Operating system overview code · the ops system steps

How it works

Open the app at os.leadliftagency.co. The menu on the left has four groups: Index, Leadlift, Operations and Dashboards. The number beside a page counts its open work.

1. Sign in. Type your email. A 6-digit code comes by email. Type the code. There is no password.
   1. The code works one time. It stops working after one hour.
   2. An Active person on the Team page can sign in. The Team page must have their email.
2. My Work. This is the home page. It shows what waits on you on every board. It also shows the work you handed on, and who has it now.
   1. Group each list by client, board, stage or due date.
   2. Use the filters and Sort to find one item.
   3. A person who is not on the team uses View as to see the work of one team member.
3. Clients. This lists every client with status, onboarding stage, media buyer, spend, health and days quiet. Click a client to open the client record.
   1. The buttons at the top open the client's Google Drive folders.
   2. Company, Contract and Delivery hold the account details.
   3. Target Details holds 4 targets. They are cost per lead, leads per week, the share of great or good leads, and the drift limit.
   4. A client goes Active only when all 4 targets are in and confirmed. The database refuses it otherwise.
   5. The Provisioning section shows the setup: Viktor, the Slack channel, the ad account and the Ads Manager link.
   6. The onboarding sections show each step: the contract, the call and the ad account access.
   7. Each submitted onboarding form opens from the client record.
4. Team. This lists each person with job title, email, Slack id and capacity limit. It counts their clients, open tasks and open edits.
   1. When a person's clients reach their limit, the page shows At capacity.
   2. Click a person to see their load.
5. Onboarding. This lists every client on the way in. It shows which steps are done and which are late. It also shows each call brief that waits for a check.
6. Editing Pipeline. This board has one card for each creative, from raw footage to a live ad.
   1. The server scans each client's Raw Footage folder every 12 hours. New footage becomes a card at Footage Received.
   2. To scan now, press Scan for new footage.
   3. Move the card to To Edit. The editor gets the brief.
   4. At Internal Review, approve the edit or send it back to the editor.
   5. At Client Review, the client gets a review link in their Slack channel.
   6. At the Ready To Launch stage, the media buyer takes the ads. Then the card goes to Live.
   7. For each step in detail, open the Editing Pipeline pages.
7. Scripts. A new script starts at To Write. Then it goes to Internal Review, where Fidel checks it.
   1. If Fidel asks for changes, move the script to Changes Requested.
   2. With Client sends the script to the client.
   3. At Approved, the server makes a card that waits for the footage.
8. Tasks. This board holds every other job: not an edit, a script or a launch. The stages are Backlog, Blocked, In Progress, Amendments, In Review and Complete.
9. Launches. One card for each set of ads on its way to Meta.
   1. At Awaiting Prerequisites, the media buyer ticks 5 checks.
   2. The checks are: creative approved, lead sheet made, lead form live, ad account access, and Module 3 done.
   3. Module 3 counts only on a Done-With-You launch.
   4. The launch also holds the questions for the lead form.
   5. Next, the launch goes to Ready To Launch, Uploaded To Meta, Live and Ended.
10. AI Documentation. This page lists the walkthroughs. Each one has its Loom video and a written version.
11. Dashboards. Four views of the editing work. On a bar chart, click a bar to see the items behind it.
    1. Creatives: where each creative is now, what is late, and which clients have the most work.
    2. Launch Dates: each creative on its launch date. Red is late, grey is to come, green is ready, blue is live.
    3. Load Distribution: the work that waits on each editor and on each reviewer.
    4. Task Completion: what the team finished in a date range, and what came back for changes.
12. Refresh. Press Refresh to load the changes that other people made.

The moving parts

These are the parts behind the app. LeadLift owns the server workspace and the Slack workspace.

What you can safely change

Green: change it in the app. Amber: ask Claude in the LeadLift code folder, then check the result. Red: do not change it. Call us.

What connects to this

This tab shows what puts data into the app, and what reads the moves you make in it.

If something looks wrong