Marathon Creative · Automation System

Roadmap at a glance

Every manual step removed is capacity gained — the whole system mapped against the goal of 250 shoots/month.

v1.13.1 Updated Jul 23, 2026 Goal 250 shoots / month 13 modules live
13
Live
1
In progress
26
Queued / planned
9
Ideas

Build queue

in order — top of the stack first
!
URGENT — Dispatch board dedup fix
Assigned shoots now show up twice (Aryeo + the shooter's calendar copy), firing a fake IMPOSSIBLE flag on every shoot. Flag engine needs to drop calendar events that match an assigned shoot.
~1 hr · do first
1
Shoot Tracker ST-3 → live SMS
Nudge engine is running in dry-run. Watch 2–3 days of clean posts, then flip real texts (leave-by / "are you there?" / wrap-up).
Dry-run live · flip next
2
Leave-window Tier 1 — pitch capture + lifelines
Pitch GHL workflow + Sales Follow-Ups list (Philip) + skill rollout; weekly leadership digest; quote aging alerts. From Jacob's Master Buildout — key rotation first.
~5 hrs · this week
3
Day 0 onboarding engine (Module 5 C0→C1)
C0 sign-off with Taylor → Retainer Onboarding pipeline + Part 1 form (Taylor builds) → n8n Day 0 engine. A retainer closing while Jacob is out doesn't need him.
~4–5 hrs
4
Contact Enricher CE-2
Controlled write-back into Pace — import endpoint + custom fields already live; Taylor owns the approval batches.
~3 hrs
5
Pace CRM foundation (Track A)
Pipeline standard + deliverability, nurture baseline, client dashboard + role pilot → retainer snapshot v1, piloted on Next Leg Transport.
weeks 2–3
6
Dispatch Phases D → B → E
Route optimizer, booking guard, then per-shooter dispatch. Slots back in as leave-window capacity allows.
~1–2 days

Waiting on you

built & ready — needs your hand

Action items

These are blocking progress or verification — clearing them unlocks the next builds.

Rotate GHL key — new location key into hub .env, keys.env, droplet, n8n cred; then test SMS (this week).
Flip ST-3 SMS — after 2–3 days of clean dry-run posts.
Kill Zapier — replace delivery step with a GHL opportunity trigger.
Aryeo calendar cutover — spot-check n8n events, then disable Aryeo sync.
Activate photographer logins — activate_photographers.sh when ready.
Test-data cleanup — stray 378 Meigs event + test tasks/folders.

The system

by function · color = status

Marathon Shoot System

n8n core
Module 1 — Shoot IntakeAryeo webhook → ClickUp + Calendar + Dropbox + Drive
Live
Phase 1.4 — Reschedule / CancelPer-photographer calendars, board rebuild
Live
Module 2 — Editor DeliveryOnedotpix email → Edited Files channel
Live
Module 3 — Client Edit RequestsReply → match task → edits-requested
Live
Module 5 — Photo Cull PipelineHands-off auto-cull + gallery v2 + drone gate + 8pm alert
Live
Module 4 — Retainer / Misc IntakeR0 verified — retainers route on the board; intake form next
In progress

Operational Intelligence

visibility + routing
Marathon Hub (PWA)OTP login, role dashboard, dark mode
Live
Sprintbot — Automation AccountAll auto-posts (n8n + Hub + skills) post as the bot, not Hector
Live
Contact Enricher (CE-1)Pace CRM cleanup — shared queue, read-only
Live
Contact Enricher CE-2 / CE-3Controlled write-back + monthly queue
Queued
Dispatch Board — Phase ADaily board + flag engine — urgent dedup fix queued (phantom RED on calendar-dupe shoots)
Fix queued
Upload SLA Tracker (WF5)9pm deadline watcher
Live
Shoot Tracker (ST-1/2/4)Arrival/departure live; ST-3 nudges in dry-run
Live
Dispatch Phases D → B → ERoute optimizer, booking guard, per-shooter
Priority
Daily Production AlertField-time + orphan + wind risk
Queued
Delivery SLA WatcherUnfulfilled shoots, 9am check
Queued
Editor Turnaround MonitorMissing editor returns
Queued
Drive File Mover (utility)Move/trash by ID webhook
Queued

GHL Integrations

messaging
Phase 1.3 — Delivery TextClient SMS on listing delivered
Live
Payment AlertTeam SMS on payment (verify next real one)
Live
Phase 1.2 — Custom Order AlertFlag orders with no package match
Queued
Print Order EscalationPaid invoice → rush print task
Queued

Business Intelligence

reporting
Weekly Capacity ForecastPace vs 250/mo, unbooked slots
Queued
Shoot Volume DashboardLive pace-to-goal artifact
Queued

Pace CRM & Leave Window

Jacob's Aug plan
Pitch CaptureSource workflow + Sales Follow-Ups + skill rollout
Tier 1
Weekly Leadership DigestMonday summary to Jacob + Taylor (absorbs Weekly Business Report)
Tier 1
Quote Aging AlertsQuoted > 7 days → nudge Taylor
Tier 1
Pipeline Standard + DeliverabilityCanonical stages, source fields, A2P / SPF / DKIM / DMARC
Queued
Nurture BaselineSpeed-to-lead, missed-call text-back, reviews
Queued
Client Dashboard + Client RolePilot on 1–2 retainer sub-accounts
Queued
Retainer Snapshot v1The $95/mo product — piloted on Next Leg Transport
Queued
Track C WatchersRenewal radar, touchpoint monitor, report SLA, health score
Veto pending

Growth Systems

revenue + onboarding
Client Day-Before ReminderEvening-before shoot SMS
Queued
Overdue Payment AlertPast-due follow-up to Taylor
Queued
New Agent / Team UpsellTeam-created webhook → offer
Queued
Retainer Onboarding (M5)Plan written — Day 0–10 automation
Planned
GHL → ClickUp Deal BridgeDeal closes → folder + onboarding task
Planned
Print Job System (5 phases)SOP drafted — pending Jacob/Taylor
Queued

Future & Ideas

not yet scoped
Proposal / Quote GeneratorJacob's ASAP call — spec first, leave-window Tier 2
Tier 2
Social Media Content PipelineHunter's calendar → captions
Idea
Agent On-Camera ConfirmationCinematic — Philip's ask
Idea
Claude-Powered Service DetectionReplace regex with reasoning
Idea
Real Estate Feed (Aryeo)Shares cull Phase 2 stack
Planning
Builder Connect App · Employee Records · LoopNet · GeminiStrategic — parked
Idea
Live in production In progress / needs fix Queued / planned Idea / not scoped

Source of truth: ROADMAP.md + Session_17_Handoff.md. This map mirrors the roadmap file — when an item ships, the file updates and this can be regenerated.