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Admin reference

System Map

Three lanes — the assessor / reviewer pipeline (top), the customer journey (middle, in dev), and the design-stage product (bottom, in dev). Click any node to see what triggers it, what it writes, what fires next.

Pre-site
On-site complete
Write-up / review
Delivered
Branch / error
Main flow
Async / background
Branch / return
📐 The diagram works best on desktop. On mobile the nodes stack and the connecting arrows are hidden — tap any node to read the details.

Lane 1 · Assessor & reviewer pipeline

Step 01
SmartHub Booking
Customer books FRA via SmartHub calendar.
SmartHub
Step 02
Pre-Inspection Prep
Assessor curates a prep kit on RFH.
Claude
Step 03
On-Site Inspection
Walkthrough on the Inspection Tool PWA.
SmartHub push
Step 04
Inspection Complete
Submit fires the Whisper sweep.
GroqSmartHub push
Step 05
Report in Progress
Notes Tool opens, content auto-loads.
Step 06
With Reviewer
Submit for Review fires.
SmartHub push
Step 07
Report Complete
Reviewer approves.
Step 08
Sent / Delivered
Admin marks delivered to client.
SmartHub push
Alt entry
Manual Job Add
Staff adds a job by hand from the Hub Jobs page (no SmartHub origin).
Branch
Cancellation
SmartHub appointment cancelled → Hub job archived.
SmartHub
Branch
Reschedule
SmartHub date changes → Hub inspection_date updated; stage unchanged.
SmartHub
Branch
Returned
Reviewer returns the report with notes. Sticky override.
Branch
Amendment
Customer requests changes post-delivery via portal. Sticky override.

Lane 2 · Customer journey In development

Step C01
Customer Books
Books via SmartHub-hosted calendar widget; receives confirmation email.
Step C02
Pre-Inspection Form
Customer fills SmartHub form before the visit. Answers stored on the matched Hub job.
SmartHub
Step C03
Customer Portal
Once delivered, customer views report, action items, and can request amendments.

Lane 3 · Fire Strategy Builder In development

Step F01
Author Strategy
Designer drafts a strategy across 6 typed-block steps. Guidance library search inline.
Claude
Step F02
Submit for Review
Author submits; reviewer either returns with notes or approves.
Step F03
Approved & Rendered
Approved strategy renders to PDF via the server renderer.

External services touched by these lanes

🔁
SmartHub (GHL)
Inbound webhooks + outbound stage pushes
🗄
Supabase
Postgres + Storage (media bucket)
🎙
Groq Whisper
Voice → transcript (whisper-large-v3)
🤖
Anthropic Claude
Prep AI, Hub Assistant, summary drafts
✉
Resend
Transactional email (HTTP API)
🚂
Railway
Hosts fra_server.py; auto-deploy on push
📱
Native iOS shell
Capacitor wrap of PWA · TestFlight pending
📬
Gmail (legacy)
FastField email poller · mostly dormant

Background processes

⏱
Whisper sweep
Per-inspection daemon · transcribes pending audio post-submit
📭
Gmail poller
Every POLL_INTERVAL · catches FastField emails (legacy)
🔀
SmartHub push daemon
Per stage flip · async PUT to GHL opportunities
📦
GHL pipeline cache
Lazy + refresh-on-miss · maps stage names → IDs
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