Production Guide

Heavenly Greens · updated October 26, 2026 · for Tim, John, Liz, Emma and Troy

What this deck is: the whole production department on one set of screens: which page to open, which button to press and when, and what the system does by itself afterwards. It replaces the October 15 Installation deck and adds everything built since. Every customer and sales rep in these pictures is made up.

Every job moves through one pipeline, whether it is HG Direct or Costco:

Sold → Ready for office approval → Approved → Scheduled → Crew starting → Completed → Paid

Three pages do the work: the Job Pipeline (every job and every button), the Installation Calendar (crews and days), and the uploader (photos, drawing and the installer packet). All three are on the bar across the top of HG Command.

Open HG Command → Job Pipeline. One column per stage, every job a card.

• Columns: Sold, needs approval · Ready for office approval · Approved · Approved — not ready (new) · Scheduled · Completed / Not Paid. Every column sorts by sales rep.
• Tabs: All · Costco · HG Direct · Commercial · Paver · Completed Jobs. The ⚑ Delayed and ⏸ On Hold buttons show only those jobs; the Area buttons show one area.
• Search (top right): job number, customer, phone, email or address. "hg69" finds HG-00069.
• Click any card and its drawer opens on the right. Every button in this guide lives in that drawer.
• The board refreshes every 5 minutes. New: it no longer closes a drawer you are working in.

Two lists sit above the board, Residential and Commercial, so a job that stopped part-way never gets forgotten.

Each row shows the job, whether it is ⚑ Delayed or ◐ Partially complete, since when, who marked it, why, and the crew. Click a row to open the job. A list with more than three jobs folds; click its title to open it.

A signed job lands in Sold, needs approval. Its drawer says exactly what is missing, so nobody chases it by phone.

• The sales rep uploads site photos (3 or more), access photos and the drawing with ⬆️ Upload site photos, access photos & drawing. The installer packet builds itself once they are in.
• The commission sheet is office only. It is never in the installer packet.

When the sales rep answers Yes to "Site inspection needed?", the card and drawer carry 🔍 Needs site inspection · N days. It turns red at 15 days.

• When the inspection is done, press ✓ Site inspection done, and add a note if you like (who went, what they found).
• That emails production@, John Throne and the job's sales rep, copying Tim and Troy: "Site inspection done". (On since October 25.)
• 15 days with no inspection: the sales rep gets one reminder text and email, once. Nothing goes to the customer.
• "❔ Site inspection never answered" marks an older job jacket filled before the question existed.

When the job jacket is complete (and, for HG Direct, the deposit is paid) the job moves to Ready for office approval by itself. A check runs every 30 minutes. The drawer says when and why.

Nobody presses anything for this step. If something is missing the job stays in Sold and the drawer lists what. Costco jobs have no deposit check: Costco pays Heavenly Greens, not the customer.

The office opens the job and presses ✓ Approve job. The confirm says what happens before anything happens.

• Approve: the job moves to Approved in AGM and on the board. For HG Direct, Materials goes to accounting's Charging Queue. Nothing is charged from this board. Then print the job jacket (two copies) and the commission page.
• ✗ Reject: the job goes back to Sold with a red REJECTED box. The sales rep gets an AGM task and an email with exactly what you wrote, fixes it, and presses Submit for approval.

An approved job that can't really be booked yet (materials not in, permit or HOA, waiting on the customer, site not prepped, site inspection needed) gets ⊘ Not ready….

• It moves to the Approved — not ready column and leaves every ready-to-schedule list: the board, the calendar's waiting list and the 7am email. It stays Approved in AGM.
• Re-check day is required (up to 90 days). Past that day the box turns red.
• ✓ Ready now puts it back in the ready lists. 💬 Add a note and Change why / re-check day keep the record current.
• Nothing is written to AGM or Salesforce and nothing is sent. The column also holds approved jobs that are delayed, on hold or waiting on a site inspection.

Two more buttons in the Approved — not ready box.

• ✉ Status update emails the job's sales rep everything about the job, why it is waiting and the questions we need answered, copying Liz, Tim Fullerton and John Throne. It is noted on the job. Nothing goes to the customer.
• ◂ Back to Needs Approval is for a job that really needs approving again (often one moved over from Salesforce). AGM moves it back to Job Needs Approval, it goes back to Sold, needs approval, and it needs ✓ Approve before it can be booked. Money already released stays as it is. Nothing is sent.

43 Salesforce jobs were moved into AGM on October 20 and 21. They have no job jacket or installer packet here.

• ⏭ Override to schedule approves the job now (with a reason that goes on the AGM timeline) and opens the Schedule form straight away. Build the job jacket and installer packet separately before the crew goes.
• 📎 Job files from Salesforce is the first box under Documents: every file that moved with the job. Use it to find the drawing and photos for the crew.
• The Salesforce Archive (Archive, top bar) still shows any old Salesforce job in full: stages, quotes, payments, change orders and files.

For a sold job that is not going ahead, for example a customer who never paid the deposit and stopped answering.

• Who: Eric, Tim Fullerton, Liz and John Throne (and Troy), each signed in with their own cell number. Sales reps never see it.
• When: Sold, Ready for approval or Approved. A scheduled job is taken off the schedule first (Delay or Hold), then cancelled.
• What it does: takes the job off every board and the 7am email, cancels the signed contract and any unpaid payment on it, and marks it lost in AGM.
• What it never does: delete anything (photos, drawings and records all stay), contact the customer, or change Salesforce.

Every morning at 7am one email lists every job that can be booked, to Liz, Emma, Tim Fullerton, John Throne, Eric and Troy. It is residential only (Steve schedules commercial himself), has an Approved — not ready section with each job's reason and re-check day, and marks Salesforce jobs that are NOT IN AGM.

The same list lives under the Installation Calendar: Not approved yet on the left, Approved — ready to schedule on the right, and Approved — not ready below it. Click a job to open it. Mondays and Fridays at 6:50am the Job Approval Sweep emails what is still waiting for approval.

In the job's drawer press 📅 Schedule install: first day, how many days, and the crew.

• The job moves to Job Scheduled in AGM and goes on the AGM Installation calendar for every day it runs.
• New: Unassigned (last choice in Crew) holds the day with no crew yet. Move it onto a crew when you know who.
• A double booking asks; it never blocks. A crew can do two small jobs in a day.
• Nothing is sent to the customer. Call them with the date.

Crews down the side, days across. A three-day job shows as Day 1 of 3, 2/3, 3/3 on its crew's row. Unassigned is always the last row.

• New: one tile per install. When a job is booked in AGM and DayBack (Salesforce) still has a copy, only the AGM tile shows; its drawer says "Also in DayBack".
• To move a job: drag it to another day or crew in the Week view, or open it and press 📅 Move to a date to type a new first day, crew and length.
• Schedule from the waiting list: drag an approved job from Waiting to be scheduled onto a crew's row (or Unassigned).
• AGM bookings are not copied back into Salesforce or DayBack.

• 📅 Move to a date works for any week or month, so you never drag across screens. The AGM calendar moves with it. Nothing is sent to the customer.
• "· not in AGM" means the install is booked only in DayBack (Salesforce). Book it in AGM: open the job on the Job Pipeline and press Schedule. On October 21 every upcoming DayBack-only install was booked in AGM, so you should see this rarely.

From the drawer: ⚑ Delay or ⏸ Hold, with a reason (customer asked to move it, weather, materials not in yet, permit / HOA, site inspection needed, crew unavailable, or other).

• The job moves to Jobs Delayed or Jobs on Hold in AGM and comes off the Installation calendar, so the crew's day is free.
• It appears in the Delayed / partially complete list at the top of the Job Pipeline.
• 📅 Back on schedule books it again on a new day. Nothing is sent to the customer.

The day before, Liz or Emma opens the job's drawer, presses Copy next to the Short link, and pastes it into the crew's group text. Crews never get email.

• When the crew taps the link they get a phone page with the job, the Installer special notes (read fresh every time they open it), the site photos and drawing, and Open Installer Packet.
• ✎ Installer special notes in the drawer is where the office writes anything the crew must know on the day.
• The Installation Calendar's job drawer has the same Installer packet link with a copy button.
• A job moved from Salesforce has no packet: send the crew the files from 📎 Job files from Salesforce.

Something changed after the link went out (a new photo, a revised drawing, a signed change order)? Add it on the uploader and press Update Packet.

• The link does not change. The crew's existing link opens the new version, so there is no new link to send.
• Each upload section has its own Notes for the crew box, printed next to its photos in the packet.
• A signed change order rebuilds the packet by itself.
• The uploader opens from the drawer: ⬆️ Upload photos, a drawing & documents.

The evening before, or the morning of, press Crew starting — send Start of Work.

• Start of Work goes to accounting's Charging Queue and their 7am list. Nothing is charged from this board.
• AGM moves the job to Installation Started.
• Costco jobs have no Crew starting button. Costco pays Heavenly Greens after the install, so there is no payment to release.

Press ✓ Mark job completed. Nothing happens until you pick one of four answers. New: the button now shows on every scheduled job.

• ✓ Job complete: the crew is done. The job moves to Completed / Not Paid, AGM moves to Installation Completed, Blas and accounting are emailed, and the Final Payment goes to the Charging Queue.
• ◐ Partially complete: a job done in phases. Write what is left and when the crew comes back. No payment moves.
• ⚑ Delayed: not going ahead for now; off the calendar.
• Not yet: the crew needs more days. Pick how many; same crew, the calendar moves with it.

None of the four sends anything to the customer.

• Partially complete: AGM moves to Jobs Delayed. The days already worked stay on the calendar and later days come off. Book the return visit with 📅 Back on schedule. The job shows in the Delayed / partially complete list until it is finished.
• Not yet: adds days to the same booking. Nothing is sent and no payment moves.

• An HG Direct job sold here sends its Final Payment (and Start of Work, if nobody pressed Crew starting) to the Charging Queue.
• New: a job sold in Salesforce has no payment steps here, so it lands in Salesforce jobs to bill on the Charging Queue, with the balance Salesforce shows.
• Nothing is ever charged from the Job Pipeline. Accounting collects in the Charging Queue, the way the contract says the customer pays.

If a job was marked complete but the crew did not actually finish, open it in Completed / Not Paid and press the purple ⏸ Job not finished — do not charge customer.

• The Final Payment goes back on hold: it leaves the Charging Queue and the 7am list, so nobody can charge it.
• Blas and accounting get a do not charge email. AGM moves back to Installation Started.
• When the crew finishes, press ✓ Job finished — release payment.
• It only shows on HG Direct and commercial jobs whose final payment has not been charged or invoiced yet.

Costco jobs run through the same board and the same buttons. The money runs the other way.

Commission on a Costco job is paid once Costco has paid Heavenly Greens.

1. Lead: the Costco lead email arrives and an AGM contact is made automatically. The call center books the appointment in AGM.
2. Contract: the sales rep presses Build Costco Contract on the AGM contact (it needs the Lead #, Membership #, HIS # and 65+), reviews it, and sends it. The member signs. The job gets its HGC number and lands in Sold, needs approval on the Costco tab.
3. CENTAH sale: the sales rep sells the lead in CENTAH and submits the sold details. Costco emails the member a payment link. The rep pastes the 12-digit PO into Costco - PO Number in AGM.
4. Member charged: after the cancellation window Eric charges the card in CENTAH and writes "CC Charged in Full" on the AGM contact. Costco collected ticks itself in the drawer.
5. Ready for approval: automatic once the job jacket is complete. No deposit check.
6. Approve: the office checks Costco collected, then presses ✓ Approve job. No payment is released.
7. QuickBooks: Zima sets up the customer and estimate. Nothing is charged.
8. Schedule: Liz or Emma books it exactly like HG Direct, and calls the member with the date.
9. Install day: the crew gets the packet link by group text. No Crew starting button for Costco.
10. Complete: press ✓ Mark job completed → ✓ Job complete. Blas and accounting are emailed, copying Tim and Eric: "submit in CENTAH by" the next day.
11. CENTAH completion: Eric submits the completion in CENTAH within a day.
12. Costco pays: Blas uploads Costco's Payment History on Costco Recon to match it.

The first line of a Costco job's Costco funding box. It means Costco has charged the member's card (not that Costco has paid Heavenly Greens yet).

• It ticks itself from Eric's AGM note "CC Charged in Full" and the date. Hover to see where the answer came from.
• Anyone signed in with their own name can tick or untick it by hand; ↺ Use Eric's note instead undoes a hand tick.
• Check it before you approve a Costco job. The board does not stop you; it is how the team works.
• It is kept in HG Command only. Nothing is written to AGM, Salesforce or QuickBooks, and nothing is sent.

• ✓ Job complete moves AGM to Installation Completed and emails Blas and accounting, copying Tim and Eric, with the date the CENTAH completion is due.
• Nothing goes to the Charging Queue and nothing is charged.
• The card stays in Completed / Not Paid, tagged Not funded by Costco, until Costco pays.
• Change orders: the sales rep sends them from AGM. Each signed change order is folded into the materials and the installer packet; Eric charges it separately in CENTAH.

Every button asks first and says what will happen. None of them sends anything to a customer.

Anything that does not match what you see on a real job: reply to the email this guide came in and it gets fixed the same day.