Welcome to the office

Crawl Daddy fixes crawl spaces, basements, and foundations in metro Atlanta: crawl space encapsulation and repair, basement waterproofing, foundation repair, and emergency water damage response. Donny and Caleb are the owners and run the field side. Blake runs marketing. You run the office: phones, leads, scheduling, and keeping our systems tidy.

The one thing to internalize — the lead lifecycle

Callers reference our sites constantly ("I was reading your page about encapsulation cost…"). Know what exists.

GHL is where every lead starts and where all customer messaging happens. Plan to live here most of the day.

How leads arrive

The pipeline — stages and when to move a lead

We run one pipeline: Pre-Sales Pipeline. Moving leads through it accurately is a core part of your job — automations, the owners' dashboard, and our ad optimization all key off these stages.

Two things to know about Qualified Lead:

1. It's the magic stage — it pushes the contact into Jobber so inspections can be scheduled. Don't move someone there casually, and don't leave a genuinely qualified lead sitting below it.
2. There's also a "Send to Jobber Now" button on the contact card for edge cases. Prefer the stage move; use the button only when told to.

The later stages (Quote Sent onward) mostly update themselves from Jobber activity. If they look wrong, note it and tell Blake — don't fight the automation.

The lead notes system

This is the part we're building with you — good notes are the single highest-leverage thing the office can do, and today they're inconsistent. Standard going forward:

Every touch gets a note on the GHL contact. Calls, texts, voicemails, "tried, no answer" — everything. If it isn't in GHL, it didn't happen.

[date/time] — [call-in / form follow-up / FB lead]
WHO:    Owner or renter? (renter = need owner involved)
WHERE:  City + zip — in our service area?
WHAT:   The problem in THEIR words (water, smell, mold, cracks, sagging floor)
WHEN:   Urgency — standing water right now? Or researching/collecting quotes?
BUDGET: Prices discussed? Reaction to published ranges?
NEXT:   What we agreed to (inspection day/time, callback time)
GRADE:  Hot / Warm / Cold — one line on why

Qualification quick sheet — keep by the phone

• Service area: metro Atlanta (see the service-area pages for the anchor cities). Outside it? Grade Cold, note the location — don't book it without checking.
• On pricing: you may quote the published ranges from our cost pages. The line that works: "We publish our real pricing online — [range] — and the exact number comes from a free inspection." Never invent a price that isn't on the site.
• On claims: we have ~20 Google reviews, all five-star, and we're a young company with experienced owners. Never claim "20 years in business," "thousands of jobs," or any inflated number — the owners hate it and it's not who we are. The honest story sells fine.

Jobber is the operations side: the calendar, the quotes, the invoices. The crew lives out of it.

How contacts get here

When you move a GHL lead to Qualified Lead, the client + property appear in Jobber automatically within a minute or two, with the lead source carried over. You should almost never hand-create a client in Jobber for a new sales lead — qualify them in GHL and let the sync do it (that keeps our marketing attribution intact).

What you do in Jobber

• Schedule inspections — create the request/assessment on the client and put the visit on the calendar. This is the real "inspection scheduled" signal the business runs on (the dashboard counts inspections from Jobber, not from GHL stages).
• Operational notes — access details, gate codes, "customer prefers mornings," crew-relevant info. Rule of thumb: sales/lead context lives in GHL; job/site logistics live in Jobber.
• Quotes & invoices — Donny/Caleb typically build quotes; you'll help send, track, and follow up. Quote and invoice status flows back to GHL automatically.
• Jobber also auto-sends transactional texts/emails ("On my way," "Your invoice") — that's Jobber, not you, and not our marketing.

Jobber field rules

Old clients showing lead sources like "Blake's Secret Sauce" or "LeadConnector" — historical artifacts from before a 2026-05 cleanup. Permanent, harmless, leave them.

Automated messages arrive on a schedule. Know which ones are yours to act on.

We spend real money on Facebook/Instagram lead ads (it's our best-performing channel, roughly $75–100 per lead). But the day-to-day rule for the office is simple:

• Leads: never worked in Meta. They flow into GHL automatically — work them there.
• Messenger: answered in GHL Conversations (see section 3). Meta's inbox is off-limits for replies.
• Never touch: anything in Ads Manager, Events Manager/Pixel, Leads Center settings, or Business Settings. That's Blake's domain; a stray click there can cost real money or break tracking.
• What you might use it for: viewing/moderating comments on our ads and posts, and page reviews — if Blake/Donny assign that to you (see the manager checklist; this isn't formally assigned to anyone today).

URL: dashboard.crawldaddyexperts.com — you're on it right now.
Login: enter your email, get a one-time code. No password. (Your email must be added to the allowlist first — see the manager checklist.)

What's in it

• Year to Date — big-picture tiles.
• Month Plan — revenue, booked days, inspections vs. this month's targets. (Targets are set by Donny/Caleb via the gear icon — don't change them.)
• Snapshot — leads/inspections/quotes by source, funnel conversion, sales-cycle times.
• Trailing Data — last-30-day trends and the weekly inspections table. This is where you look when the stuck-lead alert fires.

Good to know

• Data auto-refreshes every 15 minutes; the header shows the last refresh and warns if data is stale or a source failed. Stale banner = mention to Blake, keep working.
• Recent weeks' funnel percentages always look low — those leads are still in flight. Don't panic-read the last 7 days.
• There's no ad-spend / cost-per-job view yet; if the owners ask "what's a Google lead costing us," that answer comes from Blake, not the dashboard.

Everything company-shared starts in the CrawlDaddy Internal Root shared drive.

Marketing publishes a blog post to crawldaddyexperts.com roughly weekly, plus matching Facebook/Instagram/LinkedIn posts. Most of it is automated drafting with human review — Blake approves everything before it goes live, and anything quoting a price gets Donny/Caleb sign-off.

Where you plug in

1. Photos (again). The pipeline prefers real job photos over anything generated. Your Drive filing directly feeds it.
2. Google Business Profile posts — manual, SOP-driven (see section 8). Likely to become an office task.
3. Story spotting. You hear the best material all day: "customer found a river under their house after that storm," a great review call, a weird question three people asked this week. Drop those in Slack — they become posts.

1. Speed to lead. New lead → contact attempt fast. Minutes, not hours — a form lead called in 5 minutes closes at multiples of one called tomorrow.
2. If it isn't noted in GHL, it didn't happen. Every touch, every call, the template for every real conversation.
3. One phone number: (855) 552-7295. Unfamiliar local inbound numbers are tracking, not errors.
4. Messaging happens in GHL — including Facebook Messenger. Never from Meta's side.
5. Qualified Lead is the trigger stage — it creates the Jobber client. Move leads deliberately.
6. Never edit frozen fields (Attribution/UTM anything, Jobber IDs, GHL UTM Source in Jobber).
7. We don't do piers. Crack injection, carbon fiber, girders, floor stabilization — yes. Piers/underpinning — no.
8. Honest claims only. ~20 five-star reviews and a true founder story beat fake numbers.
9. Stuck-lead alert = your morning to-do list. Quiet alert means you're doing it right.
10. When something technical looks broken, stop and flag Blake. No workarounds on sync, tracking, or tokens.

Checks save in this browser, so you can come back to this page all week.

Items the docs/systems don't answer today — decide and fill in: