Report 02 · Workflow Recommendations
Workflow Recommendations
Ten automation workflows across three phases — from fixing the foundation to launching a scalable webinar-to-course funnel.
Section A
Executive Summary
The fifteen gaps resolve into ten workflows organized across three implementation phases. Together, they transform Boss Heavy from a business where every lead, booking, and follow-up depends on Swift's personal bandwidth into one where the operational foundation runs systematically.
Principle 01
Foundation before features.
Backend infrastructure must work before any client-facing funnel goes live. Building on broken foundations creates more problems than it solves.
Principle 02
One working system beats ten half-built ones.
Every workflow functions end-to-end before moving to the next. The headshot clinic funnel works completely before the webinar funnel starts.
Principle 03
Automation handles the repetitive; Swift handles the creative.
Confirmations, reminders, follow-ups, and lead routing are automated. Client conversations, creative direction, and relationship building stay with Swift.
Section B
Workflow Descriptions
Phase 1
Foundation
Backend infrastructure and Boss Heavy's first fully functional funnel. Nothing client-facing goes live until the systems underneath are configured correctly.
WF-01Email Domain & Deliverability Setup
Resolves: GA-06
Current Pain
Emails send from a personal Gmail. Any automated volume would land in spam or trigger blacklisting.
What Gets Implemented
Business email authenticated under Boss Heavy domain with SPF, DKIM, and DMARC. GHL sends from a branded address with warm-up protocol before any bulk sending.
What Stays Manual
Swift reviews and approves email content before any new sequence goes live.
WF-02Calendar & Booking Configuration
Resolves: GA-07
Current Pain
Bookings have no meeting link, no logo, no URL. A booked consultation gives the prospect no way to join.
What Gets Implemented
Each calendar type configured with meeting platform, logo, availability, and buffer times. Confirmations include meeting link and session details.
What Stays Manual
Swift sets availability windows. Custom session types require new calendar creation.
WF-03Form Consolidation & Automation Wiring
Resolves: GA-08, GA-05
Current Pain
Multiple forms exist but none trigger anything. Submissions produce no response — no email, no text, no pipeline entry.
What Gets Implemented
Forms consolidated to essentials. Each submission triggers acknowledgment, contact creation, pipeline assignment, and notification to Swift.
What Stays Manual
Swift writes or approves final copy for all automated messages.
WF-04Headshot Clinic Funnel End-to-End
Resolves: GA-01, GA-02, GA-03, GA-04, GA-09
Current Pain
The funnel is broken at every stage — form submits into a void, confirmation throws a 500 error, prep guide never sends, time slots never confirm.
What Gets Implemented
Complete sequence: registration → confirmation page → prep guide delivery → time slot confirmation → reminder sequence. Drip timing corrected.
What Stays Manual
Swift updates the prep guide when logistics change. High-demand clinic scheduling may require manual coordination.
WF-05Funnel Page Repair & CTA Linking
Resolves: GA-09, GA-12
Current Pain
CTA buttons link nowhere. Pages that should convert traffic instead refresh or dead-end.
What Gets Implemented
Every active page audited and repaired. Each CTA links to the correct destination. Inactive pages archived. Clear map of active pages.
What Stays Manual
Swift creates new landing page content for future campaigns.
Phase 2
Growth
Expanding how Boss Heavy captures, tracks, and nurtures leads. These workflows enable Swift to "play offense" — posting content with confidence that the backend converts attention into pipeline.
WF-06Pipeline & Stage Architecture
Resolves: GA-10
Current Pain
Three template pipelines that don't match the actual business. No contacts have moved through any stage.
What Gets Implemented
Single pipeline designed around the real client journey — interest through consultation, proposal, retainer, and referral. Automations feed contacts to correct stages.
What Stays Manual
Swift moves contacts for non-automatable actions. Deal values entered manually.
WF-07Social-to-CRM Lead Capture
Resolves: GA-11
Current Pain
All social interest handled manually through DMs and texts. No path from social engagement to CRM.
What Gets Implemented
Link-in-bio to landing page flow capturing social traffic into GHL. Welcome sequence and contact record created automatically. ManyChat integration ready.
What Stays Manual
Content creation and posting. DM conversations outside the automated link.
WF-08Lead Nurture & Follow-Up Sequences
Resolves: GA-15
Current Pain
No automated follow-up for any channel. Everything depends on Swift remembering to respond. Leads go cold.
What Gets Implemented
Multi-touch sequence over 7–14 days — portfolio highlights, results, testimonials, booking path. Engaged contacts flagged for priority. Non-responders enter long-term cadence.
What Stays Manual
Direct conversations with warm leads. Custom follow-up for high-value prospects.
WF-09WordPress Migration to GHL
Resolves: GA-13
Current Pain
$400/year WordPress hosting a legacy e-commerce site. GHL runs parallel at $100/month. No data flows between them.
What Gets Implemented
Website rebuilt within GHL reflecting current services. DNS redirected through Namecheap. One platform for site, funnels, forms, and automations.
What Stays Manual
Portfolio updates, blog posts, and new service pages.
Phase 3
Scale
The one-to-many revenue model. With foundation and growth systems running, Swift launches the webinar-to-course funnel — Boss Heavy's first revenue stream not directly tied to his time.
WF-10Webinar Funnel & Registration System
Resolves: GA-14
Current Pain
Slides mostly ready, but no registration page, reminder sequence, replay delivery, or post-webinar follow-up connecting to the course offer.
What Gets Implemented
Complete funnel: registration with countdown → confirmation → reminder sequence (48hr, 24hr, 1hr) → replay for no-shows → post-webinar offer sequence with time-limited incentive.
What Stays Manual
Swift delivers the live webinar. Slide updates, offer adjustments, and high-touch follow-up.
Section C
Phasing & Dependencies
Each phase depends on completing the one before it. Later workflows literally cannot function without the infrastructure established in earlier phases.
Phase 1 — Foundation
Backend operational. First funnel live and converting.
Email, calendar, forms, headshot clinic funnel, and page repair. Safe to send automated emails and texts.
WF-01 → WF-05 · 2–3 weeks
↓
Phase 2 — Growth
Full lead lifecycle tracked. Social content drives pipeline.
Pipeline architecture, social capture, lead nurture, WordPress elimination. Automated follow-up running.
WF-06 → WF-09 · 3–4 weeks
↓
Phase 3 — Scale
Scalable revenue channel. Weekly webinar pipeline operational.
Webinar registration, reminder sequences, replay delivery, and post-webinar offer automation.
WF-10 · 2–3 weeks
Total estimated timeline: 7–10 weeks from kickoff, assuming weekly sessions and consistent execution between sessions.
Section D
What Remains Unchanged
Core creative work.
Photography, videography, editing, and creative direction remain entirely Swift's domain.
Client relationships.
High-touch conversations and retainer management stay personal. The system routes leads — it doesn't replace Swift.
Stripe for payments.
The existing integration continues. No payment infrastructure changes.
Content creation.
Instagram, YouTube, and social content remain manual and creative. Automation picks up after content drives engagement.
Skool community.
The $9/month Skool setup continues independently. Integration can be explored in a future phase.