Custom Decks, Pergolas, Roofs & Screens · Illinois
01 · The "Before" Reality
Jeff and Jon were acting as CEO, CFO, in-home sales inspectors, and project managers simultaneously. Worse, their previous executive assistant had lied about building GoHighLevel automations - doing everything manually behind the scenes until she quit, leaving duplicate leads firing from Zapier, appointments split across two disconnected calendars (info@ vs. jeff@), a 4-day lag on lead follow-up, and no pipeline lane for MagnaTrack screen jobs.
02 · Single Constraint Diagnosis
Broken GoHighLevel Pipeline & Fake Automations Left by Former Assistant - their previous executive assistant claimed to be a GHL automation expert, quit a month prior, and left behind a broken GHL setup with duplicate Zapier opportunities, a split info@ vs. jeff@ calendar, a slow 4-day follow-up rule killing speed-to-lead, a missing MagnaTrack screen lane, and paper field checklists with zero digital handoff.
Stop trusting legacy SOP documents or broken GHL automations. Rebuild the Lead Acquisition and Sales Workflow from how the work actually runs today (Decks as the base model; Pergolas, Roofs, and MagnaTrack Screens as modular add-ons) and enforce an immediate 7-Day Contact Loop with ZIP-code pre-qualification.
03 · What Was Built in the Sprints
Turned off the malfunctioning Zapier flow (Sept 11) that was spawning duplicate opportunities in GoHighLevel, rebuilt the Lead Acquisition, Sales, and Fulfillment Workflows from scratch in Whimsical across two live validation sessions with Jeff (CEO) and Jon (CFO), and delivered Phone Scripts v3.0, the Email/SMS Template Library, and the ZIP / Service-Area Qualification Check.
04 · Real Rollout Friction & Course-Correction
On Day 1, Jeff and Jon expected an instant "GoHighLevel wizard," and initial Operations Manager Andrea Garcia had deep HubSpot experience rather than GoHighLevel - which initially frustrated the owners. Cole Kline personally stepped in, coached Andrea through GHL, and then transitioned the seat to Anabell Gutierrez, who conducted two rigorous live validation sessions with Jeff and Jon, shut down the duplicate Zapier trigger, reconciled the info@ vs. jeff@ calendar split, and expanded the Playbook Planner from 4 initial playbooks to 10 comprehensive execution playbooks (Intake Calls, 7-Day Contact Loop, Consultation, Estimating, Outbound Contact, Ordering, Demo Session, Collections, Field Prep, Engineering Handoff).
05 · Before vs. After Operational Shift
| Operational Dimension | Before EdgeOS | After EdgeOS Install |
|---|---|---|
| Owner Involvement | Jeff (CEO) and Jon (CFO) were running in-home inspections and fixing broken GHL pipelines left by their former assistant. | Anabell manages GoHighLevel pipeline hygiene, ZIP-code screening, and the 10-playbook execution library. |
| Workflow Execution | Duplicate GHL opportunities via broken Zapier flow; info@ vs jeff@ calendar split; 4-day follow-up lag; paper field checklists. | Duplicate Zapier flow killed; Phone Scripts v3.0 + Email/SMS Template Library + 7-Day Contact Loop + MagnaTrack lane mapped. |
| Visibility & Cadence | Unclear role boundaries for Mark and Derek; zero digital handoff from field to engineering. | Sprint 3 Role Library validated with Jeff and Jon, defining exact scopes for Mark, Derek, Engineering, and Operations. |
06 · In Their Own Words
"The previous executive assistant that they had, who is no longer working with them - it was a whole mess related to GoHighLevel. She lied saying that she was an expert and creating automations, and when she quit they realized that was not true because she was doing everything manually... Problems found while mapping: GHL duplicate opportunities (Zapier flow off Sep 11); info@ vs jeff@ calendar split; 4-day follow-up rule vs speed-to-lead; MagnaTrack lane missing; Mark and Derek scopes unclear; paper field checklists with no digital handoff."
