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Tech Tuesdays  - April 14

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Meeting Purpose

Troubleshoot and resolve Noah Clark's CRM issues.

Key Takeaways

• Noah Clark's CRM fixed: Jason Vazquez's empty call lists were fixed by deleting a duplicate "My Leads" list with flawed OR logic and running a bulk automation to correct contact statuses.
• Process breakdown identified: A key issue was reps marking leads "Offer Made" after "Under Contract," which incorrectly resets the lead status and removes the contact from active calling lists.
• Snapshot workflow clarified: To avoid reverting client accounts, manual changes in the "Currently Building" account must be followed by a full snapshot refresh (Refresh All) before pushing selective updates.
• Lead source performance: Tim McClive's NCL caller is outperforming three Run It Remote callers, generating 4 leads vs. 0 from the same data.

Topics

Noah Clark's CRM Issues

• Problem: Jason Vazquez's call lists (Attack, Revival) were empty, preventing him from calling leads.
• Root Cause 1: Duplicate Smart List
  • A duplicate "My Leads" list used flawed OR logic, pulling all contacts instead of only active prospects.
  • This caused a bulk action to incorrectly add Jason as a follower to all contacts, including those under contract.
• Root Cause 2: Incorrect Lead Statuses
  • Many contacts had incorrect statuses (e.g., "Dead Deal," "Sold On Market"), preventing them from appearing on active call lists.
  • This was exacerbated by reps marking leads "Offer Made" after "Under Contract," which incorrectly resets the lead status.
• Solution:
  • Deleted the duplicate "My Leads" list.
  • Ran a bulk automation to remove Jason as a follower from all contacts owned by Adrian or Ariel.
  • Ran a bulk automation to assign all active leads to "MayCloud," correctly populating Jason's call lists.
  • Result: Jason's Attack List now has 428 leads and his Revival List has 560.

System & Workflow Improvements

• Text Formatting for NCL Leads
  • Problem: NCL lead data arrives in all caps, making automated texts feel impersonal.
  • Solution: Implement a "Text Formatter" workflow step to convert names to title case.
  • Blocker: The HighLevel formatter is broken; it fails to lowercase text before title casing. Connor will open a support ticket.
• Snapshot Workflow Clarification
  • Process: Manual changes in the "Currently Building" account must be followed by a full snapshot refresh (Refresh All) to ensure all dependencies (e.g., forms) are included.
  • Pushing Updates: To avoid reverting client accounts, push only the specific, updated asset (e.g., the A2P funnel) to the target account.
• Contract Signing SOP
  • Problem: Adrian is hesitant to use the CRM for contracts, citing difficulty with multiple signers.
  • Solution: Create a separate contact for each signer. The system's duplicate-check logic was updated to use only phone numbers, resolving a potential conflict with shared emails.
  • Action: Nosheen will create an SOP video for the contract signing process.

Next Steps

• Connor:
  • Open HighLevel support ticket for the broken "Text Formatter" workflow action.
  • Push the "remove followers" workflow update to all client accounts.
• Nosheen:
  • Create an SOP video for the contract signing process.
  • Update the "Currently Building" snapshot with the DBA field for the A2P funnel.
• Noah Clark:
  • Instruct team to mark leads "Offer Made" before "Under Contract" to maintain correct lead statuses.

Action Items

• Add Tech Tuesdays SMS reminders starting next week - WATCH (5 secs)
• Fix HL Text Formatter; implement lowercase+titlecase on new leads - WATCH (5 secs)
• Update A2P funnel in Currently Building w/ DBA field; refresh snapshot - WATCH (5 secs)
• Record SOP video re: sending contracts w/ multiple signers - WATCH (5 secs)
• Fix Noah's pipeline: stop Offer Made changing lead status; add owner-is-not-empty to My Leads/Attack/Revival - WATCH (5 secs)
• Email Noah's team: do not use No Answer/Not Contacted on Under Contract leads - WATCH (5 secs)
• Audit Noah's dead-deal leads; correct statuses so they don't appear on call lists - WATCH (5 secs)