Technical handover / System map · LeadLift OS Walkthrough

The LeadLift OS 1 app · 2 walkthroughs

This is the start page for LeadLift's operating system. It shows how the app, the server and Slack fit together. It also tells you who can get in, and how.

People Access, sharing and permissions For AI Point Claude here
System
LeadLift OS
Pieces
2 walkthroughs
Platforms
App · Modal · Slack · Make
Built by
Icarus Growth

How the whole thing fits together

The LeadLift OS app is the one place where your team works. Every client, person, card, script, task and launch is in it. Other parts work behind the app. The server on Modal runs the automations and 4 timers. The database keeps every record, Slack gets the messages, and Make does the Google Drive work.

You sign in, then start on My Work. A move on a board can post in Slack. Failures go to two channels, so a person sees them.

Step 1 · AppSign inAn emailed code
opens
Step 2 · AppMy WorkWhat waits on you
links
Step 3 · AppClients and TeamRecords and load Step 3 · AppBoardsEditing Pipeline, Scripts, Tasks, Launches Step 3 · AppOnboardingClients on the way in Step 3 · AppAI DocumentationThe walkthroughs Step 3 · AppDashboards4 views of the work
a move
Step 4 · ServerThe serverEvery move and 4 timers Other system · MakeMake and DriveFolders and footage PendingReportingBuilt, cannot run yet PendingFathom callsNo video yet
posts
Step 5 · SlackClient channelsWelcome and ad reviews Step 5 · SlackTeam channelsOnboarding, edits, scripts, tasks Step 5 · Slack#sentryFailures for a person
How to read this map: a solid box has a walkthrough. Click it to open its page. The Make box opens the Onboarding system. A dashed box is built, but it has no video yet. Each move on a board goes through the server before it posts in Slack.

The server's 4 timers

The server also runs 4 jobs on a clock. Two of them write nothing yet. No client is Active, and nothing brings in ad spend or leads.

TimerWhenWhat it does
Raw Footage scan6am and 6pm Central, every dayLooks for new footage in each client's Raw Footage folder. It posts in #new-creative.
Board digestMon, Wed, Fri and Sun at 3pm CentralPosts one page in #creative-management: what changed and what to do today.
Daily cost-per-lead checkEvery day at 07:00 UTCCompares the last 7 days of each Active client with its targets. It cannot do this yet: no spend or lead data comes in.
Weekly reportMonday at 08:00 UTCWrites the week's numbers for each Active client. A person sends the report. It cannot do this yet, for the same reason.

The two UTC timers move one hour in Central time in winter.

The 2 walkthroughs

Start with the app, then read the Slack page. Each page has a video, a short summary, a list of the parts, and a table of what you can change safely.

Unit 01 · App
Operating system overview
Every screen of the app, from sign-in to the dashboards.
Unit 02 · Slack
Slack channel system
What posts in each channel, and when.

Related systems

Two other systems have their own maps. The Onboarding map covers the payment, the client's Slack channel and the Drive folder. The Editing Pipeline map covers the footage, the edits and the client review.

Built, but not filmed yet (as of 12 Oct)
• Reporting: the daily cost-per-lead check and the weekly report. They cannot run yet, because nothing brings in ad spend or leads.
• Fathom calls: each call posts in #call-transcripts, and the server links it to a client.
• The Claude connector: it is live for Fidel only. The demo waits for Sheni's last check of the build.
• The #sentry test and the Database page.

Access, sharing and permissions

This section tells you who can open each part of the system. It also tells you how to add a person and how to remove a person. Keep this page up to date when your team changes.

Who can get in today

Name and roleWhat they can openHow they get in
Fidel Guajardo, FounderThe app. He is the admin of Slack, Whop and Skool. He owns Make, Google Drive and Modal. He has the only Claude connector link.An emailed code for the app. His own logins for the other tools.
Paulo, CSMThe app, Slack, and the client folders in Google Drive (edit).An emailed code for the app.
Sterlin Phillips, Head of Media BuyingThe app, Slack, and the client folders in Google Drive (edit). The Team page has no Slack id for him yet.An emailed code for the app.
Chris Brown, Media BuyerThe app, Slack, and the client folders in Google Drive (edit).An emailed code for the app.
João Marcos Cascione, Media BuyerThe app, Slack, and the client folders in Google Drive (edit).An emailed code for the app.
Icarus Growth (Sheni Salami), builder and supportThe app, the code on GitHub (admin), Make (an admin seat and a key) and the server releases.2 addresses on the sign-in allow list. The date that they come off is not set yet.

The app lets in an Active person on the Team page who has an email. It also lets in an address on the sign-in allow list. Every table checks the same rule. As of 12 Oct, nobody at LeadLift has signed in yet. Each person signs in once, to prove that the code email arrives.

Add a new team member

  1. In the app, open Team and click Add someone. Type the name, email, job title and capacity limit.
  2. Set the status to Active.
  3. Open the person's panel and type their Slack id. The system uses it to tag them.
  4. Ask the person to open the app, type that email and enter the emailed code.
  5. Invite the person to LeadLift's Slack workspace and to the team channels that they need.
  6. New client channels invite the person by themselves. Add the person by hand to each client channel that exists now.
  7. Ask Fidel to share the Clients folder in Google Drive with edit rights.
  8. If the person needs the Claude connector, ask for a personal link: admin or member.
  9. Send them the link to this page.

Remove a person

  1. In the app, open Team and set the person to Inactive. They cannot sign in after that.
  2. If the person has a Claude connector link, it stops within 60 seconds.
  3. Remove the person from LeadLift's Slack workspace.
  4. In Google Drive, remove the person from the Clients folder and from each client folder shared with them. Drive does not do this by itself.
  5. If the person had access to the code on GitHub, remove it.

Shared links and portals

Shared itemWho gets itHow to stop it
The client's private Slack channelThe paying client, through a Slack Connect invite by email. The invite runs out after 14 days.Remove the client from the channel in Slack. Do not archive the channel: the system posts there.
The Raw Footage folderAnyone with the link can add files, so clients upload without a Google account. Sheni chose this on 11 Oct. The channel has the link as a bookmark.Fidel changes the folder's sharing in Google Drive. Tell Icarus Growth first, because the client then cannot upload.
The client's Drive folderThe client can see the folder. They can edit the Raw Footage and Lead Sheet folders.Fidel removes the client in Google Drive.
The ad review linkThe client, in their channel at Client Review. It opens one set of ads. The client approves or sends notes. There is no sign-in.The link works only while that card waits for the client.
The onboarding form linkThe client, in the welcome email. Each client has one link. It saves each page, so 2 people can fill it in.No way to turn off one link is written down yet. Ask Icarus Growth.
The Skool inviteThe paying client, to Fidel's Skool group.Fidel removes the member in Skool.
This documentation siteAnyone with the address can read it. It holds no key, password or connector link.Ask Icarus Growth to take it down.

Claude connector

The connector lets a person run the boards from their own Claude, in plain words. It reads the boards, clients, team and calls. An admin can also make changes, such as a new script or a card move. As of 12 Oct, only Fidel has a link, and no change has run through it yet.

RoleWhat it can do
AdminReads everything that the app shows. Makes a change only after the person approves it. The log records each change under that person.
MemberReads only.

Today Icarus Growth makes each link and gives it to the person one-to-one. After the handover, the named owner does this. The link shows one time only. To add it in Claude:

  1. Open Claude. Go to Settings, then Connectors.
  2. Choose Add custom connector.
  3. Name it LeadLift OS.
  4. Paste your personal link and save.
The link is personal, like a password. Anyone who has it acts as you. Never post it in a channel, a document or a screenshot. A move through Fidel's link shows as Fidel's, whoever typed it. Nothing warns about strange use.

To turn a link off, set the person to Inactive on the Team page. The link stops within 60 seconds. You can also ask a developer to replace the link. A Claude Code plugin adds the connector and 4 skills. Nobody has installed it yet.

The code

The code is in a private GitHub repository, Icarus-Growth/leadlift-os. Icarus Growth owns it today. Sheni Salami is the admin, and 3 Icarus Growth developers can read it. Nobody at LeadLift has access yet.

The change guide does not name an owner at LeadLift yet. Icarus Growth confirms the name with Fidel before the handover. The server already runs in Fidel's own Modal workspace, but Icarus Growth runs each release today. To put the code in LeadLift's own GitHub:

  1. LeadLift makes or chooses a GitHub account or organisation.
  2. Icarus Growth transfers the repository. Its history stays.
  3. Give the named owner a release login for Fidel's Modal workspace. Do not move the server.
  4. Check that the checks (lint and tests) run with no secrets.
  5. Write the owner's name and email in the change guide.
  6. Each person who installed the Claude Code plugin adds it again from the new address.
Do not move or rename the server. Three database rules and every saved connector use its address. If it moves, the board messages and the connectors stop with no error.

Accounts and who owns each login

ToolWhat it does hereWho owns the login
ModalRuns the server, every web address and the 4 timers.Fidel's workspace. Icarus Growth runs the releases today.
SupabaseThe database and the sign-in.Not confirmed yet. Icarus Growth is checking.
CloudflareHosts the app and the onboarding form.Not confirmed yet. Icarus Growth holds a key that releases the app.
GoDaddyThe leadliftagency.co web addresses.Not confirmed yet.
ResendSends the sign-in codes and the welcome email.Not confirmed yet. Without it, nobody can sign in.
MakeThe Google Drive work, Fidel's welcome, the footage scan and the file moves.Fidel (Core plan, 10,000 operations a month). Icarus Growth edits through a key, and Sheni has an admin seat.
Google DriveEvery client folder and all the footage.Fidel's Google account. Make's Drive sign-in runs out on 11 Apr 2027. Fidel signs in again before then.
SlackEvery message and button.Fidel is the workspace admin. Icarus Growth set up LeadLift's Slack app.
WhopTakes the payment that starts onboarding.Fidel (admin).
SkoolAdds the client to the group.Fidel (group admin).
FathomRecords calls and sends them to the server.LeadLift's Fathom account.
OpenRouterThe AI step that matches a call or a form to a client.LeadLift's own account. LeadLift pays (checked on 12 Oct).
PandaDocThe contract. This part is not built yet.A LeadLift company login, connected in Make.
GitHubHolds the code.Icarus Growth today. It moves to LeadLift at the handover.

The server keeps its keys in its own secret store on Modal. This page shows no key. The For-AI file lists their names only. After you change a key, push the settings copy to Modal again. If you do not, the server keeps the old key and warns nobody.

Sheni Salami
icarusgrowth.com