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Activation Runbook — turn the pipeline ON

Goal: send the first real outreach batch end-to-end and start measuring the only metric that matters: replies / booked calls. Today that number is ~0 because nothing has been sent in production — the machine is built but never ignited.

Scope of this runbook: the activation half (CRM + outreach + the seam). The site builder (projects/Websites) is being fixed by a separate agent. These two tracks meet at one contract — see "Seam contract" below. Lock it or the halves drift.

Owner: dukotah@gmail.com · CRM: projects/Duke (Next.js/Vercel) · Factory: projects/Websites

Order of operations (dependencies matter)

1. Ship the needs-review GATE  ──┐  (safety belt: must land BEFORE send is live)
2. Verify the Resend DOMAIN    ──┤  (ignition: DNS — only you can do this)
3. Wire the SYNC as a step     ──┤  (fuel line: factory output → CRM New tab)
4. First SEND (5 leads)        ──┘  (the actual test)
5. Fix the landing TRUST gap      (parallel — clicks die here otherwise)

Step 1 — Ship the needs-review gate (do first; ~15 min)

The server-side block that refuses to email any lead whose demo is flagged needs-review. The UI hides the Send button, but the API is the real authority — this stops a stale client or the bulk composer from leaking an unreviewed demo into an inbox. The diff is clean (fails closed, checks lead_previews server-side, handles both needs_review and needs-review spellings).

cd C:/Users/dukot/projects/Duke
git add src/app/api/crm/outreach/route.ts
git commit -m "CRM: server-side gate — never email a needs-review demo"
git push                      # Vercel auto-deploys the live CRM

The unpushed d5c92df (clear-demos.mjs) rides along on the same push — harmless. The two untracked winery-*.mjs scripts are one-offs; leave them untracked.

This push deploys the production CRM. Confirm before running if reps are mid-session.

Step 2 — Verify the Resend domain (ignition — only you; ~30 min + DNS propagation)

Until this is done, every "send" is silently track-only — logged, never delivered. Full steps in Duke/DELIVERABILITY.md. Short version:

  1. Resend dashboard → Domains → Add Domain → copperbaytech.com. Copy the DKIM + send. SPF/return-path records it shows you.
  2. Cloudflare → DNS → add each record DNS only (grey cloud), never proxied.
  3. Add DMARC yourself, monitor mode first: 
    Name: _dmarc   Type: TXT
Value: v=DMARC1; p=none; rua=mailto:dmarc@copperbaytech.com; fo=1
  4. Wait for Resend to show Verified (minutes to a few hours).
  5. Set these env vars in Vercel → Duke → Settings → Environment Variables: 
    RESEND_API_KEY=<from Resend>
OUTREACH_DOMAIN_VERIFIED=true
MAILING_ADDRESS=<a mailbox address — CAN-SPAM footer, P.O. box is fine>
RESEND_WEBHOOK_SECRET=<from Resend → Webhooks>   # so opens/clicks/bounces track
    Optional: OUTREACH_DAILY_CAP (the warm-up ramp auto-limits week 1→20/day anyway).

DNS done once. After this the machine can actually deliver mail.

Step 3 — Wire the factory→CRM sync as a real step (~15 min)

scripts/sync-demos-to-crm.mjs already exists and reads the factory's data/outreach-links.json, upserts each prospect as a custom lead, and attaches the demo preview. Today it's a hand-run script. Make running it the last line of every batch (or a small scheduled job) so the builder agent's output auto-lands in your New tab.

cd C:/Users/dukot/projects/Duke
node scripts/sync-demos-to-crm.mjs                            # dry-run — see what would land
node scripts/sync-demos-to-crm.mjs --commit --only-ready \
     --owner dukotah@gmail.com                                # write only verified demos

--only-ready skips needs-review demos at sync time — belt-and-suspenders with the Step 1 gate. Needs Duke/.env.local to hold the Upstash creds (it already reads it).

Step 4 — First real send: 5 leads (the test)

  1. In the CRM New tab, pick 5 leads that have a ready demo attached (from the builder agent's finished batch — not 50; you want signal, not volume).
  2. Send via the outreach composer. Week-1 cap is 20/day, so 5 is safe.
  3. Watch the lead cards: opened / clicked stamps arrive via the Resend webhook (tracking is already wired). A click is your hottest signal.
  4. Reply-handling is manual — that's fine for 5.

Five real sends teach you more than another week of factory work. Expand based on what converts, not on what's fun to build.

Step 5 — Fix the landing-page trust gap (parallel — or clicks die)

Per the prior site audit, copperbaytech.com has a "trust vacuum": no reviews, no real photos, no Google Business Profile. A prospect who clicks the demo lands here next and bounces. The owner-only items (collect 3–5 reviews, real headshot/photos, claim GBP, Calendly link, clear pricing) block conversion regardless of how good the outreach is. Don't let Steps 1–4 succeed into a dead end.

Seam contract — lock this before the builder agent refactors

The factory and CRM meet at one file shape: Websites/data/outreach-links.json. The CRM matches demos to leads by normalized business name and gates sending on demo status. If the builder agent renames fields, changes the status strings, or alters slug↔name normalization, the CRM silently stops matching — you'll either attach nothing or (worse) send unreviewed sites.

Frozen contract — each entry must keep these keys and meanings:

Field Meaning Consumed by
name business name (the join key) previewKey(name) match in CRM
slug stable demo id preview link + thumbnail
link https://demos.copperbaytech.com/s/<slug> the URL emailed to the prospect (premium multi-page)
status ready | needs_review | needs-review the send gate (Step 1)
email, category, area, thumbnailUrl lead enrichment CRM lead card

Tell the builder agent: don't change these names or the status vocabulary. If the factory must evolve the manifest, add fields — never rename or repurpose these.

What only you can do vs. what an agent can run

  • You: Step 2 DNS + Vercel env vars; the Step 4 send decision; Step 5 reviews/GBP/photos.
  • An agent (with your go on the prod push): Step 1 commit+push, Step 3 sync wiring, drafting the Step 4 lead shortlist, and pinning the Step 5 code-side fixes.

Definition of done: 5 real emails delivered (not track-only), opens/clicks landing on the cards, and the landing page no longer a dead end.