North Mark Collective — Internal Workflow Map

Client Sub-Account Buildout Workflow

This workflow begins the moment a Core Creator Hub or Core Growth Hub subscription is purchased. It combines automated client communication, internal task creation, pipeline movement, technical configuration, and quality assurance into one continuous process.

The pipeline is the central source of truth. An opportunity's current stage should show the team exactly where the account is in the process, what has already happened, and who is responsible for the next action.

Why This Page Exists

Not a client-facing page. This is how the team reads what's automated, what's manual, who owns it, and what has to be true before an opportunity can move.

View By
Legend
Automated System Action
Triggered and executed by the system, no manual step.
Internal Team Task
A manual task assigned to a specific team member.
Client Action
Something the client must do for the stage to progress.
Pipeline Movement
How and when the opportunity advances to the next stage.
Tag Added
A CRM tag applied automatically at this point.
Tag Removed
A CRM tag cleared automatically at this point.
Client Communication
What the client is seeing or receiving during this stage.
Completion Gate
What must be true before the opportunity can advance.
The Workflow

Eight stages, one continuous pipeline — from purchase to handoff.

01 / 08

Buildout Requested

Confirm that the subscription was successfully purchased before beginning fulfillment.

Entry TriggerThe client purchases a Core Creator Hub or Core Growth Hub subscription.
Automated Actions
⚙Send an internal notification to Miriam that the subscription has been purchased.
⚙Create and assign an internal review task to Miriam.
Manual Tasks
Miriam Owner
Confirm that the correct subscription was purchased.
Confirm that payment was successfully collected.
Review the account and verify that the purchase is ready for fulfillment.
Client Action
None during this stage.
Client Communication

No client-facing communication is sent during this stage.

Completion Requirement

Miriam confirms that the purchase and payment are valid.

Pipeline Movement
→Miriam manually moves the opportunity to Intake Needed.
02 / 08

Intake Needed

Collect the information required to create and configure the client's sub-account.

Entry TriggerThe opportunity is moved into Intake Needed.
Automated Actions — On Entry
⚙Send the client an automatic text message containing the intake form link.
⚙Explain that the form should take approximately five to ten minutes.
⚙Inform the client that the buildout process will remain paused until the intake is completed.
+ Growth Hub Intake Sent
Client Action
The client completes and submits the intake form.
Automated Actions — On Intake Submission

Triggered when the client reaches the intake thank-you page, which is only accessible after a successful submission.

− Growth Hub Intake Sent + Intake Complete
⚙Update the opportunity.
⚙Automatically move the opportunity to Account Creation.
Client Communication

Client receives a text with the intake form link, an estimated completion time, and a note that the buildout is paused until it's submitted.

Completion Requirement

The intake form has been successfully submitted.

Pipeline Movement
→System automatically moves the opportunity to Account Creation.
03 / 08

Account Creation

Create the client's sub-account using the information collected through the intake form.

Entry TriggerThe opportunity enters Account Creation.
Automated Actions
⚙Create and assign an account creation task to Miriam.
Manual Tasks
Miriam Owner
Review the submitted intake information.
Create the client's sub-account.
Use the client's submitted information to complete the initial account configuration.
Confirm that the account exists and is ready for the system buildout process.
Client Action
None unless additional information is requested.
Client Communication

No automated client communication during this stage unless additional information is requested directly.

Completion Requirement

The client's sub-account has been created and the initial information has been entered correctly.

Pipeline Movement
→Miriam manually moves the opportunity to System Buildout.
04 / 08

System Buildout

Build the operational foundation of the purchased Core Creator Hub or Core Growth Hub.

Entry TriggerThe opportunity enters System Buildout.
Automated Actions
⚙Send the client an automated progress update explaining that the account has entered the system buildout stage.
⚙Generate the appropriate internal buildout tasks based on the product or package purchased.
Manual Tasks
Andrew Owner
Core CRM pipeline setup.
Internal strategic oversight.
Internal QA throughout the buildout.
Austin Owner
Core lead capture setup.
Core onboarding structure.
Miriam Owner
Core follow-up automations.
Core review and referral touchpoints.
Editable Note

The exact task list may vary depending on the package purchased. The workflow should only generate tasks that apply to that specific buildout.

Client Action
No required action unless the team requests clarification or missing materials.
Client Communication

Automated progress update sent explaining that the account has entered the system buildout stage.

Completion Requirement

All required system buildout tasks associated with the purchased package are completed.

Pipeline Movement
→Opportunity moves to Phone / Communication Setup once all buildout tasks are complete.
05 / 08

Phone / Communication Setup

Configure the communication infrastructure needed for calling, texting, email sending, and connected communication workflows.

Entry TriggerThe opportunity enters Phone / Communication Setup.
Manual Tasks
Andrew Owner
Complete the phone strategy review.
Complete or oversee A2P SMS compliance submission.
Complete the phone number setup or number porting request.
Austin Owner
Configure the email sending domain and communication setup.
Connect the required communication workflows.
External Dependency

A2P approval, phone number porting, domain verification, or other external provider requirements may create waiting periods that are outside the team's direct control.

Client Action
The client may need to provide documentation, approve a phone number selection, complete domain access steps, or supply information required for compliance.
Client Communication

Client involvement is requested directly by Andrew or Austin as needed — see Client Action above.

Completion Requirement
Phone strategy has been confirmed.
A2P submission has been completed where required.
The phone number has been configured or the port request has been submitted.
The email sending infrastructure has been configured.
Communication workflows have been connected.
Pipeline Movement
→Once all required setup tasks are complete, Austin moves the opportunity to QA / Test Mode.
06 / 08

QA / Test Mode

Test the complete account before it is released for client use.

Entry TriggerAustin moves the opportunity into QA / Test Mode.
Manual Tasks
Austin Owner — Core Technical QA
Test workflow triggers.
Test SMS delivery where available.
Test email delivery.
Confirm that forms submit correctly.
Confirm that tags are added and removed correctly.
Confirm that opportunities move into the correct pipeline stages.
Confirm that internal notifications and tasks are generated correctly.
Check for broken links, missing connections, or failed automation steps.
Confirm that communication workflows are connected to the correct phone number, domain, forms, calendars, and pipelines.
Andrew Owner — Strategy & Client Experience QA
Review the pipeline structure from the client's perspective.
Review the language used in automated messages.
Confirm that follow-up timing matches the intended strategy.
Confirm that the account reflects the purchased package.
Confirm that the client journey is understandable and usable.
Confirm that no unnecessary or incorrect automations are active.
Review the overall account for strategic consistency and readiness.
Client Action
None during this stage.
Client Communication

No client-facing communication is sent during this stage.

Completion Requirement

Both the technical QA and strategy/client experience QA have been completed, and any identified issues have been corrected.

Pipeline Movement
→Opportunity moves to Client Review / Training.
07 / 08

Client Review / Training

The client walks through the account, gets trained, and confirms access before final handoff.

Pending Final Confirmation
Client account walkthrough
Training session
Access confirmation
Client questions
Requested adjustments
Training completion
Approval to proceed to final review
08 / 08

Final Review / Handoff

Final verification and handoff before the account moves into ongoing support.

Pending Final Confirmation
Final internal review
Final client approval
Open task verification
Documentation handoff
Account activation
Ongoing support or maintenance transition
Opportunity completion
Responsibility Summary

Who owns what, across the whole workflow.

Andrew
CRM and pipeline setup
Phone strategy
A2P and phone configuration oversight
Strategic QA
Client experience QA
Internal buildout oversight
Miriam
Purchase and payment confirmation
Account review
Sub-account creation
Follow-up automations
Review and referral touchpoints
Austin
Lead capture setup
Onboarding structure
Email sending configuration
Communication workflow connections
Technical QA
Moving completed communication setups into QA
Workflow Rules

How the team is expected to operate inside this process.

1The pipeline stage is the official indicator of buildout status.
2Team members should only move an opportunity after the requirements of the current stage have been completed.
3Automated tasks and messages depend on accurate pipeline movement.
4The process pauses when required client information or approvals are missing.
5Tasks should be completed inside the assigned task system rather than tracked through informal messages.
6Any issue discovered during QA should be corrected before the opportunity advances.
7External approval processes, such as A2P compliance or number porting, may create delays.
8The client should receive clear progress communication without needing to ask the team for updates.
North Mark Collective
Client Sub-Account Buildout Workflow — internal operating reference
Stages 01–06 fully mapped · 07–08 pending confirmation