UFG Sales Teams Rollout — Daily Progress

Operational cleanup completed in the last 24 hours alongside the Teams rollout. This section is supporting context for leadership visibility; the primary focus of the day remains the Sales Teams workstream above.

1. Pipedrive signature rebuild

   Rebuilt the Pipedrive-safe signature files. Removed generator and tracking markup, switched to direct tel: and mailto: links, simplified to a table-based inline-style layout, constrained the logo to a safer fixed width, and reduced the helper page to a single Copy Signature action.

2. Leads inbox and queue diagnosis

   Confirmed the Leads Inbox date view was misleading and not a trustworthy picture of rep workload. The reliable queue state has to be read from live activities (v2), because the older v1 activity lookups were returning stale and partial data.

3. Queue pacing corrected to 20/day

   Patched the remaining queue defaults from 25/day down to the intended 20/day across:

   • config/crm-config.json
   • src/commands/import-private-school-leads.js
   • src/lib/handoff.js
   • src/commands/rebuild-activity-queue.js

4. Overdue activity cleanup

   Cleared the stale overdue open queue without deleting real completed history. Closed 58 low-risk stale overdue activities and rescheduled the remaining 80. A larger rebalance command was added but kept in dry-run only, because the proposed blast radius was too large for a live run.

   End state: 0 overdue open activities remaining.

5. Clean rep queue filters

   Added a reusable rep queue filter setup command at src/commands/setup-rep-queue-filters.js and registered it in src/cli.js and package.json. Created live filters for Amy and Keith covering Overdue, Today, Tomorrow, and This Week, and deleted older rep-specific filters that were cluttering the view. Filters are built from activity assignment rather than lead ownership, so reps see the work they actually need to do.

6. Handoff placeholder cleanup

   Found 199 open activities still using a legacy rep-branded handoff subject pattern. Added and applied src/commands/neutralize-handoff-activities.js to update all 199 to neutral wording.

   • New subject style: Follow-up call - School Name
   • Remaining open activities with the old branded subject: 0

7. Future queue language neutralized

   Updated future queue-generated subject text in config/crm-config.json and note text in src/lib/handoff.js. New queue-generated wording is rep-neutral rather than tied to a specific rep.

8. Pipeline and deal queue validation

   Reviewed whether to add a separate Disqualified channel or stage. Confirmed the cleaner model:

   • Use Disqualified as a qualification status on leads.
   • Use Lost plus a lost reason on deals.
   • Do not add a disqualified stage to the active opportunities pipeline.

   Verified the live pipeline is still UFG Qualified Opportunities, with entry stage Discovery Scheduled.

9. Pacifica School District moved into the opportunity queue

   Validated the live record for Pacifica School District and confirmed the scheduled call with Stacy Stauffer on April 21, 2026 at 2:00 PM PT. Converted the Pacifica record from lead into a real deal in the live pipeline, preserving person, organization, and notes history through the conversion.

   Deal

   Deal #330

   Pipeline

   UFG Qualified Opportunities → Discovery Scheduled

   Owner

   Amy

   Reworked the stale next-step activity so the deal now points at the real scheduled meeting instead of old voicemail callback clutter, and closed Amy’s already-handled same-day follow-up so the next activity on the deal is the correct meeting.

10. API health verification

    Checked live Pipedrive rate-limit headers to confirm the API is not under pressure.

    Daily limit

    630,000

    Daily remaining

    619,555

    Daily used so far

    10,445

    Short-window remaining

    119 / 120

    Local automation kill switch remains enabled in config/local-run-settings.json. Previously risky scheduled tasks remain disabled:

    • UFG Aircall Reconciler
    • UFG Aircall Reconciler Tray
    • UFG Aircall Reconciler Watchdog

    No active local repo runner was hitting the API during the check.

11. Imported private-school lead retention audit

    Audited the April 13, 2026 private-school import to understand what happened to the imported lead set afterward. The source import considered 749 rows, but only 117 brand-new lead records were actually created.

    Current state of those 117 created leads:

    • 99 still present as leads.
    • 2 currently marked Disqualified — Central Valley Christian Molokan School and K-12.
    • 18 no longer present in the lead layer; appear to have been removed through API / delete cleanup.
    • 0 converted to deals from that created subset.

12. Live Fresno lead removal

    Pulled a live Fresno-only preview using lead and organization geography, then filtered out unsafe false positives to avoid removing non-Fresno records. Removed 19 true Fresno lead records from the lead layer; linked organization and person records were explicitly left untouched.

    Excluded 2 noisy matches from deletion because they were not safe Fresno geography:

    • Saint Peter School — match was a contact surname, not a location.
    • Valley Crescent School — actually in Clovis, not Fresno.

    Verification pass confirmed 0 true Fresno leads remaining in the active lead layer.

13. Current operational state

    • Reps have cleaner, activity-based queue views.
    • Queue wording is rep-neutral instead of rep-branded.
    • Future queue generation is aligned to 20/day.
    • The stale overdue burden has been removed from the live queue.