CC / DS / WTH — Agenda System, Automation Workflows & Prompt Library

What we built

A repeatable pipeline that builds each week’s CC / DS / WTH agenda by pulling from three sources automatically: Gmail threads (wthight.com, castercentral.com, deluxesystems.com), Fireflies meeting recordings, and prior ClickUp agenda pages for carryover items. This week’s 05.01 agenda was built using this pipeline in a single session. Four consecutive agendas (04.10, 04.17, 04.24, 05.01) are now documented and live in ClickUp.

The pipeline also caught items that had been falling through the cracks for weeks — the stem caster spreadsheet for Vicki (outstanding since 03.19), Omnisend pipeline links to Tim (outstanding since 03.27), and Brandon’s sign-off on the 57 CS conflict SKUs. Those are now flagged with explicit owners and statuses in every agenda.

Path forward

• Run the pipeline every Thursday before the Friday call. Takes 5-10 minutes in Claude.
• Prompt to use: “Prep this week’s agenda for CC / DS / WTH. Pull email, check Fireflies, carry forward open items, build in the HTML format.”
• Make sure Fireflies bot is on the Google Meet invite for every CC call — the 04.10 and 04.17 meetings had no recording, which meant building from email context only.

Opportunities for improvement

• KODIAK automation: Wire the full pipeline into n8n so it runs automatically every Thursday at 8 AM CDT and drops the agenda into ClickUp without a manual trigger. Add a Slack notification to #cc-ds-wth when it’s ready for review.
• Meeting summary auto-creation: Pull the Fireflies transcript immediately after the Friday call ends and generate the meeting summary page in the same ClickUp doc, pre-populated with action items assigned to owners.
• Action item tracker: Build a persistent ClickUp view that shows all open action items across all past agendas, grouped by owner. Right now items live inside individual agenda pages — making it easy for things to get buried.

What we built

Rebuilt the agenda format from ClickUp markdown into a shareable, print-ready HTML file. The new format uses color-coded cards by status (blocked in red, partial in yellow, new in maroon, done in green), embedded workflow tables, action item table with per-row status badges (Done / Open / Blocked / Today), and a dark “Next Meeting” footer. Designed to match Caster Central’s maroon brand color throughout.

The 05.01 agenda was the first built in this format. The HTML file is the deliverable — anyone with a browser can read it without a ClickUp account, and it prints cleanly.

Path forward

• Use this format for all future CC / DS / WTH agendas. The template CSS is embedded in the file — no external dependencies.
• Share the HTML file link or attach it to the Google Calendar invite so Tim’s team has it before the call without needing to log into ClickUp.
• Keep the ClickUp markdown version as the working draft (easier to edit mid-week) and generate the HTML as the final deliverable the night before the call.

Opportunities for improvement

• Auto-post to a shared URL: Deploy the HTML to a static URL (e.g., Cloudflare Pages or a simple S3 bucket) so Tim always has the same bookmark, and it updates each week. No more emailing attachments.
• Status sync from ClickUp: If action items live in ClickUp tasks, the HTML could pull live status (done/open/blocked) from the ClickUp API at render time instead of requiring manual updates.
• Meeting summary format to match: Apply the same HTML treatment to the weekly meeting summary pages, not just the agenda, so the full paper trail is consistently formatted.

What we built

Path forward

• Get Tim’s photo (phone selfie is fine — Josh will upscale). Unlocks Post-Order Thank You and CAD Download emails immediately.
• Tim to approve Win-Back content on the 05.01 call — it’s ready to go live the same day.
• Josh: pull average Shopify fulfillment time (Prompt 2 from the library is already written for this) and set review request timing before next call.
• Fix the CAD webhook blank-fields bug. It fired correctly for Jacob Deane (ER5X2TPDTBK) but blank on one other download this week.

Opportunities for improvement

• Quick-ship review branch: Tim manually tags quick-ship orders. Once that’s consistent, add an OmniAscend branch that fires the review request at day 3 instead of day 7 for that segment. Faster reviews on the fastest product segment.
• High-AOV cart abandonment branch: Carts over $1,000 should get a different email that leads with “call Tim direct” instead of a coupon. Big B2B orders close on relationships, not discounts.
• Reorder reminder: For wheels, bearings, and consumable parts, fire a follow-up at 90 days (“time to restock?”). Industrial buyers replace these on a cycle. Not yet built.
• Track attach rate: Measure how often a caster sale includes a swivel lock or accessory. That’s the KPI the cross-sell automation exists to move. Set up a monthly GHL report.

What we built

A full GHL build reference document covering 9 workflows with step-by-step GHL instructions, trigger tags, exit conditions, and re-entry rules. Lives in ClickUp at doc 869zf-51794. Covers: Cart Abandonment, Post-Purchase Review, New Customer Welcome, VIP Welcome, Repeat Order Reminder, Quote Follow-Up, CAD Download, Win-Back, and Failed Payment. Each workflow has the exact GHL step sequence, the trigger tag, and exit conditions so anyone on the team can build or debug it.

Path forward

• Share the ClickUp doc with Carl — he’s building the GHL workflow wiring for the RFQ, Contact Form, and B2B Registration acknowledgement emails. The build specs he needs are already in this doc.
• No code changes needed. This is a reference doc — use it when building new workflows or debugging existing ones.

Opportunities for improvement

• Add OmniAscend workflow IDs to each entry so the doc links directly to the live workflow, not just describes it.
• Version history: When workflows change (copy updates, timing tweaks), log the change date and what changed. Prevents confusion about which version is live.
• Expand to Shopify → GHL tag map: Document which Shopify events trigger which GHL tags, so the full data flow is visible in one place.

What we built

Twelve Claude Code prompts written, documented, and stored in ClickUp at doc 869zf-51874. Each prompt has a copy-paste ready instruction block plus a specific list of what inputs or decisions are needed from you before running. Three prompts can run right now with zero prep. The rest need specific inputs first — collected in a reference table at the bottom of the doc.

Path forward

• Immediately after the 05.01 call: Run Prompt 6 (spec table) — duplicate live theme first, paste snippet, preview on 3 products, publish.
• This week: Run Prompt 5 (swivel locks Matrixify import) — takes 5 minutes in Matrixify, no code needed.
• Once Scott’s notes land: Run Prompt 7 immediately — it’s the only thing blocking the caster options feature from going live.
• Get the UPS DAS zip list: Purchase from zipdatamaps.com ($49) or pull from the 3PL. Then Prompt 3 runs in one session and the shipping undercharge problem is fixed permanently.

Opportunities for improvement

• Add to the library continuously: Every time a new repeatable task comes up (a Colson price increase, a collection cleanup, a feed export), write the Claude Code prompt and add it here. The library compounds.
• Competitor price scraper (not yet written): Highest-ROI unbuilt prompt. Scrape Access Casters, Caster Specialists, Service Caster, Next Day Casters, The Caster Guy by MPN on a weekly schedule. Feed into the pricing audit so below-market gaps surface automatically, not after a margin complaint on a specific order.
• Merchant Center feed audit prompt: The metafield sync issue (Shopify updating but MC not reflecting) suggests there are structural gaps in the feed. A prompt that pulls the full MC feed, compares against Shopify, and flags discrepancies would catch this faster than waiting for impression share to drop.
• Collection integrity audit (reusable): Prompt 4 (high-temp) found only 1 problem product. But the same pattern applies to stainless, ergonomic, food-service, outdoor, and 8 other specialty collections. Write one reusable prompt that accepts a collection handle + expected spec constraint and runs the check. Run monthly.

Status

Several items have been on the agenda for multiple weeks without movement. These aren’t forgotten — they’re explicitly blocked on input from the client team.

Path forward

• On the 05.01 call: make a direct ask to Scott for the swivel lock notes. If he doesn’t have them written, offer to build the rules together verbally on the call and transcribe them — that’s faster than waiting for a doc.
• Tim’s photo: make this the first ask after the call ends. A phone selfie takes 30 seconds. Josh will handle the rest.
• Josh internal items (stem caster spreadsheet, Omnisend links, bulk discount): block 30 minutes after the call to clear these three at once.