Pipeline Navigator

Engine 1 — Inquiry to Legacy (12 Stages)

Overall Build: 47%

25 production · 8 beta · 16 alpha · 2 prototype · 19 not built · 70 total across 12 stages

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S12
1

Lead Intake + Acknowledgement

5/5 (100%)
1

Website Form

PRODUCTION

stephanboekerfilms.com → Gravity Forms (typeform-style)

🔧 WordPress + GF Form 34

2

Zapier Trigger

PRODUCTION

GF submission → Zapier v15 fires

🔧 Zapier (GF Form 34 trigger)

3

AC Contact Created

PRODUCTION

Contact created/updated with AI Research, tags, investment link

🔧 Zapier → AC API

4

AC Deal Created

PRODUCTION

Deal auto-created in SBF - Wedding Enrollment pipeline

🔧 AC Automation 136 (status: active, 29 entered)

5

Acknowledgement Email

PRODUCTION

Received: Your inquiry for %WEDDING_DATE% — 24hr review protocol, scarcity

🔧 AC Automation 136 (1:1 email via connected account)

2

AI Triage & Scoring

5/5 (100%)
1

Notion Fetch

PRODUCTION

Code step pulls 100 venues/planners from Notion DB (live, dynamic)

🔧 Zapier Code Step → Notion API

2

AI Fuzzy Match

PRODUCTION

GPT-4o mini matches venue + planner names (handles misspellings)

🔧 Zapier AI Step (gpt-4o-mini)

3

High-Intent Comment Check

PRODUCTION

GPT-4o mini classifies inquiry comment as high/low purchase intent

🔧 Zapier AI Step (gpt-4o-mini)

4

Deterministic Scoring

PRODUCTION

Premium Venue +30, Premium Planner +30, Standard Planner +10, Guests≥75 +20, Fairytale +10, Micro wedding at premium venue +10, High-intent comment +10

🔧 Zapier Code Step (JavaScript, v15)

5

Tier Tag + Commission + Investment Link

PRODUCTION

≥50 = Tier 1, <50 = Tier 2. Planner commission always overrides venue. Investment guide URL with #elopement or #multi-day anchor.

🔧 Zapier → AC tags + fields + investment link

3

First Touch (Drip Sequences)

Voice Architecture: Both tiers fully automated via AC. Stephan SMS only on Tier 1. No human gates. Patrick/REPS reviewed 2026-03-07.

8/8 (100%)
1

Tier 1 Email #1

PRODUCTION

Stephan's notes on your %WEDDING_LOCATION% inquiry — Gatekeeper positioning

🔧 AC Automation 114 (1:1 email, active, 40 entered)

2

Tier 1 SMS

PRODUCTION

Stephan personal SMS 8 min later — Director's Touch (only Tier 1 gets this)

🔧 AC Automation 114 (SMS step, 9am-9pm window)

3

Tier 1 Email #2

PRODUCTION

The Invisible Filmmaker — fires if no Calendly booking after 5 days

🔧 AC Automation 114 (1:1 email)

4

Tier 1 Email #3 (Breakup)

PRODUCTION

Closing the loop — auto-lost after 7 more days

🔧 AC Automation 114 (1:1 email → deal lost)

5

Tier 2 Email #1

PRODUCTION

Your inquiry for %WEDDING_DATE% — Investment Guide delivery (auto-routed: commission tier + #elopement/#multi-day anchor)

🔧 AC Automation 135 (1:1 email, active, 7 entered)

6

Tier 2 SMS

PRODUCTION

Charis SMS 8 min later — points to Investment Guide

🔧 AC Automation 135 (SMS step)

7

Tier 2 Email #2

PRODUCTION

What our work actually sounds like — Yiling & Zhi film + audio design

🔧 AC Automation 135 (1:1 email)

8

Tier 2 Email #3 (Breakup)

PRODUCTION

Closing the loop on %WEDDING_DATE% — archive file

🔧 AC Automation 135 (1:1 email → deal lost)

4

Vision Call Booking (Tier 1)

7/7 (100%)
1

Calendly Link Active

PRODUCTION

Creative Call with Stephan — single canonical URL (fixed 2026-03-07)

🔧 Calendly

2

Booking Detection

PRODUCTION

Polls Calendly API hourly (7am-9pm HST) for new Vision Call bookings. Writes trigger files for dossier pipeline. Calendly token + dedup via known_events.json.

🔧 calendly_poll.py (204L, deterministic Python). Cron: Stage 4.2 — Calendly Vision Call Monitor (Sloane, hourly 7-21 HST). Trigger files: triggers/{slug}-vision-call.json. State: .calendly_poll_state.json + .known_events.json. Verified 2026-04-09.

3

AC Tag + Stage Update

PRODUCTION

Calendly tag triggers Tier 1 - Engaged, deal stage moves

🔧 AC Automation 114 (wait condition → tag → stage)

4

Calendly Reminders

PRODUCTION

24hr (Workflow, Charis voice) + 1hr (Basic + SMS). REPS-optimized.

🔧 Calendly Workflows + Basic Notifications (deployed 2026-03-08)

5

Calendly Confirmation Page

PRODUCTION

Custom redirect to stephanboekerfilms.com — 'You're on Stephan's calendar' + one-moment question

🔧 WP page + Calendly redirect (deployed 2026-03-08)

6

Calendly Cancellation Email

PRODUCTION

REPS cancellation with scarcity + rebooking link, Charis voice

🔧 Calendly Basic Notifications (deployed 2026-03-08)

7

Call Prep Dossier

PRODUCTION

Living Dossier: scout_gather → compress_briefing (92% reduction) → AI writer (gpt-5.4) → QUEST dossier → weasyprint PDF. HITL task auto-created (due 1 day before call). Cron-driven hourly.

🔧 Dossier Swarm Pipeline cron (Sloane, hourly, gpt-5.4). Scripts: scout_gather.py + compress_briefing.py + dossier_render.py + dossier_autorun.py. 16 PDFs generated. HITL: OmniFocus task with PDF path, Notion URL, call time, Dropbox link. Notion page + Calendar event updated. PATCHED 2026-04-30: dossier_autorun can upload via Dropbox API (curl) when configured; if Dropbox isn’t available in the runtime, upload may be skipped (PDF still generated locally).

5

Post-Vision Call (Commitment)

Stage 5 verified working in dry-run (2026-03-31). stage5_pipeline.py (1057 lines) orchestrates data gather → compress → writer agent (gpt-5.4 via Pro plan) → OODA review → WP proposal page → Gmail draft → AC deal move → OF tasks. Critical fix: dossier matching now requires exact slug or 2+ tokens (prevents false matches). CURRENT BLOCKER (2026-04-17): agent Discord sessions are still hitting `exec denied: allowlist miss` for python3, preventing generate_proposal.py runs in-session. FIXED (2026-04-24): Pipeline Sentinel OmniFocus check no longer uses a hanging JXA/osascript query, so OF monitoring alerts are resolved. ALERT (2026-04-23): LIVE_MUSEY/MNTR (Patrick backend) is currently stalling (no complete event) — live OODA outputs may be delayed until backend recovers. UPDATE (2026-04-29): MNTR query path restored (mntr-query.py rebuilt) — Patrick REPS audits working again, but responses can still stall intermittently. UPDATE (2026-05-02): LIVE_MUSEY runner preflight updated to accept DM/TEXT/MESSAGE audit prompts (PST-120). ALERT (2026-05-02): internal labels like “LIVE_MUSEY OODA” surfaced in artifacts; opsec/UI hygiene hardening required. UPDATE (2026-05-03): severity escalated; PST-121 opened to implement sanitizer + cleanup/audit + regression test. LIVE RUN (2026-04-30): Heather Thomas Stage 5 executed (email sent, AC deal advanced); WP proposal page was reverted after unintended overwrite. ALERT (2026-04-27): pipeline-sentinel.sh appears missing; Sentinel cron runs but errors until script location is restored.

0/9 (0%)
1

Intelligence Gathering

ALPHA

AC contact + custom fields, Fathom transcript, Stage 4 compressed briefing. All via stage5_pipeline.py.

🔧 stage5_pipeline.py gather_activecampaign() + gather_fathom() + find_stage4_compressed_briefing(). Tested on Wabick + Nakamura.

2

Proposal Content + Email Draft

ALPHA

Writer agent produces What I Heard + 3 custom collection paragraphs + director email. Couples own words reflected back, not Stephan's methodology.

🔧 sessions_spawn(mode='run', model='openai-codex/gpt-5.4') via Pro plan. Template: write-proposal-content.md. Tested on Wabick + Nakamura. NO direct API calls.

3

OODA Loop

ALPHA

Patrick grades email on REPS, rewrites if better, captures learning rule → LEARNINGS.md → qmd update.

🔧 sessions_spawn(mode='run', model='openai-codex/gpt-5.4'). Template: run-ooda-review.md. Runs as sub-agent, not browser/Musey.

4

Format + Gmail Draft

ALPHA

OODA-reviewed email → Gmail API draft. Falls back to proposal_email_draft.py if OODA unavailable.

🔧 create_gmail_draft_direct() or proposal_postflow.py fallback. NEVER sends — draft only.

5

WordPress Proposal Page

ALPHA

Divi page with personalized What I Heard + custom collection paragraphs + correct pricing from Notion.

🔧 generate_proposal.py via subprocess. Writer output used for --narrative and --custom-paragraphs. Double-normalize bug fixed 2026-03-16.

6

OmniFocus Tasks

ALPHA

HITL review task (due today, tags: Stephan, HITL) + Day 3 follow-up (tags: Sloane, defer 3d, due 4d).

🔧 AppleScript via osascript in stage5_pipeline.py. Tested and working.

7

AC Deal Stage Move

ALPHA

Moves deal to Tier 1 - Proposal Presented after proposal + email created.

🔧 ac_deal_move.py via proposal_postflow.py or direct import.

8

HITL Review Task

ALPHA

Creates OmniFocus review task for Stephan with proposal URL, collections, commission tier.

🔧 Integrated into stage5_pipeline.py step 5. Tags: Stephan, HITL. Due: today.

9

AC Deal Stage → Proposal Presented

ALPHA

Move deal stage after proposal sent.

🔧 ac_deal_move.py (working) — triggered after Stephan sends

6

Post-Proposal Follow-Up Drip

Stage 6 verified working in dry-run (2026-04-01). stage6_pipeline.py (854 lines) handles reply detection → context gathering → writer prompt → Gmail draft → tracker update → OF tasks. of-monitor.sh rewired to call stage6_pipeline.py Steps A–D (no inline prompt-building; Gmail drafts via create-gmail-draft.py).

0/7 (0%)
1

Reply Detection

ALPHA

Before any follow-up: checks draft-tracker.json status + Mail.app SQLite + Gmail API for replies. Reply found → drip stops immediately.

🔧 stage6_pipeline.py step 1. check-replies.sh + Gmail API thread search. Updates tracker to 'replied' status.

2

Context Gathering

ALPHA

Pulls AC contact, Fathom transcript, Stage 4 compressed briefing, QMD REPS learnings, and full draft tracker history.

🔧 stage6_pipeline.py step 2. Same gather pattern as Stage 5. QMD search for email-type-specific REPS content.

3

Writer Prompt + Agent

ALPHA

Builds email-type-specific prompt from couple/planner template + all gathered context. Sloane spawns writer via sessions_spawn (Pro plan).

🔧 Templates: draft-enrollment-email.md (couple) / draft-planner-email.md (planner). Writer saves JSON to generated/. NO direct API calls.

4

Gmail Draft Creation

ALPHA

Creates threaded Gmail draft from writer output. Threads to existing conversation if found.

🔧 Gmail API via OAuth token. Threaded replies using gmail_thread_id_for_couple(). Draft only — never sends.

5

Drip Sequencing

ALPHA

Auto-creates next follow-up OF task: Day 3→7→14 (direct couples), Day 7 planner→9 couple (planner track). Day 9/14 = drip complete.

🔧 create-of-task.sh via subprocess. Defer/due days per email type. Tags: Sloane for follow-ups, Stephan+HITL for review.

6

Draft Tracker Update

ALPHA

Logs every draft to draft-tracker.json with full context: email_type, proposal_url, collection, call_moment, draft_id.

🔧 Compatible with existing tracker schema (36 entries). check-sent.sh + of-monitor.sh read same tracker.

7

HITL Review Task

ALPHA

Each draft creates OmniFocus HITL task for Stephan with Gmail draft ID and prompt path.

🔧 create-of-task.sh. Tags: Stephan, HITL. Due: today.

7

Contract → Dashboard → Welcome Email → Signed → Booked

3-gate architecture with human-in-the-loop. BoldSign Growth API ($5/mo) replaces ApproveMe/OpenSign. Booking state files on disk (not agent memory). EA or Stephan triggers in #sloane-bookings. Codex CLI build plan: STAGE7-CODEX-BUILD-PLAN.md. All pipeline scripts are pure Python — zero LLM.

8/10 (80%)
1

GATE 1 — Data Review

BETA

EA/Stephan says 'Book [couple]' in #sloane-bookings. Sloane pulls data from draft-tracker + Notion + AC. Posts all fields. EA replies APPROVED or corrects. All required fields must be populated — no TBD unless EA says 'send anyway'.

🔧 stage7_pipeline.py initiate (~1800L) — gate-based subcommands. Creates bookings/{slug}.json state file. Tested with live bookings 2026-04-08.

2

Contract → BoldSign Draft

BETA

Generate PDF contract via reportlab, then upload to BoldSign as DRAFT (DisableEmails=true). Returns edit_url for Charis to review in BoldSign web UI. N/A fields stripped from contract. Contract link added to dashboard.

🔧 boldsign_send.py --draft. fill_template() strips N/A values. Templates: contracts/direct-booking-contract-template.txt + agency-contract-template.txt. Built 2026-04-06, N/A fix 2026-04-08.

3

QBO Invoice (DRAFT)

BETA

Create DRAFT invoice in QuickBooks Online. Deduplication guard prevents re-creation on re-runs. Post-creation verification checks customer name matches expected — blocks Gate 2 on mismatch.

🔧 create_invoice.py — QBO REST API with auto token refresh + DRAFT mode + dedup guard + customer name verification. send_invoice() uses no JSON body. Built 2026-04-06, send fix 2026-04-08.

4

Client Dashboard

BETA

WordPress Project page with Divi template. Hero banner, event details, BoldSign draft review link + invoice links. Idempotent refresh — re-run updates links without creating duplicates.

🔧 create_dashboard.py — WP REST API POST /wp-json/wp/v2/project. Auth: sloanekessler (ID 87). Built 2026-04-06, idempotent refresh added 2026-04-08.

5

Welcome Email DRAFT

BETA

Gmail DRAFT from Charis with dashboard link. Subject: 'Securing your date: The {LastNames} Wedding'. Template-based — no LLM needed.

🔧 draft_welcome_email.py — Gmail API draft creation + Charis signature. Built 2026-04-06.

6

GATE 2 — Full Package Approval

BETA

Sloane prompts Charis with clickable links: BoldSign draft URL, QBO invoice links, dashboard. validate_gate2_readiness() blocks if artifact missing. Creates OmniFocus HITL task for Charis with all links. On approval: activates BoldSign contract (cancelEditing + getEmbeddedSignLink), sends welcome email, sends retainer invoice.

🔧 stage7_pipeline.py prepare + approve-gate2. HITL OF task: tags Charis,Sloane,Waiting For,Human-in-the-Loop. BoldSign activation via cancelEditing API, not /send. Built 2026-04-06, BoldSign/QBO/OF fixes 2026-04-08.

7

Booking Monitor (Signature + Payment + Follow-ups)

BETA

Cron polls BoldSign API every 2h for signature status and QBO API for payment status. On signature: cancels contract reminders, resets retainer dates, transitions state. Follow-up email drafts from Charis (days 2/4/6 contract, days 3/5/7 retainer, 7d before balance) with OF tasks. Defers follow-ups if recent email activity detected (48h). Patrick OODA-approved templates.

🔧 booking_monitor.py (~600L). Cron f5b42404: 7 8-20/2 * * 1-6 HST. BoldSign GET /v1/document/properties (NOT Gmail). QBO GET /invoice/{id}. Gmail activity check defers stale reminders. OF tags: Charis,Human-in-the-Loop. Built 2026-04-08.

8

GATE 3 — Post-Signature

PROTOTYPE

Signature detected → Sloane posts in #sloane-bookings. Charis replies EXECUTE. Phase 1 only — removed once system proves reliable.

🔧 stage7_pipeline.py approve-gate3. Triggers: AC → Booked (stage 19) + tag, OF pre-wedding task (7 days, tags: Sloane,Charis), dossier update, tracker update. Built 2026-04-06.

9

BOOKED Summary

PROTOTYPE

Full booking summary posted to #sloane-coo-wedding-engine (Stephan + Sloane only, Charis no access). Couple name, date, venue, collection, deposit, contract type, dashboard link.

🔧 stage7_pipeline.py final step. Posts to #sloane-coo-wedding-engine channel. Built 2026-04-04, refactored 2026-04-06.

10

Booking State Machine

BETA

Durable JSON state files on disk. States: gate1→preparing→gate2→sending→awaiting_signature→awaiting_payment→gate3→booked (+ test_closed). All steps idempotent. Resumable after any failure. Structured error hints with recovery commands.

🔧 booking_state.py (243L) — CRUD for bookings/{slug}.json. Atomic writes. Blocked exception carries hint + recovery_cmd for agent self-recovery. Built 2026-04-06, states + error hints added 2026-04-08.

8

Pre-Wedding Communications

0/4 (0%)
1

Value Reinforcement

NOT BUILT

Remove buyer's remorse, build excitement, REPS-optimized touchpoints

🔧 NOT BUILT

2

Upsell Opportunities

NOT BUILT

Rush delivery, add-ons, extended coverage

🔧 NOT BUILT

3

Pre-Wedding Questionnaire

NOT BUILT

Day-of logistics, key people, special moments to capture

🔧 NOT BUILT

4

Timeline Coordination

NOT BUILT

Logistics, vendor contact, schedule alignment

🔧 Google Calendar only — no automation

9

Post-Wedding / Pre-Delivery

0/3 (0%)
1

Status Update to Couple

NOT BUILT

Inform couple of edit timeline and what's happening

🔧 NOT BUILT — couple waits in silence

2

AI-Generated Teaser

NOT BUILT

10-second teaser delivered via IG/TikTok during edit period

🔧 NOT BUILT

3

Social Media Collaboration

NOT BUILT

Tag couple, planner, venue on teaser posts

🔧 NOT BUILT

10

Film Delivery

0/4 (0%)
1

Strategic Delivery Framing

NOT BUILT

Not a Dropbox dump — positioned as legacy archive reveal

🔧 NOT BUILT

2

Client Dashboard Download

NOT BUILT

Films accessible through client portal (from Stage 6)

🔧 NOT BUILT — depends on client dashboard

3

Review Request

NOT BUILT

Timed request at emotional peak — mission reframe, not 'help my business'

🔧 NOT BUILT

4

Social Sharing Kit

NOT BUILT

Pre-formatted clips/stills for couple to share

🔧 NOT BUILT

11

Value Multiplication

0/4 (0%)
1

Month 3: Vibe Check

NOT BUILT

Re-watch prompt — reignite emotional connection to film

🔧 NOT BUILT

2

Month 6: Legacy Cross-Sell

NOT BUILT

Family Archive / Anniversary project offer

🔧 NOT BUILT

3

Month 12: Anniversary Cut

NOT BUILT

Director's Cut scene or anniversary edit

🔧 NOT BUILT

4

Referral Activation

NOT BUILT

Happy couple → referral program

🔧 NOT BUILT

12

Planner Leverage

0/4 (0%)
1

Planner Asset Kit

NOT BUILT

48hr after film goes live — BTS clips, styled photos for planner portfolio

🔧 NOT BUILT

2

Social-Ready Highlight

NOT BUILT

No-watermark reel for planner's own marketing

🔧 NOT BUILT

3

Year in Review Edit

NOT BUILT

AI-assisted annual compilation for top planners

🔧 NOT BUILT

4

Quarterly Nurture Cadence

NOT BUILT

Ongoing relationship touchpoints (no-ask, value-first)

🔧 NOT BUILT — follow-up timing framework documented