SiteSmith Recalibration

Hawaii Week Recalibration

Ground truth, zero spin.

Luke + Chase: this dashboard replaces tribal knowledge with facts. Every number below is audited as of 2026-06-12. The plan has been plan-checked against 7 personas + Codex. No edits without evidence.

$377

True MRR

Ken/Buck $80 + Lantern $297

$800

Avg Monthly Burn

$700-900 range, payers unverified

$20K

MRR Target

Nov 2026 north star

PLAN-CHECK CONVERGED

fire #1 23adcdee (21 amendments) + fire #2 d19fdf3d (8 fixes)

2026-06-12 · 7 personas + Codex + meta

Where Your Hours Go This Week

Stack-ranked by expected $ per hour. Work top-down.

#	Action	Owner	Time	Why It's Ranked Here
0	Text Ryan the $97 Stripe link (buy.stripe.com/9B64gyfXG5A99es0OK0RG0g)	Chase	5m	Hottest lead, offer already anchored, tonight's fastest dollar.
1	Call Jay Remley: ads account access + launch Lantern campaigns	Luke	1h	Unlocks the 4% rev share = $12-48K/yr upside on a deal already signed and paid. Highest single-call EV in the business.
2	Stripe billing verify (subscriptions live? phantom $149?)	Luke	15m	KILLED by Luke 06-12
3	Instantly pause-reason check in UI	Chase	5m	RESOLVED: manual pause, domains healthy
4	Dial the 8 hot warm leads (then the other 18)	Chase	3h	30 reconciled warm leads sitting unworked. Zero engineering needed. Nearest-term new MRR.
5	Email Zeph: $385 owed + reopen $20-30K tobacco Tier 3	Luke	30m	One contact, two revenue lines.
6	Ken: Day-30 retro + testimonial + referral ask	Luke	1h	Social-proof asset for every future close + zero-cost pipeline. 4 days overdue.
7	Website: booking CTA + link the already-filmed VSL	Both	3h	Multiplier: converts all traffic every other action generates. The VSL exists; this is deploy-and-link.
8	Ryan follow-up on open $97/$97 offer	Chase	15m	Only lead with a live offer on the table.
9	Re-engagement email batch (post-canary, post-CASL gate)	Chase	2h	30-warm list; gated behind Day 3 preflight chain.
10	Notion org + Cost Ledger reconcile + SOPs	Both	3h	Compounds coordination but produces $0 directly. Deliberately ranked LAST. Do after dials.

! Rule of the week: nothing below rank 7 happens on a given day until that day's dials and decision queue are done.

Do these 3 things tonight

1 Chase

Text Ryan the $97 Stripe link

Send now: buy.stripe.com/9B64gyfXG5A99es0OK0RG0g. Offer already anchored since 06-08. Ball in Ryan's court 4 days. One text closes or kills it tonight. Fastest dollar in the sprint.

2 Chase

Suppression export and unpause v2

Import suppression export from Notion, spot-check 5 blocked leads, then unpause Universal Outreach v2 at 200-300/day cap. HARD GATE: do not unpause without the spot-check. Deadline: 10pm HST tonight or Instantly stays paused through Saturday.

3 Chase

Load Hawaii-Blitz-06-13 dial queue

Hot-8 + remaining ~18 leads loaded into JustCall PowerDial queue named Hawaii-Blitz-06-13 tonight. Confirm count shows in JustCall. Frozen dial sheet (names, phones, prior status) ready before 5:15am HST Saturday. No morning setup.

8 Ground-Truth Corrections

The 10 Days — Hawaii Plan

Tonight aligns the team. Sat 06-13 through Mon 06-22 is the sprint. Checkboxes persist locally per device.

$

Realistic new MRR by 06-22: +$194 to +$988 on the $377 base.

It comes from WARM motion (Ryan tonight, the Hot-8, Charmaine, Zeph), not cold email. Cold replies close in July, not inside 10 days. Lantern rev share = $0 in this window.

TONIGHT — The Talk

6 alignment items before anything fires (~45 min). Run these in order.

1 HARD GATE 10pm HST CUTOFF

Instantly Restart Scope + Mechanics

v2 ONLY (v3 is a "(copy)" with overlapping lists = double-send risk). Day-1 cap 200-300 total, ramp over 3-4 days. Never 700 on day 1. Campaigns paused MID-FLIGHT: decide tonight whether to reset paused leads to a fresh re-opener step (recommended) or resume mid-step. HARD GATE: Chase does NOT unpause until the suppression export is delivered, imported, AND spot-checked (pick 5 known Positive-Reply leads, confirm each shows blocked). CUTOFF: if export is not in Chase's hands by 10pm HST, Saturday dials proceed but Instantly STAYS PAUSED.

2

Close Protocol

Warm dials close SAME DAY on the call. Stripe links live in Chase's clipboard before window 1. A verbal yes that cannot pay in ten minutes is a lost close. Booked calls run by Chase (his calendar). Soft-yes lane ("send me more info"): text the /demo link DURING the call and book a 24-hour follow-up slot on Cal before hanging up. $97 tier: buy.stripe.com/9B64gyfXG5A99es0OK0RG0g | $297 tier: buy.stripe.com/bJe00i3aUe6F0HW9lg0RG0h. Both verified live 2026-06-12.

3

Cal.com Event Hygiene

The live event (cal.com/chasehoward1/15min) is set to GOOGLE MEET. Switch location to phone call (trades bounce off video links). Add qualifier questions: trade, area, current site URL, GBP link, monthly lead goal, watched VSL?, $297 budget OK. 10 minutes in Cal.com settings. Owner: Chase.

4

Chase Triage Rule

One person = dialer + inbox + closer. During dial windows, replies arrive as Telegram pings and get a text/call back within the SAME window. Unsubscribes processed same day. Gmail inboxes (luke@ + chase@) checked manually 2x/day until V2 crawl ships. Direct-to-Gmail replies are invisible to the Instantly poller (documented 3-day blind spot).

5

JustCall Caller ID Check

Verify local presence / CNAM before the blitz. One non-local number doing 26 dials/day across 15 states risks Scam Likely labeling. If local presence is off, turn it on tonight. Owner: Chase.

6

Scoreboard + If-It-Works Capacity Rule

Scoreboard row filled at every Meet. EOD 2-question check-in. The if-it-works rule: at 3+ new closes, Luke shifts to delivery (3-business-day SLA), Chase keeps selling. Decide this now, not when client 4 signs. Both state agreement on the rule out loud tonight.

TONIGHT — Actions

After the talk (~90 min). Checkboxes persist per device.

THE 10 DAYS — Sat 06-13 through Mon 06-22

PROCESS CHECKLISTS

8 process areas. DONE items shown with strikethrough. Run these preflights before each motion fires.

▶ Day 0 — Done / Superseded Items (history, checkboxes still functional)

Daily Operating System

The minimum viable structure that keeps Hawaii week from drifting into planning sessions.

7 Non-Negotiables

1-Hour Meet Agenda

CRO / CPO Decision Boundary

Chase decides solo (CRO)

Chase

+Campaign pause / resume (Instantly)
+Lead loads into JustCall or Instantly
+Discount offers to prospects
+Reply handling and re-engagement

Luke decides within 24h (CPO)

Luke

!Infra API tokens and secrets rotation
!Gate rewrites (pre-send compliance)
!Deploy commands and secrets changes
!Agent scope expansions or fleet changes

Scoreboard Spec

Create one Google Sheet titled "SiteSmith Daily Scoreboard". Pin URL in the 1hr Meet calendar invite AND in the Smith daily briefing Telegram. Both operators fill it before the Meet ends.

Column	Type	Owner	Notes
date	ISO 8601	Both	One row per day
Luke_decisions_cleared	Number	Luke	Decision queue items unblocked
Chase_dials	Number	Chase	JustCall completed dials
Chase_follow_ups	Number	Chase	Email + SMS follow-ups sent
demos_booked	Number	Both	Meetings confirmed that day
MRR	Dollar	Both	Update on any close or churn
build_work_today	Text	Both	Anything built that was not revenue work — EOD EOD 6pm HST prompt

! Hard cap: no new build tasks until Chase has run 20+ dials that day AND Luke has cleared that day's decision queue. Pin this rule in Telegram as a one-sentence pinned message, not a doc.

Money Audit

16+ services, many UNKNOWN payer. Hot-pink rows = unknown who pays. Fix these this week.

Open the live Cost Ledger in Notion →

Burn vs MRR

MRR

$377

Monthly Burn

~$800

MRR Target

$20,000

Coverage ratio: 47% — burn outpacing revenue by $423/mo. Cost-snapshot.sh is macOS-only, not run since April 2026, missing 7+ services.

Full Spend Table

Service	Cost	Payer	Status	Action Needed

Cost Ledger Phase 1 Spec

Notion page under SiteSmith HQ Operations section. Target: one row per service, all payers resolved, reviewed monthly at the 1hr Meet.

Column	Required
service_name	Exact name as billed
monthly_cost_usd	Dollar amount, metered = 30-day average
payer	Luke / Chase / Agency card — UNKNOWN not allowed after this week
billing_cycle	Monthly / Metered / Annual
cancel_impact	What breaks if we cancel this
last_verified	Date payer + cost confirmed

!

Bank connection push-back (verbatim from plan-check):

Do not connect business bank accounts to any third-party cost-aggregator tool (Ramp, Mercury analytics, etc.) during Hawaii week. The payer-resolution task is a 30-minute spreadsheet audit, not an infrastructure project. Bank connection introduces a new external service surface, credential exposure risk, and a reconciliation dependency that outlasts the week. The Cost Ledger Phase 1 spec above covers everything needed. Connect bank data in Q3 when there is a CFO agent (Nathan) actively using it.

Pipeline & Leads

8 hot re-engagement leads ready to dial. Priority action cards for Zeph, Ken, Jay, Ryan. 17-step process inventory below.

8 Hot Re-Engagement Leads

Priority Action Cards

17-Step Process Inventory

LEADGEN

Step	Name	Status	Notes

EMAIL

Step	Name	Status	Notes

DIALER

Step	Name	Status	Notes

V2 Speed-to-Lead Sequence

Crawl first. A2P 10DLC is the hard gate before any automated SMS. AI voice agent is Q3, not Hawaii week.

3-Stage Rollout

Crawl — Now

Human-Assisted

Chase dials 8 hot leads manually via JustCall
P4 canary email fires (approval_1780693909_5wjig)
Ryan follow-up sent by Chase
Zeph email from Luke
30-warm re-engagement list worked end-to-end

Walk — Week 2+

Semi-Automated

Instantly warm-up ramp confirmed (50/day not 700)
A2P 10DLC registration submitted and approved
CRM writeback (disposition-to-stage) fully live
Gate H rebuilt for Notion (replaces HubSpot dead file)
Re-engagement batch fires via P4 canary at scale

Run — Q3

AI Voice Agent

AI voice + SMS trigger on new form submission
Calls within 5 min of lead arrival
Webhook from form to JustCall or Vapi.ai
Requires 10DLC approved + sufficient MRR to justify
Named vendor TBD (not selected yet)

! A2P 10DLC gate: Zero automated SMS before 10DLC registration is approved. Fines start at $10/message for unregistered campaigns. Luke owns the registration. This is a hard stop for Walk gear and above.

AI Voice Agent Push-Back (Verbatim)

From plan-check · 2026-06-12

The AI voice agent ("run gear") is not a Hawaii-week item. Prerequisites not met: (1) A2P 10DLC registration not submitted; (2) no vendor selected; (3) webhook trigger from form to dialer not built; (4) Lantern rev-share attribution Worker not built; (5) current MRR $377/mo does not justify the $200-400/mo minimum for a production voice AI stack. The right move is to clear the crawl and walk gates completely, then revisit run gear in Q3 once MRR exceeds $2K/mo. Building run gear now risks another "fleet built, nobody sold" pattern. The Lantern deal is the fastest path to the MRR threshold that makes run gear worth building.

Instantly Pause Diagnosis

28 days dark. Root cause unknown. Pause reason determines the entire restart strategy. Chase checks this in the UI on Day 1.

Pause Type	UI Indicator	Restart Path
Manual pause (no issue)	Shows "Paused by user"	Day 1: 50 sends, ramp over 7 days. NOT 700/day.
Auto-pause on bounce rate	Shows bounce rate warning or auto-pause flag	Fix deliverability first: check domain DNS, warm-up domains, scrub list. Do not restart without this.
Billing lapse	Account shows payment required	Resolve billing, then treat as Day-1 warm-up restart.
Domain suspension	Status -99 or account suspended	Contact Instantly support. New domain warm-up needed. Plan for 2-3 week rebuild.

Notion Consolidation Plan

Two disconnected root pages become one coherent workspace. Nathan SOP gets a real home. ZZ TEST deleted.

Processes Hub → Cost Ledger → Daily Scoreboard →

Current State (Broken)

SiteSmith HQ 36c5c47a

Org-level knowledge. MRR callout shows $80/mo (stale since 2026-06-02, correct value $377). No Dialer section. Cost Ledger missing. Processes buried 3+ levels deep under Client List template tree.

!Fix MRR callout to $377/mo immediately.

SiteSmith CRM OS 3705c47a

Operational data. No shared parent with HQ. Email sequences fragmented across 3+ locations. Dialer section missing (ZZ TEST only). 132 deals with ~20% duplicate inflation. HubSpot retired 2026-05-29 but referenced in multiple process docs.

Target IA

SiteSmith HQ (36c5c47a) [root — keep] ├── Mission Control [keep — update MRR to $377] ├── Cost Ledger [NEW — Phase 1 spec from Money tab] ├── Daily Scoreboard (link to Google Sheet) [NEW — pin URL here] ├── Operations [keep] │ ├── SOPs (move from Client List tree) [MOVE — 3 levels up] │ ├── Nathan CFO SOP [NEW — see Nathan spec below] │ └── Delivery Tracker [keep] ├── Clients [keep] │ ├── Ken / Buck (Pressure Washing) [keep] │ ├── Jay Remley (Lantern) [keep — add ad launch checklist] │ └── [future clients] └── Pipeline (link to CRM OS Deal Pipeline) [keep — link not duplicate] SiteSmith CRM OS (3705c47a) [root — keep, consolidate internally] ├── Deal Pipeline [keep] ├── Dialer [NEW section — replace ZZ TEST] │ ├── JustCall Campaigns (S4/S5/S6) [NEW] │ └── Call Results (webhook rows) [NEW] ├── Email Campaigns [keep — consolidate 3 scattered locations] │ ├── [delete duplicate sequence docs] [DELETE after merge] ├── Lead Pool (2,977 manifest) [keep] └── ZZ TEST - Dialer (3735c47a) [SAFE TO DELETE]

Consolidation Rules

What Gets Built

+Cost Ledger page (under HQ)
+Dialer section in CRM OS with S4/S5/S6 views
+Nathan CFO SOP page in Operations
+Daily Scoreboard link from Mission Control

What Gets Fixed / Deleted

!MRR callout updated $80 to $377
!ZZ TEST - Dialer (3735c47a) deleted
!HubSpot references removed from all process docs
~Duplicate email sequence docs merged into one

Nathan CFO SOP

Nathan agent handles financial tracking and cost reconciliation. Mandate must be formally assigned before agent goes active.

SOP Step	Frequency	Output
Pull Stripe MRR	Weekly	Update Mission Control MRR callout
Reconcile spend table	Monthly	One Notion row per service, payer confirmed
Flag UNKNOWN payers	Monthly	Telegram alert to Luke with list
Burn vs MRR ratio report	Monthly	Coverage % in Daily Briefing
cost-snapshot.sh replacement	One-time	Cross-platform (Win + Mac) version

! Nathan mandate is gated on Luke approval. Item in smith/GOALS.md decision queue. Clear this during Day 0.

What You're Not Thinking About

Net-new gaps from 06-12 evening re-check + 10 ranked strategic gaps. Infra risks with fix status. Open questions tagged by day.

Net-New (v2 re-check, 2026-06-12 evening)

10 "What You're Missing" — Ranked

Infra Risks

#	Risk	Status	Fix

9 Open Questions