1 Navigation Cheat Sheet
| What you need | Where to go |
|---|---|
| See all contacts | Contacts → Contacts |
| See pipeline / deals | Opportunities → Pipelines |
| See your tasks | Tasks (left sidebar) |
| Send a document | Contact → Documents tab → Send |
| See email history | Contact → Activity tab |
| Check workflow logs | Automation → Workflows → [name] → Execution Logs |
| See invoices | Payments → Invoices |
| Access dashboards | Local HTML files in docs/dashboards/ |
| Webchat settings | Settings → Chat Widget |
2 Pipeline Stages & Meanings
MASTER: VATable Sales Pipeline
Enquiries→
Follow Up→
Draft Proposal→
Proposal Sent→
Engagement Signed→
Service Completed→
Ready for Testimonial→
Not Moving Forward
Enquiries: New lead, Ian assigned, BDM follow-up starts
Follow Up: Being actively worked by BDM
Draft Proposal: Preparing engagement letter
Proposal Sent: Letter sent, waiting for signature
Engagement Signed: Signed → moves to Case Management
Service Completed: Case done, Ruby review task created (WF7)
Ready for Testimonial: Completed, request testimonial
Not Moving Forward: Dead lead — ALL automations killed (WF13). IRREVERSIBLE.
Case Management Pipeline
Time to Pay
Direct Tax
VAT
Miscellaneous
→
End of Engagement Review
TTP / Direct Tax / VAT / Misc: Active case types
End of Engagement Review: Expiring engagement — Ruby gets invoice task (WF10)
SALES: Ian Sutton
Assigned→
Initial Consultation→
Arrange Follow-up→
Proposal Sent→
Engagement→
Not Moving Forward
3 Automated Tasks — Who Gets What
| Trigger | Assigned to | Due |
|---|---|---|
| Case enters Case Management (any stage) | Contact Owner | 2 days |
| Moved to End of Engagement Review | Ruby Campbell | 1 day (invoice task) |
| Engagement Warning Date reached | Ruby Campbell | 1 day (warning task) |
| Engagement Expiry Date reached | Auto-moves stage | — |
| Moved to Service Completed | Ruby Campbell | 1 day (review task) |
| 64-8 Signed (document) | Auto-note on contact | — |
| Moved to Not Moving Forward | Kills ALL workflows | — |
4 Critical Fields for Automations
| Field | Where to set | Used by |
|---|---|---|
| Engagement Expiry Date | Contact → Custom Fields | WF9 — auto-moves to End of Engagement Review on this date |
| Engagement Warning Date | Contact → Custom Fields | WF12 — Ruby gets warning task. Set to Expiry Date MINUS 7 days! |
| Case Management Type | Contact → Custom Fields | Categorisation into TTP / Direct Tax / VAT / Misc |
| Monthly Care Fee | Contact → Custom Fields | Reporting & invoicing |
GHL limitation: Custom Date Reminders fire on the EXACT date stored — there is no "X days before" option. That is why a separate Engagement Warning Date field exists and must be manually set 7 days before expiry.
7 Important Workflow IDs
NMF Kill Switch (WF13)
7cbc74c0-d47c-481f-8317-156158157902
Send Proposal (WF2)
abfa6fa0-1ad9-4bf4-af0b-db826c509882
GHL Location ID
AFN2BRZdomAeN0AXystq
6 Emergency Procedures & Troubleshooting
Contact receiving duplicate emails?
Check "2. Business Development - Send Proposal" workflow execution logs. Look for the engagement-letter-sent tag — if missing, the guard failed.
Automation didn't fire?
Automation → Workflows → [workflow name] → Execution Logs
Check if workflow is Published (not Draft). Check trigger conditions match the contact's data.
Check if workflow is Published (not Draft). Check trigger conditions match the contact's data.
Need to stop ALL automations for a contact?
Move opportunity to "Not Moving Forward" in the pipeline. This triggers WF13 which removes them from every workflow and adds nmf-cleared tag. This is permanent and cannot be undone.
Emails not arriving at client?
Known issue: GHL sending domain is
vatables.co (with S) instead of vatable.co. DNS fix needed — Charles is handling. Interim: check spam folders.Engagement expiry didn't trigger review?
Verify that Engagement Expiry Date custom field is filled on the contact record. WF9 uses Custom Date Reminder — field must have a valid date.
Ruby didn't get the warning task?
Check that Engagement Warning Date is set (Expiry Date minus 7 days). GHL cannot auto-calculate offsets — this field must be set manually.