 2 hours ago” on the card and wants it confirmed as on for everyone rather than just showing for her. Ideally it would carry calls, emails, notes and tasks rather than a single line. I will check what HubSpot allows on the lead card and come back either way, since this is a display setting rather than a build. It is also the reason there is no attempt count on the card: the activity line already carries the history.
Alyssa
New Add Amount to the lead stage pop up, required at Near Ready. HubSpot can ask for properties as a card moves stage, so the figure gets captured in the moment rather than chased later. Making it required at Near Ready is what keeps the forecast honest, and it means the number is already there when the lead hits Qualified and creates the deal.
Alyssa
2 · Forms
Roughly forty model forms, plus the Contact Us form, the site accessibility check, the site works request and the chatbot. The retired list decides which of them get touched and which get archived.
New Archive the retired forms. Granny Flats confirmed, the rest to come with the retired list.The Granny Flats forms can go now, since the workflows behind them are being switched off anyway. form names to come
Emma
New Rename archived forms with an "old" suffix before archiving, so anything still live is obvious at a glance.Same convention on both sides: forms, emails and workflows all get labelled the same way, so nobody has to guess which version is current.
Emma
Update the copy on the model forms that are being kept. They currently promise a delivered and installed price estimate by email, which is no longer what happens.The promise becomes a call from their consultant. Roughly forty forms, less whatever comes off in the retired list.
Emma
Remove the preferred communication method question from the forms.Everyone gets a call now, so the question sets an expectation we are not going to meet.
Emma
New Edit the Get Info form wording, assuming that stays with Transbuild.
Emma
New Hide the building models we are no longer promoting from the dropdowns on the forms.Hidden rather than deleted, so historic records still show what somebody enquired about instead of going blank. This is the front end half of the retired list, and it needs to happen at the same time as the workflows are switched, or a form will still be taking enquiries for a model with nothing behind it.
Emma
Point every kept form at the new lead workflow and confirm each one fires the right one.Model forms, Contact Us, site accessibility check, site works package, chatbot. Every source has to land on the board, or an enquiry quietly goes nowhere.
Alyssa
3 · Workflows
Sixteen workflows create a deal today. The approach agreed on the call is to clone rather than edit, so the cloned versions create a lead and sit switched off until we are ready, and the originals get renamed with an "old" suffix and archived. There is always a way back. The property steps inside the clones are the part that waits on Emma's final list.
Clone the sixteen workflows that create a deal today, and rewire each one to create a lead instead.Not just a swap of object. Every property step inside them has to be pointed at the lead equivalent from section 1, the pricing copy step comes out, and the deal creation step moves to the Qualified trigger. Sixteen is the current count, and it drops if models come off in the retired list. Cloned versions stay switched off until go live. workflow names to come
Alyssa
New Switch off the Granny Flats workflows. Not blocked on anything, so it can be done now.Granny Flats is already confirmed retired and off the website, so these are running against something we no longer sell. Off and renamed with an "old" suffix rather than deleted, same as the rest. They also do not get cloned, which takes them out of the sixteen. granny flats workflow names to come
Alyssa
New Switch off the workflows for the other retired models rather than cloning them, once the retired list lands.Same treatment as Granny Flats. Every model that comes off the list takes a workflow out of the clone count, which is why the list is worth having before the cloning starts rather than during.
Alyssa
Rename the originals with an "old" suffix and archive them. Renaming is what makes the switch safe. Nothing gets deleted, so if something behaves oddly after go live we can see exactly what the old version did.
Alyssa
Build the workflow that creates the lead from a form submission. Nothing does this today.It is the piece everything else hangs off. Creates the lead, sets the properties from the form answers, and puts the card on the board.
Alyssa
Set the lead owner on creation, rotating evenly between Rachel and Amy.That one property decides who the email comes from and whose board the card lands on.
Alyssa
Built Show home visits can create a lead too, if Transbuild want them on the board. I have built it already and left it switched off, so all that is left is the decision.[Residential] Show Home Visit Tablet Form -> allocate contact owner, create lead [Lead] allocates the contact owner and creates the lead, the same shape as every other source in section 2. It was not asked for on the call, so I built it rather than raise it as a job and left it off until somebody says otherwise. Nothing happens unless it is switched on.The case for turning it on: a show home visit is a person standing in front of you, which is about as warm as an enquiry gets, and today that visit leaves no card on any board. The case against: the tablet form is filled in during a conversation rather than by the person themselves, so the board would carry a different kind of record next to the web enquiries. Either answer is fine, it just needs to be a choice rather than a default. Emma to say yes or no.
Alyssa & Emma
Create the deal automatically when a lead is marked Qualified, landing it in Qualify on the Offsite Sales pipeline, and carry as much of the lead across as HubSpot allows.The same eight properties from section 1, copied lead to deal this time rather than contact to deal: Project Type, [Residential] Building Model (Dropdown), [Res] Desired Timeframe, Delivery Location, Site Address, Has Land, Finance Arranged and Amount. Plus the deal name in the existing naming pattern, and the deal owner set from the lead owner so it stays with the consultant who worked it. Amount comes from what the consultant entered at Near Ready, so by this point it is already the real quote. Whatever cannot be copied is a field somebody has to retype, so it is worth being greedy here.
26 Aug Ask which pipeline first. Moving a lead to Qualified now puts a question to the consultant: Offsite or Onsite. The reasoning is one source of truth while a lead is being worked. An enquiry that arrives through the Offsite world may turn out to be an Onsite build, and the consultants would rather keep working it on their own board than hand it over early, then choose the deal board once it is genuinely qualified. So the deal creation branches on the answer rather than always landing on Offsite Sales.Worth noting the knock on: the eight properties above have to map onto the Onsite pipeline as well, and the Onsite deal name follows its own naming pattern. Anything the Onsite board expects that the Offsite one does not is the part to check before this goes live.
Alyssa
New Build the In Orbit check in workflow. Tasks, not emails. Triggered on time in stage.In Orbit only. Near Ready people are being actively worked by a consultant, so they are deliberately not in this stream. Two check ins in sequence: one at six months in the stage , and a second at twelve for anyone still sitting there. The task tells the consultant to ring or email the person. Consultants do not want automated emails going out under their name without them knowing, so the reminder lands as a task and the contact stays with the person.Sequence rather than either or, because the check in is a task to the consultant rather than an email to the customer. Nothing goes out unless somebody chooses to send it, so there is no cost to a nudge landing a little early, and no reason to key it off desired timeframe. The alternative, one check in and then nothing, would leave a real lead silent from month six onwards, which is the opposite of what In Orbit is for.
Two things to settle before it is built. What happens after the twelve month task: repeat yearly, stop, or prompt the consultant to make a Not a Fit call. And whether the clock restarts if a card leaves In Orbit and comes back, since the trigger measures the current stint in the stage rather than total time on the board. Neither changes the shape of the workflow, they decide where it ends.
Alyssa
26 Aug Build the two month reminder on Attempting. A task to the consultant once a lead has sat in the stage for two months.This answers the gap raised on the call. The check in covers In Orbit, and Near Ready is covered by a consultant actively working it, so somebody who was never reached and sat in Attempting was covered by neither. Emma, Rachel and Amy have settled it: at two months the consultant gets a prompt to make one final attempt by phone or email, and then decides whether to close it.
A prompt rather than a deadline. Nothing closes automatically and nothing is taken off the consultant, because the point is not to encourage giving up on people who are simply hard to reach. So it is a task, not a stage change, and the judgement stays with the person who owns the lead. If they do close it, Unable to Contact is the reason to use, which keeps the person on marketing.
Alyssa
Set contacts to non-marketing when a lead closes as Not a Fit, keeping the record and the reason.Newsletters then only reach people who are genuinely interested. If a campaign ever needs a wider audience, they can be switched back on in bulk before it sends.
26 Aug The suppression is conditional on the reason, not applied to every Not a Fit. Two values stay marketable. Moved to Onsite, because they are still an active customer on the Onsite side. And Unable to Contact, because closing for silence is not the same as closing for a reason, and Emma wants those people still receiving the newsletter. Everything else, such as budget or going with a competitor, comes off marketing as agreed. That means the workflow branches on the reason rather than firing on the stage.
Alyssa
26 Aug Point the site accessibility check at the Leads board rather than the deal.The process itself stays exactly as it is, confirmed by Emma in section 0. The task still goes to the owner and the internal email still goes to Sam. The only change is what it hangs off, so the request and the task sit against the lead the consultant is actually working rather than a deal that no longer exists at that stage. The two owner rotations need to be the same two people, which is the point still to confirm in section 0.
Alyssa
New Switch off the two deal workflows that run off the Qualified and Unqualified stages. Both belong to the old shape, where a deal was created at enquiry and then sorted into qualified or not. That judgement now happens on the lead, before a deal exists at all, so leaving them on means a deal being acted on for a decision that was already made upstream. Off and renamed with an "old" suffix, same as the rest. workflow names to come
Alyssa
Switch off the building model pricing workflows that calculate a price from model, roof type and region and write it to [Residential] Building Model Price.Switched off and left in place rather than deleted, in case the approach changes later. This is the same property the deal Amount step copies from today, so these two come off together or Amount quietly keeps filling itself in from an estimate nobody stands behind.
Alyssa
Retire the building journey nurture logic, which currently decides who is worth a deal from one form answer.Replaced by the consultant call, and by the In Orbit check in.
Alyssa
New Switch off the nurture workflows themselves, not just the logic that sorts people into them.Two separate things, and it is easy to do one and forget the other. Retiring the branching stops new people being sorted into a nurture. It does not stop anybody already enrolled, who will keep receiving the old sequence with the old pricing promise in it, after we have told them a consultant will ring. Switch the workflows off and unenrol anyone still active in them. Same treatment as the rest: off and renamed with an "old" suffix rather than deleted. nurture workflow names to come
Alyssa
4 · Emails, smart content and SMS
Split the same way as the workflows. Transbuild clones and writes the emails, we wire them into the workflow steps once they are ready.
New Clone the emails and rename them with a " - Lead Journey" suffix, so the new set is findable and the old set is obviously old.
Emma
Rewrite the information email. Price out, phone call promised, no booking link.What stays: the flyer for the model they enquired about, the floor plan, and a line promising the call so it is expected rather than cold.
26 Aug The booking link comes out. The team has decided against a booking link in the automated email, so it does not go into the workflow. That leaves the email doing one job, setting up the call, which is the cleaner version anyway. The consultants can still send a link themselves when it suits the conversation.
Emma
New Create the calendar contact lists. One per contact owner.Contact owner is Amy, contact owner is Rachel.
26 Aug These stay, even though the link is out of the automated email. Emma has asked to keep them, because the consultants will want them when they set up their own templates and sequences. So they get built now rather than rebuilt later.
Alyssa
26 Aug Not being built. The smart content that swapped the meeting link by contact owner comes out with the booking link.The plan was Amy’s calendar for Amy’s contacts, Rachel’s for Rachel’s and Sam’s as the fallback, in one email rather than one per consultant. With no link in the automated email there is nothing for it to swap, so it comes off the build. The lists it would have read are still being made, so if the decision changes later this is a short job rather than a new one.
Alyssa
Swap the new emails into the cloned workflows, once Emma has built them.The clones go up with the old email steps still in place, because they cannot point at an email that does not exist yet. So this is a second pass across all sixteen after the fact, not something that happens while cloning. It is the handover point between the two sides of the build, so it is worth Emma flagging when the emails are done rather than either side assuming.
Alyssa
New Action the Sakari SMS decision once it is confirmed.Switch off, or rewrite it to point at the call rather than the pricing email.
Alyssa
New Label the old emails clearly and file them, so only the current set is in use.
Emma
5 · Moving the current deals across
Worth restating, because it changes the effort: these will not move. HubSpot holds Leads and Deals as two separate record types with no conversion between them. So the people in Lead In and Contacted, plus whoever in Qualify turns out not to be a real deal, get created fresh as leads and the deals they came from are deleted.
Prepare the mapping table: old deal stage to new lead stage.Lead In and Contacted become New Enquiry, Attempting, In Orbit or Near Ready. Qualify splits: the real ones stay as deals, the rest come back as leads. It is not one for one, which is why the consultants need to look at the rows. Built as a spreadsheet and updated live during the session.
Alyssa
Done Run the classification session on the exported sheet, with Rachel and Amy.Row by row: which are In Orbit, which are Near Ready, which are not a fit any more, plus the tags and fields that should carry across. They know these people, so the classification comes from them rather than from the stage they happen to be sitting in.
26 Aug Done on Transbuild’s side rather than in a joint session. Emma, Rachel and Amy have worked through the board together and sent the mapping back with a stage and a tag against each row. Anything they judged not a fit has already been closed.
All
Done Return the refined sheet ready for import. Received 26 August. Timeframe, land and finance status are unchanged from the export, so the stage and tag columns are the new part and the import reads those.
26 Aug Two gaps before it can be imported, both tracked in section 0. Sam’s rows are coming separately, and anything that has landed in Lead In since the sheet was pulled needs rechecking and moving to New Enquiry. The import waits on both, or those people arrive without a stage or get stranded when the two deal stages come off.
Emma
Bulk create the lead records by import, with stage, owner, building model, region and tags set.
Alyssa
Delete the source deals once the leads are in and checked.A separate, deliberate step after the import has been checked, not part of it. Sequenced properly in section 8: import, check, delete the deals, then delete the stages.
Alyssa
One thing to be clear on before the import
The conversation history on the original deals does not come across. Notes, logged calls and emails stay attached to the contact record, but the deal level history goes when the deal does. So anything the consultants need to see on the lead has to be captured in the sheet during the session, while the deals are still there to look at.
6 · Deal pipeline
Small, and mostly done at switch over rather than before.
Remove Lead In and Contacted from the Offsite Sales pipeline, so it starts at Qualify.These are the two stages being deleted, and they are what the export in section 0 covers. Done at switch over rather than before, once everything in them has been recreated as a lead, so nothing is stranded.
Alyssa
Check the stage based task automation still fires correctly once the two stages come out.
Alyssa
New Agree what a conversion now means and report against it.Lead reaching Qualified and creating a deal is the real conversion point. That is the number worth watching, and it is the first time it has been measurable.
Alyssa
7 · Templates and sequences
Second priority, and deliberately so. It is easier to write these once the consultants have worked the board for a few weeks and know which conversations keep repeating.
Draft one follow up template per Client Priority, so the tag on the card tells the consultant which to send.Seven templates: Finance, Seeking Site, Need to Sell Property, Site Check, Resource Consent or Geotech, Site Works Estimate, Decision Making.
Emma
Get the wording from Rachel and Amy before anything goes live.These go out under their names, so they have to sound like them. Help rather than chasing.
Rachel & Amy
Build them as sequences so a consultant enrols someone in one click, and everything stops the moment they reply.Nothing sends without the consultant choosing it.
Sitting with Transbuild rather than us. This is outside the scope of the current build, so it is Emma’s to set up alongside the templates. The calendar contact lists in section 4 are being kept for exactly this, so the consultants have them when they build their sequences. Happy to walk through it or pick it up separately if you would rather.
Emma
New Keep in touch content for In Orbit: new models, price changes, open days, finance news, completed builds in their region.A genuine reason to make contact, so the six and twelve month task has something to carry.
Emma
8 · Switching over
In this order, in one sitting, so there is never a window where an enquiry lands with the old workflow off and the new one not yet on.
Test end to end on a live form, before anything is switched.Submit a real enquiry against each form type and confirm the lead is created, the owner is set, the email arrives with the right consultant's link, and the card lands with its tags on.
Alyssa
Import the leads from the refined sheet.Everything out of Lead In and Contacted, plus whoever in Qualify the consultants decided is a lead rather than a deal. Stage, owner, building model, delivery location, timeframe and tags all set on the way in.
Alyssa
Check the import against the sheet before anything is deleted. Row count matching, no leads sitting without an owner or a stage, tags showing on the cards, and a handful opened properly to confirm the detail came across. Deleting deals cannot be undone, and the sheet is the only copy of what was on them, so this is the gate rather than a formality.
Alyssa
Turn the old workflows off and the new ones on.
Alyssa
Switch off the building model pricing workflows at the same moment, not before.If they come off early, enquiries still running through the old workflows land with no price and no call. If they stay on after, a stale estimate keeps writing itself onto records the consultant is about to quote properly.
Alyssa
Delete the deals that have been recreated as leads. Only the ones that came across. Anything in Qualify the consultants kept as a real deal stays exactly where it is.
Alyssa
Delete the Lead In and Contacted stages, last.Last, because a stage cannot come off while records are still sitting in it. Once the deals are gone the two stages are empty and can be removed, and the pipeline starts at Qualify.
Alyssa
Walk Rachel and Amy through the board on the day, so nobody is working it out from a document.The board only works if calls and emails are logged, so that is the part worth spending the time on.
Alyssa
Watch the first week and correct anything that comes out sideways.Mostly the allocation split, the smart content picking the right link, and whether anything is arriving without an owner.
Alyssa
Timing
This week
Answers and the export
Retired list, the Onsite question to Sam, the Sakari decision, and the deal export out to a sheet.
Week of 24 August
Build
Properties, tags, the lead card, the create lead workflow, the cloned workflows sitting off. Emails cloned and written in parallel.
Mid to late that week
Classification and import
Session on the sheet with Rachel and Amy, refined sheet back, leads imported before go live rather than on the day.
Target · 1 September
Switch over
Test, switch, walk the consultants through it. Moves if the answers or the sheet run late, which is the honest position rather than a fixed date.
Still open
The review feature. Parked while this runs. Picked back up if there are hours left once the lead work is in.Onsite. Sitting behind Sam's answer. Once that lands it may add a small piece of work to route those enquiries rather than close them.