Aivara Chat

Clients onboarding
Live
At-risk clients
Live

Client Delivery

Active clients and where each one is in delivery.
Client Stage Deposits Status

Awaiting Intake

Clients sent the form who haven't submitted. Resend with one click.
Client Sent Waiting Action

Monthly Report

Lead flow, ad performance, pipeline movement, at-risk & wins. Current month live; past months from the nightly snapshot.

Report Triggers

Run server-side through Aivara — the browser never touches the report-pull secret.

🚀 Go Live — Launch a Client

Confirms a client is live and fires their "You're Live" congrats email + text about 3 minutes later. Use this the moment a client's campaigns go live.
Tip: open this dashboard with ?contactId=… to prefill this automatically.

How the launch sequence works

1. You confirm go-live here → a launch is recorded instantly.
2. ~3 minutes later, a background job sends the client the branded "You're LIVE — time to scale!!" email and a matching congrats text.
3. The email always fires first and independently; if the text fails it alerts the team on Discord but never blocks the email.
4. Re-clicking Launch for the same client while one is already pending is safe — it won't double-send.
CXR Systems — Internal Reference

Aivara Process Chart

Version 3.1 · August 2026
leads.cxrsystems.com
6 active clients
Auto — Aivara handles
Manual — human must act
Discord notification fires
Gate — blocked
· Aivara watching
AUTOSEND must be ON for client emails & SMS
🎭
Sage is the client-facing persona used in SMS. Sage is not a real person — if a client replies, Leanne or Sarah respond as Sage.
Phase A
Deal Close
1
Leanne or Sarah closes the deal in CRM
Sets Payment Option (Monthly / Paid in Full) and Billing Country (USA / Canada) on the contact record immediately. These two fields drive the correct payment link.
Manual Leanne & Sarah
1b
Client record created in Aivara
The aivara_clients row must be created manually. A closed, paid deal does not create it automatically. Until this exists, the entire Aivara lifecycle never starts for that client.
Manual Gate Leanne & Sarah
2
Welcome email fires automatically
Aivara inserts the correct FastPayDirect payment link, the agreement link, and the onboarding form link. Sends to client.
Auto
💬
#project-actions
🆕 New Client — Welcome Email Sent
Client name · Payment option · Billing country
Phase B
Onboarding Form
3
24h reminder (if form not submitted)
Aivara sends the client a reminder email automatically if the onboarding form has not been submitted within 24 hours.
Auto
4
Day 3 — internal flag to Leanne & Sarah
If form still not submitted by Day 3, Aivara pings #project-actions — Discord only, no client email.
Auto Discord
💬
#project-actions
⚠️ Chase Needed — [Client Name] (Day 3)
Link to CRM contact record · Flag to Leanne & Sarah
5
Day 5 — escalation to Leanne & Sarah
If form still not submitted by Day 5, Aivara escalates to Leanne & Sarah via #project-actions.
Auto Discord Leanne & Sarah
💬
#project-actions
🚨 Escalate Now — [Client Name] (Day 5)
Days since welcome email · Link to CRM record
6
Client submits the onboarding form
Form at client.cxrsystems.com/onboarding. 28 fields captured. All answers written to the database and mirrored to the CRM contact record. Leanne & Sarah notified.
Client Action Auto to DB
💬
#project-log
✅ On-Boarding Form Received — [Client Name]
28 fields written to database and CRM · Timestamp
Phase C
Payment & Agreement
Can happen in any order
Payment
7a
Client pays via FastPayDirect
CRM automation "Payment Received & Tagged" applies the tag payment-received automatically.
Auto tag
Agreement
7b
Client signs the agreement
CRM automation "Agreement Signed & Tagged" applies the tag agreement-signed automatically.
Auto tag
Phase D
Go-Live Trigger
Every 15 minutes
⚡ Aivara Watching — Every 15 minutes
aivara-golive-sync checks every contact for both tags simultaneously:
payment-received + agreement-signed
When both are present — fires exactly once per client.
8
Both tags detected — On-Boarding Completed fires
Aivara sends the On-Boarding Completed email + SMS to the client. Idempotent — cannot fire twice for the same client.
Auto
💬
#project-actions (AUTOSEND OFF) → #project-log (AUTOSEND ON)
⏸ Go-Live READY — [Client Name] (when AUTOSEND off)
✅ Go-Live Sent — [Client Name] (when AUTOSEND on)
Phase E
The Build
~14 days
9a
Load master snapshot
The master snapshot must be loaded onto the sub-account by hand in the CRM. The API cannot do this. Nothing provisions until this is done.
Manual Gate Leanne & Sarah
9b
Automated sub-account build
Aivara writes every custom value from the onboarding data, mirrors the contact, configures the booking calendar, creates Drive folders, runs a test booking, and self-verifies against six checks. Applies tech-setup-complete on a clean pass.
Auto Aivara
9c
A2P submission
Submitted manually. Requires client EIN, business address, and authorised representative. Carrier review takes 1–3 business days. Client SMS will not deliver until approved.
Manual Leanne & Sarah
💬
#project-actions
📋 A2P Submission Needed — [Client Name]
Client EIN · Business address · Authorised representative
Parallel Build Tracks — run simultaneously
Leanne & Sarah (Creative)
10a
Copy & Content
  • →Triggered by tech-setup-complete tag
  • →Writes email sequence copy
  • →Creates GBP post schedule (2x/week)
  • →Submits to L&S for approval
  • →Flags immediately if Day 5 at risk
Leanne & Sarah Manual
10b
Applies 'creative-complete'
Signals all copy is ready for launch. Day 5 deadline.
Leanne & Sarah Milestone
Bablu (Web)
11a
Build & 5-Point Check
  • →Builds offer landing page
  • →1. Offer is clear (<5s)
  • →2. Mobile PageSpeed 75+
  • →3. CTA routes to calendar
  • →4. Test booking confirmed
  • →5. No errors/placeholders
Bablu Manual
11b
Applies 'landing-page-ready'
Hard gate. Sarmin cannot start until this is applied.
Bablu Gate Milestone
Furqan (App Developer)
11c
Client app build
  • →21-day window from client confirmation
  • →Coordinates with L&S on booking calendar integration
  • →Provides app link and QR code to Leanne & Sarah for poster
  • →Tests booking flow end-to-end before handoff
Furqan Manual
Sarmin (Google Ads) — Blocked until Bablu clears
12a
Campaign Build
  • →Receives Aivara notification from Bablu's tag
  • →Builds Search campaign (themed ad groups)
  • →Sets keyword strategy (phrase/exact, no broad)
  • →Adds standard CXR negative keywords
  • →Confirms CRM booking conversion tracking
  • →Gets L&S campaign approval
Sarmin Manual
12b
Applies 'google-ads-build-started'
Must be applied within 48h of receiving notification. If unable to start, notifies L&S immediately.
Sarmin Milestone
Phase F
Launch
13
Leanne or Sarah click the Launch button in the dashboard
Campaigns must be confirmed live before clicking. Open leads.cxrsystems.com → Launch tab → select contact → confirm. This is the only manual trigger in the entire system.
Leanne & Sarah Manual — only trigger
14
You're Live email + SMS fires (~3 minutes later)
aivara-launch sends the congrats email and SMS to the client via the minute-cron processor.
Auto
💬
#project-log
✅ You're Live — [Client Name]
Launch email + SMS confirmed delivered · Timestamp · Who clicked
Phase G
Ongoing Delivery
Ongoing
Lan Gylyne — Front-End Setter
  • →Contact every lead within 5 min
  • →Follow the approved script
  • →Collect deposit on every booking
  • →Log every attempt in CRM same day
Levilou Jane Villaflor — Back-End Setter
  • →Recovery task auto-created by Aivara
  • →Action within 2 hours of receiving
  • →3 contact attempts minimum
  • →Log every outcome in CRM
MJ Bueno — VA Team Lead
  • →Monday report from Aivara — review & act
  • →Flag any setter below threshold
  • →Escalate persistent issues to L&S
  • →No spreadsheets — all data in CRM
Phase H
Monthly Reports
1st of every month
15
Aivara pulls ad metrics (12am PST)
Google Ads (direct OAuth) · GA4 (direct API) · Meta (Supermetrics FA) — all active clients. Automatic failover on each source.
Auto
16
Two reports drafted (6am PST)
Client-facing: warm, positive, ends with ad budget increase recommendation — goes to Outbox.
Internal analysis: full picture — wasted spend, risks, recommendations — goes to Discord.
Auto
💬
#project-log
✅ Reports Ready — [Month Year]
Clients covered · Platforms pulled · Reports in Outbox for approval
17
Leanne or Sarah approves and releases
Open the Reports tab in the dashboard. Review client report. Say "send it" or "approved" in the Chat tab to release. Nothing reaches the client without this step.
Manual Leanne & Sarah
Phase I
Weekly Follow-Up
Every Monday
18
Sunday — follow-up report generated
aivara-followups generates the weekly report — no-shows, cancellations, missed leads. Posts to #team-reports.
Auto
19
Monday — task queue sent to All Appointment Setters
Follow-up tasks queued and sent via #team-reports. VA performance summary sent to MJ Bueno. Weekly health summary appended.
Auto
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Weekly Meeting

Paste the spoken transcript, and optionally the chat log. Aivara extracts commitments, blockers & decisions. Voice is the primary record; chat is lower-confidence and shown separately. Summarization aid only — not a performance record.

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