The complete written writeup of one job: what it's for, where it sits on the line, how it's measured, exactly how to do it, and how to know you're doing it right. Read it once. Do the job from it on day one.
You'll hear "hat" a lot around here. It's Hubbard-style admin terminology — it's also why the staff dashboard graphs are drawn the way they are (segments go black when a statistic is up over the prior period, red when it's down). A hat is the complete written writeup of one job: its purpose, its valuable final product, where it sits on the production line, what statistic proves it's being done, the exact sequence of actions that produce that product, drills to build the skill, and a checksheet to prove you're ready. This document is that writeup for one job: Assistant Registrar.
Read it formally, the way it's written. It's not a vibe — it's numbered and unambiguous on purpose, so a brand-new hire can read it once and then go do the job without guessing.
Say that back to yourself until it's automatic, because it is not the same as the things it's easy to mistake it for:
Not dials. A dial is an attempt. It proves nothing about the lead.
Not conversations. A friendly ten-minute call that never gets to a booked time is not the product of this job.
Not "interested" people. Interest is a feeling. It doesn't show up on Cyrus's calendar.
It is a meeting that is booked, confirmed by the lead, and vetted by the three questions in Section 05. That's the only thing this hat exists to produce.
If a call doesn't end with a booked, confirmed, vetted meeting — or a clean next scheduled touch — it didn't produce anything yet. Keep going.
Your job has a clean start and a clean end. Know both.
Everything before your call already happened by the time a card lands in NEW: the lead ran the wizard themselves, answered ten real questions about their business, and — critically — created an account. That account creation is a strong buying signal all by itself; nobody makes an account for a tool they don't intend to use.
Your job starts the moment that card appears. It ends the moment the card is dragged to BOOKED with real stars on it. What happens after that — scoping, pricing, the actual sale — is not your job. You are never the one who quotes a number. That's Cyrus's job on the Blueprint Approval Call, always.
Your entire workday happens in one place: automateyouroffer.com/portal/ → log in with your staff account → LEADS tab.
The LEADS tab is a kanban board. Each column is a stage a lead moves through; you drag the card as the lead's status changes.
NEW is every lead who just finished the wizard and hasn't been touched yet. DAY 1 / DAY 2 / DAY 3 track where they are in the 4-4-3 cadence (Section 04). BOOKED means a confirmed meeting is on the calendar — your finish line. WON and LOST are outcomes Cyrus and the board manage after the Approval Call and beyond your day-to-day, though you will drag a card to LOST yourself when a lead goes cold or asks to be left alone (see Section 07's compliance rules).
How recently they opted in — under 24h / under 5h / under 1h. Hottest goes first, always. A 🔥🔥🔥 lead is still in the exact mental state they were in when they finished the wizard. Every hour you wait, that decays.
They created their account. This is the single strongest buying signal on the board — treat these cards as hot even if the flame has cooled.
Red chip. Their account creation broke — they have no account. Never email these leads. Call only. This is a founder's rule, not a suggestion — they have no working login, so an email pointing them to a portal they can't access just confuses them and burns the lead.
The AI-generated blueprint they were shown. Click it and actually read it before you dial — it tells you what they told the wizard about their business. Never open a call cold when this is sitting right there.
Shows you their exact client portal, exactly as they see it. Use this to talk about their blueprint intelligently and to walk them through what they're looking at if they're confused.
Every card is colored by time since last touch. This is not decoration — it's the fastest way to see which leads are dying on your board.
Ticking a touch checkbox or logging LAST CONTACTED clears the clock instantly. Brown and black cards on your board are not a filing problem — they're money leaking out of the funnel in real time. Clear them before you touch a fresh NEW card.
One checkbox per touch in the 4-4-3 cadence. Tick the box the moment you make the touch — don't batch it for later, you'll forget and the card will go stale-colored even though you did the work.
Log who made the last contact — Cyrus, Tanina, or Amahle — every single time you touch a lead. This is how the team avoids double-calling the same person the same hour.
Chip above the board. Copies cal.com/team/ayo/intro-call — the Blueprint Approval Call link.
Chip above the board. Copies cal.com/team/ayo/followup — use this one for leads who need a second, later touch rather than the main approval call.
Work top-down by heat — all 🔥🔥🔥 cards before any 🔥🔥, all 🔥🔥 before any 🔥. Inside that order, treat brown and black cards as emergencies and clear them first regardless of flame count. A black card that's also 🔥🔥🔥 is the first thing you touch when you sit down.
Eleven touches over three days. This is the whole rhythm of the job — it's tracked by the 11 checkboxes on every card.
| Day | Touches | Recommended Timing |
|---|---|---|
| Day 1 | 2 calls + 1 email + 1 text | Call 1 within minutes of the opt-in landing in NEW — speed-to-lead is the whole game, a lead called inside 5 minutes converts at a completely different rate than one called an hour later. Send the email and text within that first hour too. Call 2 later the same day, at a clearly different hour than Call 1 (e.g. Call 1 mid-morning, Call 2 early evening) — you're trying to catch them at a different point in their day, not repeat the same miss. |
| Day 2 | 2 calls + 1 email + 1 text | Same structure, shifted to two different hours than Day 1's attempts. If Day 1 was morning + evening, try midday + late afternoon on Day 2. You're systematically covering their schedule, not repeating yourself. |
| Day 3 | 1 call + 1 email + 1 text | One last full attempt, ideally at whichever hour you haven't tried yet. This email and text should read as a genuine last call, not a guilt trip. |
The single biggest lever in this whole job is how fast Call 1 happens after the opt-in. A hot 🔥🔥🔥 card sitting untouched for even 30 minutes is a worse lead than a 🔥 card you call the second it appears. Never let a fresh NEW card sit while you finish other work.
At the end of Day 3, with all 11 touches logged and no booked meeting: if there was genuinely zero response across all three days, drag the card to LOST with a short note of what you tried. If there was any response — even a soft "maybe later" or an unanswered-but-opened email — don't kill it; move it to long-cycle follow-up instead (see the Glossary for salvage lead). That's a slower, monthly-touch cadence outside the daily 4-4-3, not a dead lead.
This is the heart of the hat. Everything else is logistics for getting to this part of the call.
The wizard already established one thing beyond doubt: this person is in business. You don't need to confirm that. What you're confirming on the call is three separate things, and each one you genuinely confirm earns the lead one star (Section 06). You are not interrogating them — you're having a normal, useful conversation, and these three things surface naturally inside it if you're listening for them.
The real question hiding inside this one is simple: will this person be a pleasure to work with? You are never going to ask that directly. You judge it from how they talk — their posture toward their own problems, toward past vendors, toward the future. Positive and constructive reads as high tone. Negative and blaming reads as low.
Talks in terms of "here's what I'm trying to build." Curious about how things work. Takes responsibility for what hasn't worked so far ("I never really committed to following up"). Asks good questions about next steps. Gives credit where it's due, even to past vendors who fell short. Sounds like someone solving a problem, not someone assigning blame for one.
Blames every past vendor for everything that's gone wrong. Hostile or short with you for no reason. Hopeless — "nothing works," "I've tried everything," said as a closed door rather than an open question. Wants to argue rather than talk. Treats you, the person on the phone, as beneath them or as an obstacle rather than a person trying to help.
A low-tone lead can still book a meeting. Your job is not to reject them — it's to report honestly. Mark the tone star only if you genuinely believe this person will be pleasant and constructive to work with. Never inflate it because you liked the call or want the number to look good.
Based on how they actually make money right now — not how they wish they did — which level of the machine fits their business? You're not selling this; Cyrus does the actual scoping and pricing on the Approval Call. Your job is to have an honest read ready for him before that call happens, based on things you can hear in a normal conversation: roughly how many leads come in, what an average job is worth to them, how they currently follow up (if at all), how many people work for them, and whether they have any system at all today.
| What You Hear On The Call | Level That Fits |
|---|---|
| "Leads just come in and I hope I catch them." No CRM, no inbox system, nothing formal catching new contacts. Usually a sole operator or a team of one or two. | Level 1 — Capture. Catches every lead that hits the business so nothing falls through. |
| Leads come in from more than one place (ads, social, website, referrals) but the owner is drowning in tire-kickers and can't tell a real buyer from someone just browsing. Small team, maybe 2–5 people. | Level 2 — Qualify. Sorts hot from cold automatically before it reaches their inbox. |
| "I mean to follow up but I don't always get to it." Leads are captured and even loosely sorted, but anyone who doesn't buy on the first touch just goes cold because nobody's chasing them. | Level 3 — Follow-Up. Chases every lead who doesn't buy on the first touch, forever. |
| Capture and follow-up are basically working, but booking the call, sending the agreement, and chasing payment are still manual, repetitive admin work eating the owner's week. | Level 4 — Convert. Books the call, sends the contract, chases the payment. |
| Real staff, real volume, describes wanting the whole operation systemized — quoting, scheduling, onboarding, reporting — not just one leak fixed. | Core Build. The whole operation wired together. |
You state level names only — Capture, Qualify, Follow-Up, Convert, Core Build. You never say a number. Pricing is scoped and revealed live by Cyrus on the Blueprint Approval Call, every time, with no exceptions.
Once you hear what the lead actually wants the software to do — the specific function, in their words — you research whether it's technically feasible: what APIs or services exist to do that thing, and whether they can plausibly hook into what we build. This research happens in Grok, and the findings get pasted into the card's API notes field before Cyrus ever sees the lead.
I'm scoping a custom software build for a small business. Here's what they do and what they want the software to do: BUSINESS: [ONE-LINE DESCRIPTION OF WHAT THE LEAD'S BUSINESS DOES] WHAT THEY WANT THE SOFTWARE TO DO: [THE SPECIFIC FUNCTION THE LEAD DESCRIBED ON THE CALL, IN THEIR WORDS] THEY CURRENTLY USE: [ANY TOOLS/PLATFORMS THEY ALREADY HAVE — e.g. Instagram, Calendly, QuickBooks, a specific POS or CRM] Research and tell me: 1. What APIs or services exist that could do this, or a piece of it? 2. For each one — is there a public, documented API? Link the docs. 3. What's the auth model (API key, OAuth, something else)? 4. What's the pricing model — is there a free tier, and what do the paid tiers look like? 5. What are the rate limits? 6. Can it integrate with a custom web app (webhooks, REST API, SDK)? 7. Any known blockers — deprecations, enterprise-only gating, a requirement that the business already hold an account, geographic restrictions? Give me a short comparison table of the options, and tell me clearly if NO usable API exists for what they want.
I'm scoping a custom software build for a small business. Here's what they do and what they want the software to do: BUSINESS: A two-truck residential plumbing company. Owner + one office manager, no other staff. WHAT THEY WANT THE SOFTWARE TO DO: Automatically text every missed call within a minute with a booking link, and pull each caller's past job history from their invoicing software before the truck arrives, so the tech isn't walking in blind. THEY CURRENTLY USE: Housecall Pro for invoicing and scheduling. A regular cell phone for calls, no CRM. Research and tell me: [... same seven questions as the template above ...]
What a good answer looks like: a named, documented API (in the plumbing example, Housecall Pro publishes a public REST API with API-key auth and webhook support), a clear auth model, and a plausible free or entry-level tier to prototype against. That's a green light — paste it in the notes and move on.
What a dead end looks like: the tool is real but has no public API at all, or the only integration path requires an enterprise plan the lead will never buy into, or the "API" is really just a Zapier connector with no direct programmatic access. That's still useful information — write it down plainly.
If your research comes back empty, that's valuable — it changes the scope conversation Cyrus has with the lead (maybe it's a manual workaround, maybe it's a different approach entirely). Paste the honest finding into the card's API notes field either way. Don't quietly skip this question because the first search didn't turn up a clean answer.
Already built into the board, shown on the left of the card next to the flames. This section explains what it means — you don't build anything here, you just apply it honestly.
1 of 3 confirmed. Still worth the meeting, but thin. Cyrus should walk into the Approval Call knowing two of the three things are unconfirmed guesses.
2 of 3 confirmed. Solid. One open question remains going into the Approval Call — usually flagged in your notes.
All 3 confirmed. Fully vetted — this is the actual product of this hat. Tone read, level fit heard directly from the lead, and API feasibility researched and noted.
Stars are a real signal the team uses to prioritize who Cyrus talks to first and how he preps. Never mark a star for something you didn't actually confirm on the call. A board full of inflated 🌟🌟🌟 cards that fall apart on the Approval Call is worse than an honest board full of ⭐ cards — it wastes Cyrus's time and breaks trust in the board itself.
The company calls and texts leads from a shared NumberBarn number. This section is written from NumberBarn's own published help and product pages — anything their docs don't spell out plainly is marked [VERIFY IN ACCOUNT] rather than guessed.
NumberBarn provides a second phone number layered onto an existing smartphone (or accessed via the web) for managing business calls, voicemail, and text — used through the free NumberBarn mobile app or a web account. The plan that enables outbound calling and staff access is Business Line: it adds call routing, an auto-attendant, texting, voicemail, and — critically for a multi-person team — the ability to add additional users with their own logins. Confirm which exact plan/tier name is active on the company's account: [VERIFY IN ACCOUNT].
Adding a new hire to an existing NumberBarn Business Line account is an admin action, not something a new hire can do themselves:
From the account, the admin invites a user — NumberBarn emails an invitation to the new hire. The admin then selects which phone number(s) that user is allowed to manage (on a company with one shared number, that's simply the one number).
Accepts the email invitation and sets up their own account. Every user gets individual login credentials, and their own call-forwarding and voicemail settings — you are not sharing a single login with teammates. Download the free NumberBarn app (iOS or Android) or use the web account to log in.
Regular ("team") users can receive calls, place calls, and manage messages on the numbers assigned to them, and can adjust their own call-forwarding settings. Only Admin users can manage billing, account settings, and add new numbers or users — you will be a team user, not an admin.
Open the app, select the company's NumberBarn number as the number you're calling from, then dial. Whoever you call sees the NumberBarn number as their caller ID — not your personal cell number. Outbound calling is available on call-forwarding and business plans (which the company's Business Line plan covers).
Text conversations happen through the mobile app, organized by conversation so you can scroll a lead's full history before you text them again. The app also has a unified inbox with filters, and Call & SMS Logs where you can review and download call/message details. MMS support is limited — attachments must stay under roughly 2MB and delivery isn't guaranteed — and SMS/MMS is not supported on toll-free numbers. NumberBarn's Business Line texting feature page also states that outbound texting from a web browser is not supported — send texts from the mobile app only.
NumberBarn classifies its outbound texting as P2P (person-to-person) messaging under current carrier rules, meant for individual, personal conversations — their own help docs state plainly that "business texting, marketing campaigns, automated messaging, and mass communications are not supported" under that classification, and that accounts sending high, patterned volume can trip a daily P2P limit and get flagged as non-personal use.
A one-to-one text to a specific lead you're actively on the phone with (the booking link, a day-before reminder) sits closer to genuine person-to-person conversation than a mass blast — but it is still, functionally, business communication sent from a company number, day after day, by multiple staff. [VERIFY IN ACCOUNT]: confirm with NumberBarn support (or consider their sister service, String, which is built for 10DLC-registered business SMS) that this pattern of use is compliant before leaning on it as a daily part of the cadence — texts silently failing to deliver, or the number getting flagged, would break the exact step where leads actually book. Flag this to Cyrus if you ever see texts stop delivering.
Plays your custom greeting, then emails the recording to you (transit is TLS-encrypted) so you can review a missed call without opening the app.
Configure the number to forward incoming calls to any US or Canadian number; changes apply instantly and the caller never knows they were redirected.
For incoming calls, choose whether you see the original caller's number or the NumberBarn number as the incoming caller ID.
A basic keypad menu can route callers to up to 10 different forwarding numbers or straight to voicemail, if the company sets one up on the shared line.
Beyond the Call & SMS Logs and voicemail-to-email, NumberBarn's public docs don't describe a separate dedicated "missed calls" screen. [VERIFY IN ACCOUNT] — check the app directly.
Call or text only between 8am and 9pm in the lead's local time — not yours. Check their area code / stated location before dialing outside normal hours.
Open every call and every text by naming yourself and the company — "Hi, this is [name] calling from Automate Your Offer." No ambiguity about who's calling.
Honor any stop request instantly — "STOP," "take me off your list," "don't call again." Drag the card to LOST immediately with a note of exactly what they said. No further touches, ever.
Pricing is revealed live, by Cyrus, on the Blueprint Approval Call only — never in a text, never in an email, never on your call.
Never guarantee revenue, results, or ROI. Talk about what the machine does, not what it will make them.
numberbarn.com/mobile-app — numberbarn.com/business — numberbarn.com/business/features/user-accounts — numberbarn.com/business/how-it-works/small-business-team — numberbarn.com/features — numberbarn.com/business/features/text-messaging — help.numberbarn.com — Text Messaging Overview — help.numberbarn.com — P2P: Personal Use Text Messaging — numberbarn.com/blog/texting-and-10dlc
The help.numberbarn.com support articles returned a 403 to direct automated fetches during this research; their content above was confirmed via NumberBarn's own indexed search snippets and cross-checked across multiple NumberBarn pages. Exact in-app button and menu labels are marked [VERIFY IN ACCOUNT] where not directly confirmed.
Beginning to end, in order. Follow it literally.
| # | Action |
|---|---|
| 1 | Open the board. Work top-down by heat (🔥🔥🔥 first), and treat brown/black cards as emergencies regardless of flame count. |
| 2 | Open the card. Click 📋 MACHINE and actually read the blueprint before you dial — know their business before you say hello. |
| 3 | Call from the NumberBarn app so the company number shows as caller ID. |
| 4 | Open with the fact that they opted in and built a blueprint — you're calling about that, not cold. |
| 5 | Confirm the business basics, then work the three vetting questions naturally into the conversation — don't interrogate, just listen for tone, level fit, and what they actually want the software to do. |
| 6 | While still on the phone: copy the booking link from the 📅 COPY BOOKING LINK chip, text it to them from NumberBarn, and stay on the line until they confirm they got it and picked a time. Never hang up on "I'll do it later" without a second scheduled touch. |
| 7 | Mark the vetting stars for whatever you genuinely confirmed. Paste your Grok API findings into the card's notes. |
| 8 | Drag the card to BOOKED. |
| 9 | Log LAST CONTACTED with your name and tick every touch box you actually used on this call. |
| 10 | Send a day-before reminder text so the meeting actually holds. |
Most calls won't be answered. That's normal — the cadence exists because of it.
Leave the under-20-second voicemail (Section 09), send the matching text, tick the touch boxes you used, and move to the next card. The card advances by day, not by hope — you don't sit on a card waiting for a callback before making the next scheduled attempt. If they call back between scheduled touches, great, take the call and pick the sequence back up from wherever the conversation leaves you.
Real, speakable copy. Short sentences. Say these out loud until they sound like you, not like you're reading.
| They Say | You Say |
|---|---|
| I'm not interested | No worries — can I ask, was it the timing, or did the blueprint just not feel like a fit? [Listen. If it's real disinterest, thank them and log it honestly. If it's hesitation, keep going.] |
| How much is it? | That's exactly what the call is for — Cyrus scopes it live based on your actual business and gives you a real number, not a guess off a form. [Never quote a number yourself, under any circumstance.] |
| Just send me info | Happy to — the blueprint itself is the info, and it's already in your account. Thirty minutes on a call gets you a real answer instead of a PDF you'll forget to open. Can I grab you a time now? |
| I need to talk to my partner | Totally fair — want to just get both of you on the call together? That way you're not relaying it secondhand and Cyrus can answer their questions directly. |
| I already have someone doing this | Good to hear you're already thinking about it — what are they building for you? [Listen for the gap. Most "I already have someone" leads have a partial solution, not the whole thing the blueprint covers.] |
What gets measured, where you see it, and how to read it.
Counted by the day they were booked — not the day the call happened, not the day the meeting takes place. If you booked it Tuesday for a meeting next Monday, it counts on Tuesday.
Every logged touch across every card — your raw activity number.
Average vetting stars per booked meeting — the honesty metric. This is why inflating stars is self-defeating; it makes this number lie about your own work.
Booked meetings that actually happen, divided by total booked. This is where "stay on the line until they pick a time" (Sequence step 6) pays off — a meeting booked half-heartedly rarely shows.
All of it lives on the staff dashboard inside the portal, drawn as Hubbard-style statistic graphs. Read them the same way for every statistic: a segment renders black when it's up over the prior comparable period, red when it's down. Up is good even if the absolute number is still small — trend matters more than a single day's total. A red segment is the first thing to look at and fix tomorrow, before anything else.
The complete written writeup of one job — purpose, VFP, line position, statistic, sequence of actions, drills, and checksheet. This document is a hat.
Valuable Final Product — the one thing a job exists to produce. For this hat: a confirmed, vetted, booked meeting.
A number that goes up or down and tells you, at a glance, whether a job is being done well. Shown as up-black / down-red graphs on the staff dashboard.
The eleven-touch, three-day contact cadence: 2 calls + 1 email + 1 text on Day 1, the same on Day 2, then 1 call + 1 email + 1 text on Day 3.
How fast the first call happens after a lead opts in. The single biggest lever in this job — minutes matter.
The custom AI-generated "machine" plan the wizard produces for a lead — shown to them and attached to their card as 📋 MACHINE.
The meeting your work books. Cyrus runs it: the lead grades the blueprint, Cyrus scopes the real build and reveals pricing for the first time.
Capture (catches every lead), Qualify (sorts hot from cold), Follow-Up (chases non-buyers forever), Convert (books, contracts, chases payment) — plus Core Build, the whole operation wired together.
Application Programming Interface — the documented way one piece of software can talk to another. Whether one exists for what a lead wants is the subject of Vetting Question 3.
One star per vetting question genuinely confirmed on the call — tone, level fit, API feasibility. Up to 🌟🌟🌟.
A lead that went quiet during the 4-4-3 cadence but showed some sign of life (opened an email, replied "maybe later"). Moved to a slower, monthly long-cycle follow-up instead of LOST.
Study and drill items. Check them off as you complete them — your progress is saved automatically on this device.