Key terms you'll see throughout

Quick reference so the rest of the guide makes sense.

The diagnostic survey Prospect

The 32-question entry point. Where every prospect starts.

What it is

The survey is structured around the four pillars of the Pathfinder Model: People, Performance, Strategy, and Growth. Each pillar has 2 symptoms, and each symptom has 4 questions, for 32 questions total. A separate Business Profile screen captures owner context (revenue band, industry, owner time, archetype indicators) so results can be calibrated to where the business actually is rather than generic advice.

How a prospect uses it

1. They land on the app (via email invite, website CTA, or LinkedIn link).
2. Enter email, get a 6-digit OTP code (sign-in is OTP, no password).
3. Fill in Business Profile (revenue band, industry, owner self-assessment).
4. Move through 32 questions, one at a time. Progress auto-saves at every step.
5. If they stop partway through, an abandonment email goes out 2 hours later inviting them back to finish.

Results screen and report Prospect

What the prospect gets at the end of the survey.

What it is

On completion the prospect sees a ring diagram colour-coded red, orange or green across the 8 symptoms. Hovering or tapping each segment opens a glass-effect panel with a paragraph explaining what red/orange/green means for that symptom in their specific business. The same data is emailed to them as a branded report, and is permanently retrievable from their Reports tab in the dashboard.

How a prospect uses it

• Reads the ring, hovers segments to understand each grade.
• Receives the report email automatically on completion.
• Can return to the Reports tab anytime to view their result. Re-entering Reports triggers a step-up verification code if their last sign-in was more than 24 hours ago.

What staff should know

• The grading is generated from raw scores - sum of question responses per symptom, mapped to a grade band.
• If a prospect says the grade is wrong, look at their raw_scores in the record. The most common cause is owner self-rating bias.
• The report email is fully self-contained (logo is baked in) and renders cleanly in Gmail, Outlook, Apple Mail and iOS Mail.

The member dashboard Prospect

The home screen for any signed-in member.

What it is

The dashboard is what a signed-in member sees on opening the app. It has tabs for the home feed, Events, Resources, and Reports. The home feed surfaces relevant content based on what they have or haven't done: upcoming events they're registered for, recent resources, prompts to finish their survey if they haven't, and prompts to view their report if they have.

How a prospect uses it

• Signs in (OTP or persistent cookie if signed in within 7 days).
• Lands on dashboard. Empty state if they have no surveys, populated if they do.
• Navigates to Events, Resources, or Reports via the top nav.

What staff should know

• Fresh invitees who have not yet completed a survey see an empty state with a "Start my PathFinder" CTA. They are not bounced into the survey automatically.
• Staff members who sign in here land in their staff portal, not the prospect dashboard.

Events from the prospect's side Prospect

How a prospect discovers, registers for, and attends events.

What it is

Events are how we get prospects into a room (physical or virtual). They appear in the Events tab and on the home feed. Each event has a hero image, date, location, description, capacity, and a registration button. Single-day events show one date, multi-day events (like BFW bootcamps) show start and end dates.

How a prospect registers

1. Receives an event invite email with two buttons: Reserve My Spot (registers immediately) and More details (opens the event page).
2. Clicks Reserve My Spot. Registration happens server-side before they even land in the app, so it works even if their email scanner clicked first.
3. Lands on a confirmation screen with event details and an "Add to my calendar" button that downloads an .ics file.
4. If they want to cancel, they click the "Cancel registration" link next to their "You're registered" badge.

What staff should know

• Seats remaining counts exclude staff. You can register yourself for testing without consuming a real seat.
• If a prospect tries to register after the event is full, the click is logged as blocked - this shows up in Event Analytics so we know who to follow up with for the next one.
• GHL-sent invites use a separate server-side handler so registration works regardless of whether the click came from PathFinder's email system or GHL's.

Resources from the prospect's side Prospect

The library of PDFs, guides and content prospects can access.

What it is

The Resources tab shows the library of content we've published: PDFs, guides, one-pagers, training material. Each resource has an audience tag: Guests (anyone can open), Members (sign-in required), or Both. The library is also browseable directly from email invites that include a "Browse the Library" CTA.

How a prospect uses it

• Opens Resources tab from the dashboard.
• Browses cards, each showing title, description, audience tag, and cover image.
• Clicks a card to open the resource. Members-only resources prompt for sign-in first.
• Engagement is tracked: card seen, detail viewed, downloaded, opened.

What staff should know

• Members-only resources are gated at the URL level. A guest with a direct link still gets bounced to sign-in. There's no way to bypass it.
• Resource engagement is a strong signal of interest. Use the "Resource invite accepted" condition in list builder to find prospects who actually opened what we sent them.

Re-engagement and weekly summaries Prospect

Automatic emails that keep prospects warm without manual work.

What it is

Two automated email flows run continuously in the background. The abandonment email goes out 2 hours after someone starts the survey and doesn't finish. The weekly prospect summary goes out to prospects with a curated digest of upcoming events and new resources.

How they work

• Abandonment email: Picks up in_progress surveys older than 2 hours with no abandonment email already sent. Shows a progress bar with "You're X% of the way there" and a personalised message about which pillars are done and which remain. CTA takes them straight back to the survey where they left off.
• Weekly summary: A curated digest with event cards and resource cards, branded with the PCC navy header. Personalised with their first name. Includes a PathFinder prompt panel if they haven't completed the survey.

What staff should know

• These emails are completely automatic. You don't trigger them. They run on a 30-minute cron schedule.
• You can preview the weekly summary template by clicking Preview in the email composer - it renders the actual email HTML in an iframe with a "[First Name]" placeholder.

Inbox Admin

Your Microsoft 365 email, mirrored into PathFinder and tied to your contacts.

What it is

The Inbox tab pulls your Microsoft 365 email into PathFinder and gives you a clean, iOS-styled email reader inside the app. The point isn't to replace Outlook for everything - it's so that every email you read or send can be tied to a contact, a deal, or a thread without leaving the app.

How to use it

1. Open the Inbox tab. You'll see your full inbox list, threaded by conversation.
2. Tap a row to open the read card. The email body renders in an iframe that auto-sizes to fit, including marketing emails with hero images.
3. Inline images and email signatures render correctly (logos, headshots, etc.).
4. Use the trash icon on any row to delete. Inside an open email, hitting Delete closes the card and returns you to the inbox list.
5. Use the reply box at the bottom of the read card to respond. Attachments are supported.

The AI todos box

Under every email body you'll see a small "Action items" panel. PathFinder reads the email content and auto-extracts anything that looks like a task. Tap the text to edit, tap "+ Add" to add your own. The 6px red dot marks high-urgency items.

Document classification

Any attachment (PDF, image, Word doc, Excel, PowerPoint, CSV) gets read by the AI and classified - title, summary, doc type, tags. Filed under the sender's contact. Visible from the contact card and from the global Files tab.

The Files tab

Files is a global, searchable view of every classified document filed across every contact. Search by filename, content, doc type, company, or tag. Click any row to open the file.

Attaching emails to deals

• Open an email, click To deal, pick the deal.
• The whole thread (past messages) is automatically backfilled to that deal's timeline.
• Any future replies in that thread are auto-attributed - you don't have to click anything again.
• A thread can be attached to multiple deals if needed.

Companies Admin

Your main contact register. Every person and every business sits here.

What it is

The Companies tab is the master register of every company and contact in our world. Filter by status, program, or lifecycle stage. Click a contact row to expand inline actions: Reports, Details, Beta, Preview, Activity.

How to use it

1. Open Companies. Use the search bar to find a contact by name, email, or company.
2. Use the filter tabs to slice by status (Active, Prospect, etc.), program (Ignite Program, Premium), or lifecycle stage.
3. Click Activity ▾ on any row to see the contact's full timeline inline - emails received, logins, surveys completed, events registered, manual activities you've logged.
4. Click Details to open the Edit Contact modal. Update name, email, company, status, program, notes.
5. Click the blue Invite or Re-invite button to send them an app invite.

What staff should know

• Each email is unique. The database enforces this - you literally cannot create two contacts with the same email.
• If a contact's email changes, update the existing contact rather than creating a new one. Email-based history stays linked.
• Companies are matched by domain first, then by name. A bulk import will dedup automatically.
• Status "active" means they're a paying client (Premium or Program). Status "prospect" means they're in the funnel but not paying.

Contact activities and lifecycle stages Admin

Log every interaction. Watch contacts move through the funnel.

What it is

A contact activity is any logged interaction: a note, a call, a meeting, a voicemail, a demo, or an email received from them. Each activity is timestamped, owned by the staff member who logged it, and stamped with the contact's lifecycle stage at the time of logging.

The lifecycle stages

• Prospect - in the system but not yet engaged.
• High Intent - completed survey, opened resources, attended events, or otherwise raised hand.
• Sales Ready - showing strong buying signals (multiple engagement points, registered for a key event).
• Sales Prospect - actively in a sales conversation (deal exists).
• Active Client - paying client (company status is active).

The stage is calculated automatically from a contact's signals. You don't set it manually.

How to log an activity

1. Open a contact (via Companies tab or Activity Feed).
2. Find the activity composer at the top of their timeline.
3. Pick the kind: note, call, meeting, voicemail, demo, email_received, or other.
4. Set the date/time (defaults to now).
5. Add a description of what happened.
6. Save. The activity appears in their timeline and across all activity feeds.

What staff should know

• The lifecycle stage is snapshotted at logging time. If you log a call today when this person is High Intent, that activity will always show as having happened at High Intent, even if they move to Active Client tomorrow.
• That means: in two years, Paul can answer questions like "what activities tend to move people from High Intent to Sales Ready?" because the historical snapshot is preserved.
• Set the date/time in the past for a call that already happened. Set it in the future to make it a to-do (more on this in My Day).

Deals pipeline Admin

The seven-stage sales pipeline. Where every live opportunity sits.

What it is

The Deals tab is where every live sales opportunity is tracked. Each deal has an owner (you), a value (default $1,499 monthly for Ignite Program MRR), an expected close date, and a stage. Deals move through seven stages from first contact to won/lost.

The seven stages

1. New - just created, no contact yet.
2. PC Meeting Booked - intro call with Paul scheduled.
3. PC Meeting Done - intro call happened.
4. Sales Meeting - full sales conversation booked or happened.
5. Proposal Sent - Qwilr proposal out.
6. Verbal Yes - they've said yes, paperwork pending.
7. Won or Lost - terminal stages.

How to create a deal

1. Find a qualified contact (one who has completed the PathFinder survey, registered for a BFW bootcamp, or been admin-overridden).
2. From their contact row click Promote, or open the Deals tab and click New Deal.
3. Pick the contact, set owner (defaults to you), value (defaults to $1,499/mo), and expected close date.
4. The deal starts in "New". Move it through stages as the conversation progresses.

The three views

• Dashboard - metrics cards: total pipeline value, deals by stage, conversion rates.
• List - sortable table. Sort by value, days in stage, last activity, owner.
• Kanban - drag-and-drop columns by stage. The fastest way to move deals.

Deal health colours

Each deal card shows a colour based on days since last activity:

• Green - recent activity, healthy.
• Orange - getting stale, needs a touch.
• Red - silent too long, at risk of dying.

What staff should know

• You can only create deals against qualified contacts. The system enforces this - the modal will not show unqualified contacts in its dropdown.
• Every stage change is logged automatically with a timestamp. Paul can audit when deals stalled.
• Filter by owner to see just your own deals.
• When an email is attached to a deal, the whole conversation thread auto-attaches too.

My Day Admin

Your personal dashboard. What to do today.

What it is

My Day is your personal daily dashboard. It shows everything you specifically need to act on: your to-dos, your dying or dead deals, your recent activities, and your pipeline metrics. Each rep has their own view, scoped to their owned deals and activities.

What's on it

• To-dos due today and overdue - tick the checkbox to mark complete.
• Dying deals (orange) - your owned deals that haven't moved in too long.
• Dead deals (red) - your owned deals that need urgent attention or to be closed-lost.
• Recent activities - what you've logged in the last few days.
• Pipeline metrics - your total pipeline value, deals by stage.

How to use it

1. Open the app, click My Day. Use it as your start-of-day check-in.
2. Work through to-dos from top to bottom. Tick to complete.
3. Click any dying/dead deal to open it. Either log an activity, change the stage, or close it out.
4. Add new to-dos by logging an activity with a future date - it appears here automatically.

Team Activity Admin

Cross-contact, cross-staff feed. The pulse of what's happening.

What it is

The Activity Feed is the team-wide rollup of every activity logged, every email sent, every login, every survey completed, every event registration - across every contact. It's the answer to "what's happening across our prospect base right now?"

How to use it

1. Search by name or email to focus on one person.
2. Filter by tier: Clients, Prospects, Referral, or All.
3. Sort by Most recent, Most active, Least active, or Never engaged.
4. Click any row to open the contact's full timeline.

Four killer queries

The filter+sort combo answers four high-leverage questions in one click each:

• Filter: Prospects, Sort: Most active = our hottest prospects right now.
• Filter: Prospects, Sort: Never engaged = our re-engagement target list.
• Filter: Clients, Sort: Least active = clients we haven't talked to in a while.
• Filter: All, Sort: Most recent = the live pulse of the business.

Emails and lists Admin

Compose, target, and send. To one person or to a curated audience.

What it is

The Emails tab is where you send anything outbound that isn't a one-on-one Inbox reply. Two flows: compose (one email to one or many recipients) and lists (named, reusable audiences). Every send is logged so Paul can see the full email history per contact.

Compose

1. Open Emails, click Compose.
2. Toggle: Manual Email (free-form) or App Invite (sends the branded invite-to-app email).
3. Pick the From dropdown - defaults to you, but you can send as Paul if appropriate.
4. Pick recipients: search contacts, pick a list, or import via CSV.
5. Write subject and body. Hit Preview to see exactly what the recipient will see in their inbox.
6. Send. The email goes through EmailJS, logs to email_log, and appears in the recipient's contact timeline.

Lists - two types

One-off lists are fixed - you add and remove members manually. Good for ad-hoc audiences ("Bali bootcamp attendees" once Bali is over).

Dynamic lists are rule-based - members update automatically as people qualify or stop qualifying. Good for ongoing audiences ("All prospects who attended an event in the last 90 days").

Building a dynamic list

1. Open Emails, click New List, pick Dynamic.
2. Name and describe the list.
3. Pick Phase 1 conditions: status filter (Active, Prospect, etc.) and program filter (Ignite, Premium).
4. Pick Phase 2 conditions: activity-based rules like "Survey completed", "App invite accepted", "Event invite accepted (specific event)", "Resource invite accepted (specific resource)". Each has a NOT toggle for the inverse.
5. Save. The list resolves immediately and shows you the current members under the Contacts tab.

What staff should know

• Conditions use real engagement signals, not unreliable email open/click tracking. "Accepted" means they actually did the thing (signed in, registered, downloaded).
• Staff are automatically excluded from every dynamic list, so you can't accidentally email yourselves.
• Both list types show member counts on their cards, plus a coloured border (blue=dynamic, grey=one-off) and a type badge.
• Inline-edit list name and description by clicking the pencil icon on the card header.

Events (admin side) Admin

Create events, invite people, track who's coming.

What it is

The admin Events tab is where you set up an event, write the invite email, send to your audience, and track who registers, who clicks but doesn't register (drop-offs), and who tried to register after it sold out (blocked).

How to create an event

1. Open Events admin, click New Event.
2. Fill in: title, description, date (and end date for multi-day bootcamps), times, location, capacity, hero image, audience type (Guests, Members, Both).
3. Save. The event is now live and visible to the audience you picked.
4. Click Invite Email to build the email. Two CTAs are auto-generated: Reserve My Spot and More details.
5. Click Event ID to copy a sharable link for use anywhere outside the app.

Tracking registrations

• Open the event detail page to see the live registration list.
• Seats remaining counts exclude staff, so your test registrations don't count.
• If you need to cancel someone, click their row and use the admin override.

What staff should know

• Event invite emails use the Manual template, so the subject you write is the subject they receive (not the hardcoded "You're registered" from the confirmation template).
• Hero image renders at natural aspect ratio - you control composition by choosing the right image dimensions on upload. Tall images make the page tall, so keep them roughly landscape.
• Marquee events get a navy/cyan banner instead of standard navy. Use the Marquee toggle for headline events like Bali Bootcamp.
• For BFW bootcamps, set both event_date (start) and event_end_date. The .ics file and email will show both.

Resources (admin side) Admin

Upload content, set audience, distribute to lists.

What it is

The admin Resources tab is where you upload PDFs, guides, and other content, set who can see them (Guests, Members, or Both), and send invites to your audience to view them.

How to use it

1. Open Resources admin, click New Resource.
2. Fill in title, description, cover image, file upload, and audience type.
3. Save. The resource appears in the library for the audience you picked.
4. To distribute, open Emails and use a Resource Invite email targeted to a list or specific contacts.

What staff should know

• The bulk resource-invite path auto-filters non-matching recipients. If you're sending a Members-only resource to a mixed list, non-members are skipped and you'll see "Sent to 14 recipients · Skipped 9 because they aren't active members."
• Each resource shows a colour-coded pill (Members / Guests / Both) so you can tell at a glance who can see it.
• Per-resource view/download counts exclude staff, so your testing doesn't pollute the numbers.
• Click the count to see exactly who engaged with that resource - full name, company, tier.

Reports Admin

View any contact's PathFinder result.

What it is

The Reports tab lets you open any contact's PathFinder result and see the same ring diagram and grading the prospect sees. Useful for prep before a call - you can see exactly what they're seeing.

How to use it

1. Open Reports, search for the contact.
2. Click their row to open their result.
3. If you haven't verified in the last 24 hours, you'll be asked for a 6-digit step-up code (sent to your email).
4. View the ring, hover segments for the grade explanations, read the raw scores.

Analytics Admin

The numbers across the whole app. Reach, events, resources, email.

What it is

Analytics is split across several views. The Overview shows app-level metrics. Event Analytics drills into per-event performance. Resource Analytics drills into per-resource engagement.

Overview

• Reach - unique users who have entered the app (deduped, channel-agnostic). The headline acquisition number.
• Impressions - total login events. Click to drill into per-user visit counts.
• Staff are excluded from both.

Event Analytics

Per-event table with these columns:

• Registered - people confirmed.
• Drop-offs - clicked the event card but never registered. Click to drill in.
• Blocked - tried to register after the event sold out. Click to drill in.

Resource Analytics

• Per-resource view, download, open, and complete counts.
• Click any count to see who engaged.
• Staff filtered out so the numbers reflect real interest.

Bulk invite Admin

Upload an Excel/CSV. Send invites at scale.

What it is

The Bulk Invite tool reads an Excel or CSV file, auto-detects the column headers, dedups against existing contacts and companies, and sends app invite emails in one go. Used after events, bootcamps, or any list of attendees you've collected externally.

How to use it

1. Prepare a spreadsheet with at minimum: First Name, Last Name, Email, Company.
2. Open Emails, click Bulk Invite.
3. Upload the file. The tool auto-detects columns based on a wide alias list (Company / Account / Customer / Workplace etc. all map to Company).
4. Confirm the column mapping. Company is mandatory - you cannot proceed without mapping it.
5. Preview the rows. Companies are deduped (by domain first, then by name, else create). Contacts are deduped by email.
6. Send. Each contact gets an app invite email; existing contacts get a re-invite if their app_status isn't already "member".

What staff should know

• The Company-column requirement exists because a previous run with no Company created 214 orphan contacts that took a full evening to clean up.
• Domain-based dedup means "info@directplumbing.com.au" and "fred@directplumbing.com.au" land on the same Direct Plumbing company even if the names are spelled slightly differently.
• ZoomInfo enrichment can be run separately on orphans if data quality is thin.

Signing in and security Both

No passwords. OTP only. With a couple of layers on top.

How sign-in works

• You enter your email. The app sends a 6-digit code to that email.
• You enter the code. You're in.
• No passwords anywhere in the system.

Persistence

• Clients stay signed in for 7 days on the same device.
• Staff stay signed in for 24 hours only. After that you sign in again.
• The shorter staff window is deliberate - if a staff laptop is left somewhere, exposure is bounded to one day.

Step-up verification

Two screens have an extra gate even when you're already signed in: PathFinder results and Reports. If your last verification was more than 24 hours ago, you'll get a fresh 6-digit code to enter before the content loads.

Your staff identity Admin

Initials, avatar colour, From-field default. So everyone can tell who did what.

What it is

Every staff member has an explicit identity in the app: initials and an avatar colour. These show up on kanban tiles, in the activity feed, on email composer From-fields, and anywhere else a staff member is identified.

Current staff identities

• Paul - PC, navy
• Preet - PT, blue
• Hayley - HT, magenta
• Ben - BB, green
• Gabe - GB, orange
• Kim - KC, purple

How it shows up

• Deal kanban tiles show the owner's avatar so you can spot your deals at a glance.
• Activity feed shows who logged each activity.
• Email composer From-field defaults to you when you're signed in. You can change it to send as Paul when appropriate.
• Email signatures are stored per-staff - the right signature attaches to outbound emails based on who sent them.