clg-spec-proposed-lp-email-workflow

🚀 CLG Learning Path Workflow Architecture Blueprint (REVISED v4)

Conscious Leadership Foundations — Automated Lifecycle Nurture

This blueprint defines the technical specifications, workflow mechanics, and email content logic for the CLG 90-Day Sprint Learning Path automation. This revision introduces and evaluates a more robust architectural pattern: keeping the original start date immutable for historical integrity, while driving the live scheduling engine through a dynamic adjusted date property.

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⚖️ Architectural Analysis: Shifting hs_start_date vs. start_date_adjusted

To ensure clean reporting, bookkeeping, and operational analysis, we compare two methods of handling the rescheduling math.

The Contenders:

1. Option A (Original Date Shifter): Overwrite and shift hs_start_date directly.
2. Option B (The Dual-Date Model): Keep hs_start_date completely immutable (never changes), and run the operational timeline using a calculated start_date_adjusted.

Pros & Cons Matrix:

Metric	Option A: Overwriting hs_start_date	Option B: Using start_date_adjusted (Recommended)
Historical Parity	❌ Failed. You lose the record of when they were originally scheduled to start.	Perfect. Original booking cohort date remains untouched forever.
Operational Reporting	❌ Distorted. Bookings reports, cohort sizing, and cycle-time analysis get warped if start dates shift across months.	Clean. Finance can report on bookings by original month, while Ops tracks actual execution.
Cycle Drift Analytics	❌ Impossible. Cannot calculate the total gap between planned vs. actual timeline delivery.	Amazing. We can calculate Cohort Drift ($\text{Adjusted Start}-\text{Planned Start}$) to analyze client stickiness.
HubSpot Logic	Simple. Workflows trigger directly off the standard hs_start_date field.	⚠️ Slightly more setup. Requires a one-time copy action: start_date_adjusted = hs_start_date at onboarding.
Manual Reset Path	❌ Manual guesswork. If a coach needs to reset a participant to their original timeline, they must dig through history.	One-Click. Simply run a workflow action to copy hs_start_date back over the adjusted date.

Recommendation: Option B (The Dual-Date Model)

We should absolutely use Option B. In enterprise CRM engineering, altering immutable historic dates always causes downstream issues for finance and cohort reporting. Introducing start_date_adjusted gives us complete flexibility without losing our source of truth.

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🎯 Updated Architectural Flow (Option B)

flowchart TD
    subgraph Initialization [1. Initialization]
        A[Project/Contact Created] --> B[Set hs_start_date]
        B --> C[Set start_date_adjusted = hs_start_date]
        C --> D[Set Stage: In Progress]
    end

    subgraph NormalFlow [2. The Nurture Train]
        D --> E{Stage == In Progress?}
        E -->|Yes| F[Send Welcome & Prep Email]
        F --> G[Wait until start_date_adjusted + 7 Days]
        G --> H[Send Week 1 Day-Before]
    end

    subgraph HoldFlow [3. Hold & Resume State Machine]
        E -->|No: Stage Moved to On Hold| I[Track Date Entered Hold:\nhs_v2_date_entered_f70c1fd3_a302_4ee2_be4f_33dc703631e7_714400355]
        I --> J[Stop / Pause Outbound Emails]
        J --> K[Transition back to In Progress]
        K --> L[Reactivated: Trigger Date Shift workflow]
        L -->|Read Latest Time in Hold:\nhs_v2_latest_time_in_f70c1fd3_a302_4ee2_be4f_33dc703631e7_714400355| M[Convert ms to Days & shift start_date_adjusted forward]
        M --> D
    end

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🛠️ The Dual-Date Rescheduling Math

1. Onboarding Action: When a Project is first created and has an hs_start_date, an initialization workflow automatically copies that date directly into start_date_adjusted.
2. Hold Exit Trigger: When the Pipeline Stage transitions from On Hold to In Progress.
3. Calculate Offset: $\text{Days to Shift}=\frac{\text{Latest time in On Hold (ms)}}{1000\times 60\times 60\times 24}$
4. Update Property: $\text{New }start\_date\_adjusted=start\_date\_adjusted+\text{Days to Shift}$
5. Drift Tracking (Optional but recommended): $\text{Cohort Drift Days}=start\_date\_adjusted-hs\_start\_date$

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📋 Required HubSpot Properties & Mapping

Below is the updated properties list featuring the clean properties:

Property Label	Internal HubSpot API Name	Field Type	Source Type	Context / Usage
Planned Start Date	hs_start_date	Date	Default Library	Immutable. The original scheduled start date of the cohort.
Adjusted Start Date	start_date_adjusted	Date	Custom Property	Dynamic. The scheduling anchor used for all workflow delay steps.
Pipeline Stage	hs_pipeline_stage	Dropdown	Default Library	Stage of custom Project object in pipeline 139663aa-09ee-418e-b67d-c8cfcd3e5ce3.
Date entered “On Hold”	hs_v2_date_entered_f70c1fd3_a302_4ee2_be4f_33dc703631e7_714400355	Date-Time	Default Library	Automatically stamped by HubSpot when entering the On Hold stage.
Date exited “On Hold”	hs_v2_date_exited_f70c1fd3_a302_4ee2_be4f_33dc703631e7_714400355	Date-Time	Default Library	Automatically stamped when leaving the On Hold stage.
Latest time in “On Hold”	hs_v2_latest_time_in_f70c1fd3_a302_4ee2_be4f_33dc703631e7_714400355	Number (ms)	Default Library	Duration of the most recent hold cycle in milliseconds.
Cumulative time in “On Hold”	hs_v2_cumulative_time_in_f70c1fd3_a302_4ee2_be4f_33dc703631e7_714400355	Number (ms)	Default Library	Running total of all hold durations (for cumulative analytics).
Cohort Drift Days	cohort_drift_days	Number	Custom Property	Calculated delta: start_date_adjusted - hs_start_date.
Learning Path Owner	hubspot_owner_id	Owner	Default Library	The assigned coach (Contact Owner/Learning Path Owner).
Coach Zoom Link	coach_zoom_link	Text	Custom Property	Deployed. Stores the coach’s Zoom link directly on the Project card. Automatically synced based on the assigned project owner (coach).

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✉️ Email Template Copy & Dynamic Fields

These templates use a premium, minimal design. They are dynamically personalized based on the Learning Path Owner (hubspot_owner_id) and reference the Adjusted Start Date (start_date_adjusted) for all relative session scheduling.

📬 Email 1: Welcome & Preparation (Send 7 Days Before Adjusted Start Date)

• Sender: {{ contact.hubspot_owner_id.first_name }} {{ contact.hubspot_owner_id.last_name }} <{{ contact.hubspot_owner_id.email }}>
• Subject: Welcome to Conscious Leadership Foundations! Let’s prep.

Hi {{ contact.firstname }},

We’re so glad you’re here. Over the next four weeks, you’ll join us live each week on Zoom for an interactive, experiential journey into The Four Questions of Conscious Leadership — the core framework that transforms how you lead, relate, and live.

Each session will focus on one of the Four Questions, with live teaching, guided practices, and real-time Q&A to help you apply these concepts directly to your life and leadership.

Between sessions, return to your Learning Portal to find everything you need — recordings, handouts, practices, and resources — to deepen your learning and bring conscious leadership into your daily world.

If you miss a live session, no problem. Recordings and materials will be posted within 24 hours so you can stay connected and on track.

Feel free to join each Zoom session a few minutes early to settle in and say hello - we’ll open the room 5 minutes before we begin.

We’re honored to be on this journey with you.

Let’s dive in – and begin the practice of leading and living with greater presence, responsibility, and aliveness.

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📋 Task 1: Review agreements

Reminder of the Agreements you said yes to:

• Take 100% responsibility for your physical, emotional, mental, and spiritual well-being throughout the program.
• Stay curious in the face of all challenging feedback — including exploring the opposite of your stories.
• Participate fully in each session by arriving on time and staying until the end.
• Keep your camera on and be in a space where you can stand up and move your body for exercises and speak freely (at times at elevated volume).
• Honor confidentiality and integrity by not sharing content outside the enrolled participant group.

Acknowledge recording consent: If you do not want your image or voice recorded or shared by CLG, it is your responsibility to avoid any audio or video portion of the event.

📅 Task 2: Add all sessions to your calendar

Access your sessions and links inside the [CLG Member Portal]({{ contact.memberdev_portal_url }}).

📚 Task 3: Download The Conscious Leadership Foundations Packet

Please download the [Foundations Packet]({{ contact.packet_download_url }}), which will serve as our handout workbook for the course. We recommend printing them out (double-sided) so you can write on them. And, of course, feel free to work off of digital copies.

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If you have any trouble logging in or have any initial questions, simply reply directly to this email.

To your expansion,

{{ contact.hubspot_owner_id.first_name }} Conscious Leadership Coach

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📬 Email 2: Week 1 Eve (Send 1 Day Before Week 1 Live Session)

• Sender: {{ contact.hubspot_owner_id.first_name }} <{{ contact.hubspot_owner_id.email }}>
• Subject: Tomorrow: Your First Foundations Session

Hi {{ contact.firstname }},

We’re excited to see you tomorrow for Week 1: Where am I?

This first session lays the groundwork for everything to come. You’ll leave with a practical awareness tool you can use every day.

Session Details:

• 📅 Date: {{ contact.session_1_date }}
• ⏰ Time: {{ contact.session_1_time }}
• 🔗 Zoom: [Join Live Session]({{ project.coach_zoom_link }})

Before the session, please make sure you:

1. Log into your portal
2. Download your packet
3. Add the session to your calendar

See you tomorrow — we’re looking forward to beginning.

Warmly,

{{ contact.hubspot_owner_id.first_name }}

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📬 Email 3: 1-Hour Reminder (Send 1 Hour Before Week 1 Live Session)

• Sender: {{ contact.hubspot_owner_id.first_name }} <{{ contact.hubspot_owner_id.email }}>
• Subject: Starting in 1 Hour — Foundations Week 1

Hi {{ contact.firstname }},

A quick reminder: Week 1 of Conscious Leadership Foundations begins in one hour.

• 🔗 Zoom Link: [Join Live Zoom Room]({{ project.coach_zoom_link }})

We’ll open the room a few minutes early so you can settle in.

If you haven’t already, please:

1. Log into your portal
2. Download your packet
3. Add the session to your calendar

See you soon!

Warmly,

{{ contact.hubspot_owner_id.first_name }}

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🛠️ Future Roadmap & Architectural Considerations

📡 Session-Level Date/Time Scheduling (Dynamic Records vs. Static Contacts)

Currently, session_1_date and session_1_time are placeholder merge tokens. To build this out professionally for multiple concurrent programs:

1. The Challenge: Storing session times directly on the Contact record breaks if a participant takes multiple courses or participates in multiple Cohorts.
2. The Solution: These properties live as fields directly on the default HubSpot Project Object (labeled Learning Paths in CLG).
3. Synchronization: The coach will set these schedule dates with the client at the initialization of the Learning Path, and they will be pushed dynamically from the WordPress Client Portal or manually set inside HubSpot on the Project card.
4. Email Reminders Setup: Downstream reminder workflows should trigger based on the individual session dates located on the associated Project/Learning Path record rather than contact properties. This ensures seamless calendar synchronization across distinct products.

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🧪 Testing & Validation Protocol

Before pushing this live, we will execute the following verification routine in our sandbox environment:

1. The Sandbox Test User: Create/use a test contact with the email testclg@waycupcreative.com.
2. Start Date Trigger: Set hs_start_date to 7 days from today. Verify that the workflow sets the pipeline stage to In Progress automatically, copies hs_start_date into start_date_adjusted, and leaves the original date static.
3. Email 1 Verification: Confirm that Email 1 (Welcome) fires instantly.
4. The Suspension Intercept:
   • Move the contact stage to On Hold.
   • Wait a simulated 2 days.
5. The Rescheduling Shift:
   • Transition the contact stage back to In Progress.
   • Confirm that the exit trigger fires, reads hs_v2_latest_time_in_f70c1fd3_a302_4ee2_be4f_33dc703631e7_714400355, calculates the 2-day offset, and successfully pushes start_date_adjusted forward by exactly 2 days, while hs_start_date remains completely untouched.
6. Coach Attribution Check: Verify all merge tokens successfully pull the assigned coach (hubspot_owner_id) names and signatures.