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Total Tasks
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Completed
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Carol's Tasks
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Daniel's Tasks
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OnSite's Tasks
Week 1
🚀 Sprint Kickoff
Portal + all tracks begin
Week 4
🔑 Pilot Accounts Live
2–3 clients in portal
Week 6
📋 Check-In #1
Review + adjust priorities
Week 8
🔍 QA Begins
Full portal testing pass
Week 10
🎉 Full Launch
Portal + website go-live
Week 12
📐 Phase 2 SOW
Next sprint scoped
12-Week Timeline
| April | May | June | ||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| W1 | W2 | W3 | W4 | W5 | W6 | W7 | W8 | W9 | W10 | W11 | W12 | |
| ① Portal Setup | ||||||||||||
| ② Client Accounts | ||||||||||||
| ③ Billing + Forms | ||||||||||||
| ④ Ticketing + Training | ||||||||||||
| ⑤ QA + Go-Live | ||||||||||||
| ⑥ Phase 2 Scoping | ||||||||||||
| Posters + Stickers | ||||||||||||
| Digital Templates | ||||||||||||
| Bio Boxes ★ Contingent | ||||||||||||
| Welcome Kits | ||||||||||||
★ DASHED = contingent on supply chain confirmation. If blocked → resources redirect to portal acceleration.
00
Pre-Kickoff — Chris Meeting
Before April 1
▼
0%
Before the Meeting
Confirm signed agreement / written confirmation to proceed
Bring a copy ready for Chris to review if not yet signed
OnSite
Confirm first month invoice ($6,750) paid before April 1 kickoff
OnSite
Compile OnSite brand assets, logos & style guidelines into shareable packet
Needed for portal branding, posters, templates
Carol
Pull existing compliance docs & regulatory manifests for portal Document Library
OnSite
Prepare list of existing customers who need portal logins on Day 1
OnSite
During the Meeting
Walk Chris through platform recommendation: Assembly + Recurly + Make.com + Google Drive
Get buy-in on tool stack before Week 1
Both
Confirm portal content priorities: document library, billing, forms, training modules
Both
Walk through the 12-week timeline — set clear expectations for each phase
Daniel
Clarify Priority #3 status — can Bio Boxes proceed or redirect to portal?
If packaging is blocked, resources shift to portal acceleration per contingency clause
Both
Discuss Phase 2 vision: deep Recurly sync, advanced LMS, custom reporting, multi-location roles
Both
Out of the Meeting
Schedule Week 1 kickoff call with Revamped Media
Daniel
Share Google Drive folder with brand assets + compliance docs
Both
Start Assembly (Copilot) BAA signing process for HIPAA compliance
⚠️ Critical — BAA must be signed before any client data enters the portal
OnSite
Identify 2–3 pilot customers for portal access in Weeks 1–4
OnSite
01
Phase A — Portal Setup & Branding
Weeks 1–2
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0%
Set up Assembly (Copilot) account and configure workspace
OnSite
Sign HIPAA BAA with Assembly — mandatory before any client data is loaded
⚠️ Must be completed before proceeding to Phase B
OnSite
Connect custom domain — OnSite-branded portal URL
OnSite
Apply OnSite branding throughout portal: logo, colors, fonts
Carol leads all visual brand application in the portal
Carol
Configure white-label settings — remove all Assembly branding
Carol
Set up admin accounts for internal OnSite team members
OnSite
02
Phase B — Client Accounts & Document Library
Weeks 1–4
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0%
Create client login template and onboarding email sequence
Daniel
Set up account structure for all existing OnSite customers
Import customer list — each client gets their own secure login space
OnSite
Build Document Library — upload and organize historical compliance files
OnSite
Organize document categories: compliance, manifests, billing records, training certs
OnSite
Connect Google Drive as backend document storage for portal library
OnSite
Design new partner and customer onboarding flow
Carol leads onboarding UI/UX experience design
Carol
Test client login flow end-to-end with 2–3 pilot customers
OnSite
03
Phase C — Billing + Service Request Forms
Weeks 3–6
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0%
Embed Recurly billing link inside portal — invoice & payment history view
OnSite
Build service request submission form (Airtable-powered)
OnSite
Build product/service inquiry form
OnSite
Connect Make.com automation — form submissions trigger Airtable records + email alerts
Daniel
Design form UI to match OnSite brand standards
Carol
04
Phase D — Ticketing + Training Modules
Weeks 5–8
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0%
Build Airtable backend — basic service ticketing system
Daniel
Create 1–2 compliance training modules with completion tracking
OnSite handles logistics & content structure; Carol designs module visuals
Both
Design training module visual layout and brand presentation
Carol
Test full ticket submission → Airtable workflow end-to-end
Daniel
05
Phase E — QA, Client Onboarding & Go-Live
Weeks 7–10
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0%
Full QA pass — test every portal feature as a real client user
Both
Invite pilot customers and gather structured feedback
OnSite
Fix bugs and UX issues from testing
Daniel
Design client-facing portal how-to guide (branded PDF)
Carol
Coordinate portal launch timing with website go-live — they launch together
Both
Send launch communications to existing customer base
Both
06
Phase F — Phase 2 Planning
Weeks 9–12
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0%
Document what clients love and what they request in portal
OnSite
Scope Phase 2 with Revamped Media: deep Recurly API, advanced LMS, custom reporting
Daniel
Review and approve Phase 2 SOW before end of Week 12
OnSite
07
Priority #1 — State Posters + Demo Stickers
Weeks 1–4
▼
0%
Provide state-specific compliance content & regulatory messaging for poster copy
Pharma + general medical waste — logistics and regulatory details
OnSite
Design 2 compliance posters: pharmaceutical + general medical waste
Carol
Design 3 demo stickers: Mailback kit, Sharps container, Red Tote
Carol
Review and approve all proofs before sending to print
Both
Coordinate print production and delivery logistics
OnSite
08
Priority #2 — Digital Assets Template Library
Weeks 1–6
▼
0%
Define which template formats are needed: social, email, pitch decks, sales collateral
Provide use-case context so Carol knows what to prioritize
OnSite
Design full branded template library — all formats, fully editable
Carol
Organize and deliver final template files to OnSite team
Carol
09
Priority #3 — Bio Boxes + White Label Packaging ★ CONTINGENT
Weeks 1–6
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0%
⚠️ Contingent — Confirm supply chain viability first. If blocked → resources redirect to portal acceleration.
Confirm whether bio box production can proceed — check material costs & supply chain
OnSite
Design bio waste boxes and white-label Contributors mailback packaging
Only proceeds if Priority #3 is confirmed viable
Carol
Deliver production-ready print files
Carol
10
Priority #4 — Website Homepage Cohesion
Weeks 2–8
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0%
Brief contractor on homepage visual and messaging direction
Daniel
Review and approve contractor work at each milestone
Both
Confirm coordinated go-live date — website and portal launch together
Both
11
Priority #6 — Welcome Kits
Weeks 5–10
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0%
Define who receives welcome kits and what is included logistically
OnSite
Design branded welcome kit — packaging, inserts, layout
Carol
Review proofs and coordinate production
Both