New leads
14
+27% vs. prior 7 days
Wednesday, July 22, 2026
Know what is happening at a glance.
The operating view for Mr. Pinckney, Dr. James, Monica, Jeff, and the growth team. Every material number, exception, file, approval, and source-system action is visible from one place.
Live dashboard snapshot: the HubSpot contact inventory below reflects the July 22, 2026 live API count. Funnel activity, lead rows, costs, approvals, and automation states are shown only when returned by the API.
Live-connection requirementsHubSpot inventory verified2,859 contacts · up 7 from July 16
9 follow-ups due3 will breach the 1-business-day SLA
Approval pack waiting10 posts planned for July 27 to August 2
Mailchimp sync offlineWebhook and reconciliation remain blocked
High-quality
6
43% are A or B quality
Follow-ups due
9
3 urgent before 3:00 PM CT
Meetings booked
4
2 individual, 2 employer
Pipeline value
$178k
Weighted annual contract value
Data quality
86%
23 records need resolution
HubSpot contact inventory
Verified source snapshots. The list and workflow counts overlap and must not be added together.
Live total · Jul 22
2,859Live HubSpot API now · +7 since July 16
851Last verified July 17 · secure Azure refresh blocked
≈738Azure read-only pull · eligibility still required
920July 16 audit · overlapping list membership
1,01831% patient-associated · 69% prospects
570July 16 workflow population · not a unique segment
Control: 2,859 is the unique HubSpot contact total. The 851 active-member figure is a separate Hint membership baseline and must not be treated as a HubSpot subset. List and workflow populations overlap. The Premier Sequence remains blocked until active-member and patient suppression is complete.
HubSpot lead funnel
Representative last-30-day operating view; live activity integration blocked
New inquiriesAll sources
Eligible65% of new
Qualified53% of eligible
Meeting held50% of qualified
Enrolled44% of meetings
Quality combines eligibility, DFW fit, service fit, intent, economic fit, source confidence, and human disposition. Opens and clicks do not make a lead high-quality. Post-enrollment reporting is aggregate.
Needs attention
Exceptions requiring a person
!Suppression reconciliation23 source-system conflicts remain unresolved.23
1dFollow-up SLA riskMonica has two and Jeff has one due today.3
AContent approval packTen posts are prepared for Sunday review.10
✓Employer meetingsTwo accounts passed the qualification gate.2
Priority lead queue
Highest-value actions for Monica, Jeff, and Dr. James
| Lead | Quality | Stage | Owner | Next action | Due | Source |
|---|
Weekly content pack
July 27 to August 2, 2026
10
7Ready
2Needs edits
1Blocked
HSHubSpotSnapshot verified · live sync blocked
MCMailchimpNot connected
SPSocial publisherQueue ready
AZAzure serviceAwaiting production
Lead source quality
Qualified-lead rate, not vanity activity
Referral7 leads86%
Employer outreach6 leads67%
Website18 leads56%
CRM reactivation14 leads43%
Social7 leads29%
Recent activity
Material system changes
LNew D360 inquiry scored AWebsite form, DFW, high intent. Assigned to Monica.18 min
MEmployer meeting qualified42 eligible employees; decision-maker confirmed.43 min
CTwo posts returned for editsOne claim needs support; one close is too promotional.1 hr
FOutreach framework updatedNew file added to the shared campaign workspace.3 hr
Monthly cost and CAC at a glance
Verified actuals only; missing sources are never treated as zero
IncompleteAzure, Mailchimp, and OpenAI actuals blocked
IncompleteHubSpot invoice also requires reconciliation
Not reportablePaid-enrollment feed is not connected
0 / 5No future months or month-end estimates shown
Current investment phase
Foundation through August 15
14Engine components complete14 of 19 planned components are operational or designed.74%
→Next proof pointFirst eligible reactivation pilot and qualified meeting.Next
!Unpriced cost linesMailchimp, OpenAI, and Sales Navigator actuals remain blocked.3
HubSpot-first operating view
Leads, quality, and next actions.
Mr. Pinckney can inspect the pipeline without working inside HubSpot. The verified inventory is 2,859 total contacts; the queue below remains a representative operating sample until the read-only HubSpot API is connected.
2,859 live contactsOpen HubSpot contacts
Qualification rule: an individual lead is qualified after expressing interest or a relevant business need. An employer lead also requires a participating decision-maker. Eligibility and suppression remain hard gates; opens and clicks never create qualification on their own.
Active lead queue
0 records in this view
3 SLA risks6 high-quality
| Lead | Quality | Segment | Stage | Owner | Next action | Due | Source | HubSpot |
|---|
Lead-quality dimensions
Why a lead receives its score
EligibilityPermission and suppression stateGate
Service fitIndividual, D360, or employer25%
IntentInquiry depth and response25%
Economic fitPlan and account viability20%
GeographyDFW serviceability15%
Source confidenceFirst-party beats scraped15%
Follow-up ownership
Open tasks by owner and urgency
MOMonica5 open tasks, 2 due today5
JEJeff4 open tasks, 1 due today4
DJDr. James2 qualified employer meetings2
Shared campaign workspace
Every campaign, file, and decision in one place.
Mr. Pinckney can inspect progress. Dr. James can open the writing and social review packs. Owners retain one-click access to the relevant HubSpot list, campaign, company, or contact area.
Campaign and strategy file library
Secure files, deployed review pages, HubSpot objects, and versioned documents
Sunday review mode
Approve a week of content in one sitting.
Dr. James reviews ten routine posts as a batch. Mr. Pinckney joins only for new claims, offers, campaign concepts, or paid media. Any edit to copy, media, claim, CTA, link, or platform creates a new version and expires the prior approval.
Publishing queue
Only approved versions may enter the scheduler
Approval rules
Automated checks before the doctor sees a post
1Brand and voicePhysician-first, premium, not promotional.Pass
2Claims and factsUnsupported outcome claims are blocked.Gate
3Privacy boundaryNo patient stories or health-derived context.Gate
4Channel adaptation and version lockOne idea adapted per platform; any material edit expires approval.Pass
Control plane
Automate the routine. Surface the exceptions.
The system should move data, schedule approved content, and create tasks. It must never override suppression, fabricate engagement, make clinical decisions, or publish an unapproved claim.
End-to-end operating flow
The minimum dependable path from inquiry to measurable outcome
1CaptureWebsite, referral, employer outreach, CRM reactivation, or social inquiry.
2EligibilityDe-duplicate, suppress, and resolve permission before outbound action.
3HubSpotCreate or update the ordinary prospect, owner, qualification state, and next action. Externally hosted campaign pages write directly here.
4Human conversionMonica, Jeff, or Dr. James handles the qualified next step.
5ReportCampaign and aggregate outcome reporting without patient data.
Automation and integration registry
Trigger, last run, next run, and current state
Live data contract
What the webpage needs from the backend
GET/api/dashboard/bootstrapKPIs, funnel, alerts, freshness, aggregate outcomes.60s
GET/api/leadsEligible leads, owners, tasks, scores, exact HubSpot URLs.Page
POST/api/content/decisionBatch approval, changes, rejection, and audit event.Write
POST/api/publisher/scheduleSchedules approved content using an idempotency key.Queue
GET/api/dashboard/costsVerified monthly actuals, source freshness, and reconciled CAC.15m
GET/api/retention/aggregateMonthly aggregate starts, cancellations, retention, and capacity from the secure Azure process.Month
Non-negotiable controls
Required before deployment
!Authentication and role accessSSO or strong login, not a public or unlisted URL.Block
!Server-side secrets onlyNo HubSpot, Mailchimp, social, or Azure key in browser code.Block
AImmutable approval auditApprover, version, decision, time, and scheduled payload.Req.
RRetry and blocked queueFailed syncs and posts surface instead of disappearing.Req.
Executive reporting
Measure outcomes, not activity.
Qualified leads, meetings held, enrollments, response time, economics, retention, and physician capacity are decision metrics. Opens and follower counts remain diagnostic.
30-day commercial performance
Illustrative until production data is connected
3465% of all inquiries
1132% of eligible
82%9 of 11 held
444% of meetings
2h 18mTarget: one business day
$178kAnnual pre-enrollment value
$286Booked and held reported separately
86%23 conflicts open
12-month panel plan
The verified baseline is 851 active members. The operating range is 150–300 gross new members; reaching 1,000 total and adding 1,000 new are separate scenarios.
—gross new to reach 1,000 total
851 active1,000 total goal1,000 new · separate stretch
Channel economics
Qualified meetings and enrollments by source
| Channel | Leads | Qualified | Meetings | Enrollments | Cost / meeting |
|---|---|---|---|---|---|
| Referral | 7 | 6 | 4 | 2 | $92 |
| Website | 18 | 10 | 4 | 1 | $238 |
| Employer outreach | 6 | 4 | 2 | 1 account | $410 |
| CRM reactivation | 14 | 6 | 1 | 0 | $388 |
| Social | 7 | 2 | 0 | 0 | n/a |
Operating guardrails
Thresholds that constrain growth
92Retention baseline blockedUse 92% only as a planning floor until 24 months of Hint data are aggregated in Azure.Watch
85Physician capacityEscalate at 85% of the agreed access threshold.Gate
1dLead response SLAQualified inquiries get a human response within one business day.Target
2Outbound touch limitTwo touches unless a reply creates a human conversation.Cap
COO cost accountability
Monthly cost and CAC. Actuals only.
Mr. Pinckney sees the current month-to-date and reconciled closed months. Future periods, month-end projections, target-based CAC, and missing-value assumptions are excluded.
July data status
Required inputs for a defensible monthly CAC
CAC is withheld until actual costs and paid enrollments reconcile.
A missing amount is not zero. July remains month-to-date and no future financial period is displayed.
0 / 5sources current
Monthly actual cost
Verified incurred cost by service month; current month is marked MTD
IncrementalFully loadedIncomplete
Only reconciled months produce a final total. A partially verified month is labeled incomplete rather than annualized or projected.
Monthly actual CAC
Operational CAC first; validated CAC after the cohort reaches 30 days
When a month has zero paid enrollments, the dashboard says "CAC not calculable". When a source is missing, it says "Not reportable".
Selected-month vendor costs
Actual incurred amount, CAC treatment, source, status, and audit trail
The stated $890 HubSpot monthly amount is visible for context but is not treated as a reconciled July actual until the invoice or billing record is verified.
Selected-month funnel results
Actual commercial outcomes paired with the selected month
The verified 2,859 HubSpot contacts are CRM inventory. Contacts, leads, and list memberships are never used as the CAC denominator.
Calculation rules
Fixed definitions for consistent monthly reporting
Incremental CACVerified new growth costs only. Existing HubSpot is excluded.
actual incremental cost / actual paid enrollmentsFully loaded CACIncremental cost plus verified existing platform allocations, including HubSpot.
actual fully loaded cost / actual paid enrollmentsValidated CACThe original acquisition month is updated after the enrollment remains active for 30 days.
actual cost / 30-day validated enrollmentsMissing dataUnknown, unavailable, or unreconciled fields remain null. They are never converted to $0.
Source reconciliation
Freshness, evidence, and the exact reason a number is or is not reportable
Weekly COO summary preview
Deterministic narrative based only on stored actuals
Subject: Diamond growth — weekly actual cost and funnel summary
Through July 24, monthly CAC is not reportable because required cost and enrollment sources are incomplete.
- Costs: verified incurred amounts only.
- Funnel: actual reached, responses, qualified leads, meetings, and paid enrollments.
- Data status: every missing or stale source named explicitly.
- No future-month forecast or month-end extrapolation.
Build progress Non-financial
Project readiness is shown beside costs but never included in CAC.
14 / 19components complete
BuiltDashboard, role views, content approval, campaign workspace, and quality rules.
DesignedHubSpot routing, monthly actuals contract, source reconciliation, and weekly COO narrative.
Next proof pointFirst eligible Bad Timing pilot with a real qualified meeting.
Phase deadlineAugust 15, 2026. Escalate if a blocker prevents activation for seven days.
Actual-data cadence and alerts
Real time where the source supports it; invoice-driven where it does not
RTNear real timeOpenAI usage, HubSpot funnel events, Mailchimp events, approvals, and publisher status.API
1dDailyAzure incurred cost, enrollment aggregate, source freshness, and failed-sync review.Daily
MInvoice drivenHubSpot, Sales Navigator, approved media, and subscriptions without reliable usage APIs.Manual
FWeekly COO emailFriday 3:00 PM Dallas time, covering verified week and month-to-date values.Email
Immediate alerts: any new recurring subscription, actual spend over an approved limit, an unplanned charge over $100, API cost up more than 50% week over week without matching activity, stale source data, or seven days of spend while a blocker prevents conversion.
Secure enrollment actuals
Membership truth enters through Diamond-controlled Azure
1Request the minimum enrollment fieldsPseudonymous member ID, source campaign, first-payment date, 30-day validation date, and active/cancelled status.Ask
2Process inside AzureRestricted access, encryption, reconciliation, and a documented service-month close.Azure
3Return aggregates onlyPaid and validated enrollment counts by month and approved attribution group.Fixed
No names, diagnoses, clinical notes, or patient details are displayed in the executive dashboard.
Lightweight data contract
Swap the local object for one authenticated Azure endpoint
EndpointOne server-side response returns service month, cost lines, enrollment counts, funnel outcomes, source freshness, and reportability.
GET /api/costs/monthly-actualsBrowser ruleThe webpage never calls Azure, HubSpot, Mailchimp, OpenAI, Hint, or payment providers with a secret from browser code.
Null handlingA null field remains visibly blocked. It never silently becomes zero.
Management definitions
What Mr. Pinckney sees without opening source systems
Actual incurred costAssigned to the month in which the service was consumed, supported by API usage or an invoice.
Paid enrollmentFirst payment received. This is the operational CAC denominator.
Validated enrollmentThe paid enrollment remains active on day 30. The original month is then reconciled.
Closed monthAll required cost and enrollment sources are reconciled and adjustments are logged.
Current monthAlways marked MTD. It is not annualized or extrapolated to month end.
Governance
Clear access, clear accountability.
Production should show each person what they need, preserve the HubSpot source trail, and record every approval, status change, export, and automation decision.
Recommended role matrix
The role selector in this prototype is not authentication
Capability
Mr. Pinckney
Dr. James
Monica / Jeff
John / Growth
Executive overview
Full
Full
Own work
Full
Lead records and follow-ups
Read
Qualified only
Read/write
Read
Campaign and file library
Full
Full
Read
Read/write
Content approval
Approve exceptions
Approve routine
—
Prepare/revise
Costs, monthly actuals, and CAC
Full
Read
—
Read/write
Automation configuration
Read
—
—
Admin
Exports and audit logs
Full
Own approvals
Own work
Full
Recent audit trail
Events the production system should retain
Security checklist
Required before deployment
1Private authenticated URLRole-based access; never rely on an unlisted link.Open
2Secret rotation and vaultAll integration credentials stay server-side.Open
3Audit retentionRetain decisions, exports, and system changes under policy.Define
4Privacy-minimized fieldsOnly ordinary non-sensitive prospect and campaign data.Fixed
Diamond Health Growth Command Center — generated from the active dashboard view.