JOBCO Paving: Lead Response System build plan

Internal working plan. Nothing here has been sent or built.

Sub-account: JOBCO Paving, OjHVnF3e518kkoqJ9WHE, login.optechsol.llc

SOW: $1,000 paid 10/26. Build runs 1.5 to 2 weeks from the day we have the EIN and access. If Daniel gives access on 11/3, target go-live is about 11/17, subject to carrier approval.

1. Decide before the 11/3 kickoff

#	Decision	Who	My recommendation
1	A2P website: vibepreview or jobcopaving.com	Michael	See the risk below. Use jobcopaving.com if access arrives on 11/3. If not, submit vibepreview by 11/4 so A2P doesn't slip.
2	A2P rep: Ben or Daniel	Michael	Whoever can answer a carrier question. Ben is fine if he's the signer.
3	Is 11/3 the kickoff or the AI agent scoping call	Michael	Treat it as kickoff. AI agents are out of SOW scope, book separately.
4	Is the $97/month going to be billed, and from when	Michael	Set it up before go-live.
5	SOW signature	Michael	Get it signed on or before 11/3. GHL shows "viewed".
6	Take Ben out of the 90-Day Lead Nurture	Michael	Yes. He's a client, and it's still texting him.
7	Where is the tracking sheet	Michael	We need it before designing the fields. He said on 10/27 it was sent to us.

Biggest risk: text consent

The SOW promises an instant text to every lead from Google, the website form, email and vendors. A2P is being registered with one opt-in: the chat widget. A lead who filled in a form or came from a vendor has not opted in through that widget, so texting them doesn't match what we told the carriers.

Michael's 10/30 ask (website access, external header, "pass a2p") may be the fix for this: put the widget on jobcopaving.com and take down any form that collects phone numbers there. That would be a website change, and the SOW excludes those beyond connecting the existing form, so Michael needs to OK it.

Until this is settled, plan for:

Chat widget leads: text and email right away.
A lead who texts or calls us first: text reply is fine.
Form, email and vendor leads: email and Daniel's call right away, text only once consent is sorted.

2. Kickoff, Tue 11/3, 3:30 PM PT

Use Consultation with Michael. Booked under Daniel Zakharov.

Agenda

Who uses it day to day, and confirm Daniel is the one person calls route to.
Walk through where each lead comes from today.
Collect access, list below.
Agree who approves messages, and how fast.
Next steps and go-live date.

Questions

Google: are leads from Local Services Ads, Google Ads lead forms, calls, or the Business Profile?
Meta: the SOW lists Google, website, email and vendors, but they spend about $50 a day on Meta. Should Meta leads come in too? If it's new scope, Michael decides.
Vendors: who are they, and how does a lead arrive? Text to whose phone?
Email: which inbox gets inquiries, and do they want them forwarded or parsed?
Website form: what platform, what does it collect, and does it have an SMS consent box?
Review timing: the SOW's flow says 3 days after the meeting, but the summary says after a finished job. A review request before the paving is done reads odd. Recommend triggering it from a "job complete" step Daniel marks. Confirm with Ben.
Won and Lost: when does a lead count as lost? After the 1-week follow-up with no reply?
Holidays and weekends: same as after hours?
Sender name on texts and emails: Daniel, or JOBCO Paving?

Access checklist

Hatch login
Website login, plus domain and hosting login
Google account the leads come from
Inbox for email inquiries
Vendor contact for text leads
Daniel's direct phone and email for his login
8 to 5 confirmed, plus days
Google Business Profile access or review link
Email for sending, and DNS access for a sending domain

Passwords should come through a secure route, not GHL notes or chat.

3. Build order

Phase 0: Foundations (Irah, can start now)

Private Integration token, saved as GHL_PIT_JOBCO / GHL_LOC_JOBCO.
Pipeline JOBCO Leads, stages: New, Contacted, Booked, Met, Won, Lost. Replaces the default one.
Tags: new-lead, source-google, source-website, source-email, source-vendor, source-chat, after-hours, replied, do-not-follow-up.
Custom fields: wait for the tracking sheet.
Calendar for site visits or estimate meetings, assigned to Daniel, 8 to 5.
Add Daniel as a user. Irah does this in Settings > Users.

Phase 1: A2P (first priority in the SOW)

Settle decisions 1 and 2, confirm the wizard saved, confirm widget ID, Irah ticks and submits.

Phase 2: One inbox (needs Daniel's access)

Connect the Google source, website form, email inquiries and vendor leads.
Review Hatch before writing final flows. The SOW says to keep what works for BNO.

Phase 3: Workflows (drafts, unpublished until Ben approves)

ID	Name	Trigger	What it does
WF1	Instant Response	New lead from any source	Creates the opportunity in New, tags the source, sends M1 and E1
WF2	Call Connect	After WF1, inside 8 to 5	Rings Daniel, whisper, he presses a key, connects to the lead, moves to Contacted
WF3	After Hours	After WF1, outside 8 to 5	Tags `after-hours`, waits to the next business morning, runs WF2
WF4	No Response	Lead stays in New or Contacted with no reply	Day 3 sends M2 and E2, day 7 sends M3, then Lost if agreed. Stops on reply or booking
WF5	Reminder	Appointment booked	Sends M4 the day before
WF6	After Meeting	Moves to Met, or job complete	3 days later sends M5 with the review link

Rules for all of them: stop on reply, honor STOP, respect quiet hours, Pacific time.

Phase 4: Test

Use a test contact with an unused phone and email. Never the office line. Test signups merge by phone or email into existing contacts.
Test each source, in hours and after hours, and call connect with Daniel.
Texts can't be proven until A2P clears. Test everything else first, then re-test texts on approval.

Phase 5: Go live

All live together once A2P is approved and Ben has approved every message.
One live walkthrough with Daniel. Handoff: all admin rights with JOBCO.

4. Open admin

Create a Plane project for JOBCO. None exists and the client has paid.
Close the old tasks on Ben's contact, and add client asks to his GHL contact.
Fix the mismatch: Ben's contact is VYUfr5ZzKwpAPzYStrww (BNO Builders), and the JOBCO contact and deal are on pHk6rkUx5Z9XES7VrLsH, now named Daniel Zakharov.
Update the rep and logins in the Business Profile once decision 2 is made.
The kit's house rules say its skills don't build workflows. This is a paid client build outside the kit, so it's done by hand in GHL. Confirm with Michael if he wants it handled differently.

5. Message drafts (need Ben's approval)

Drafts only. Compare against the Hatch flows before finalizing. {{name}} is the lead's first name.

M1, instant text Hi {{name}}, this is JOBCO Paving. Thanks for reaching out. Daniel will call you shortly. If now's a bad time, reply with a better one. Reply STOP to opt out.

M1, after hours version Hi {{name}}, this is JOBCO Paving. Thanks for reaching out. We're closed for the day and Daniel will call you first thing in the morning. Reply STOP to opt out.

E1, instant email Subject: We got your request

Hi {{name}},

Thanks for reaching out to JOBCO Paving. Daniel will call you shortly to go over your project.

If it's easier, reply here with the address and what you need done, and we'll have that ready for the call.

JOBCO Paving (510) 566-5484

M2, day 3 text Hi {{name}}, Daniel from JOBCO Paving. We tried to reach you about your paving project. Still need help? Reply here and we'll set up a time. Reply STOP to opt out.

E2, day 3 email Subject: Still need paving work?

Hi {{name}},

We tried to reach you about your project. If you're still looking, reply with a good time to talk and we'll work around you.

Daniel JOBCO Paving

M3, day 7 text Hi {{name}}, last check-in from JOBCO Paving. If the project's still on, just reply and Daniel will call you. If not, no problem. Reply STOP to opt out.

M4, day-before reminder Hi {{name}}, a reminder from JOBCO Paving about your appointment on {{date}} at {{time}}. Need to change it? Reply here. Reply STOP to opt out.

M5, follow-up and review Hi {{name}}, thanks for working with JOBCO Paving. If you have a minute, a Google review helps us a lot: {{review_link}}. Any questions, reply here. Reply STOP to opt out.