miryloName a process owner
Choose someone who can decide qualification, routing and follow-up rules. They need operational context, not coding skills.
Also name the person who will use each routine after launch.
Map the real inquiry path
List forms, calls, messages and referrals, including established business numbers. Record who sees each inquiry and how it reaches the estimator.
Then identify the tools holding estimates, job statuses and payments.
Prepare access
Use appropriate invitations and permissions. Do not put passwords in the handoff document.
Confirm phone ownership, routing and transition requirements. For integrations, check the actual plan, permissions and supported events.
Write the everyday rules
- What work qualifies?
- Who owns the person and the project?
- Which calendar and appointment type apply?
- Where do callbacks and estimator notes live?
- Which tool owns estimate status and value?
Use anonymized examples from your trade.
Practice, then launch
Run a new inquiry through capture, assignment, booking, estimate and reporting. Also test an existing contact, missed call and reschedule.
Train each role on its real device and daily tasks. Agree who handles issues and which later changes need a new scope.