Onboarding pipeline

Every client who has signed but not launched, with the same checkboxes the old "Client progress" sheet carried. Tick a box the moment the thing is done — everyone sees it, and the page remembers who ticked it and when. Budget, dates and notes save on their own when you click away from the field. Setting the onboarding call date plans the launch date 14 days later (only while launch date is empty — a date someone set is never moved), and when the call is already in the Fathom history a small button offers its date so nobody digs through the calendar. Click a client's name for the full drawer (links, contacts, log). Rows sort by how close to launch they are, then by monthly revenue.

Paid-ads signals

Straight from the Paid-Ads Watchdog: each client measured against its own trailing 28-day baseline. P0 needs looking at today. Churned clients are excluded. This list ignores the date range above — an open flag is open now, and the paid-ads feed runs a couple of days behind, so filtering it by a short window would show an all-clear that is not one.

Internal / non-client work

Time booked to internal lists. It is real delivery work but no client is charged for it, so it never shows in the client table.

Capacity

Available hours are working days in this range × 6.5h (32.5h per week — meetings, chat and switching eat the rest of the day). Tracked time is not the same as time worked — untracked hours are usually unlogged work, not idleness. Read the gap as "how much of what they did we can actually see", and use it to judge how much more to assign.

Person × client

Delivery hours plus client-facing call time, so a CSM's week does not read as empty.

Renewal windows

Each client's own month, not the calendar's: the cycle runs from their billing day. Seven days out, the monthly plan is analysed automatically from the cycle's performance, every ad, the landing pages, the WhatsApp group, the calls, the tasks and the package. Go in to review it, shape the proposal, generate the PDF, send it and record the client's approval.

Spend, CPL and hours are for the date range selected at the top of the page, not for the cycle shown in the row. The plan itself uses the cycle.

Agency Watchdog

The same brief that posts to #operations at 07:55. Nothing here is created automatically — a suggestion becomes a ClickUp task only when someone pushes it.

Sync status

Unmapped ClickUp lists

Time tracked against these lists is not counted for any client. Map it to a client, or mark it internal.

Calls nothing could be matched to

Fathom gives us a title and the guest email domains, nothing else. A call named "Impromptu Google Meet Meeting" cannot be attributed to anyone. Assign it here and it sticks — the nightly sync never overwrites a hand-set match. Calls hosted by Faris are left out: they are sales and internal, and anything that is real client work also lands on a CSM’s seat.

What the matcher has learned

Every time you attribute a call by hand, the distinctive phrase in its title and the guest’s email domain are remembered, so the same name never has to be pointed at the same client twice. Remove one if it is wrong — it decides future calls on its own.

Sent to Claude

A log, not a queue — the count on the Admin tab does not include these. Requests from this page run on the Hetzner box against the team subscription, not a metered API key, and are picked up within five minutes.

Flagged time entries

Hand-typed entries of 4 hours or more. These are excluded from all totals until someone confirms them — a hand-typed 10.000h entry in July was not real work.

Overlapping timers

Two entries by the same person covering the same minutes — usually a hand-typed entry laid over a running timer. They stay in every total (the work was real), but the same hour is being billed to two clients. Fix the entry in ClickUp; the nightly sync picks it up.

Who has access