Welcome to Unlikely Professionals. Here is what you need to know on day one.
What We Do
Unlikely Professionals performs building code compliance inspections across Maryland, Washington D.C., and Virginia, primarily focused on structural foundation and water management systems. When a builder constructs or renovates a home, local building codes require third-party verification that the structure meets foundation, waterproofing, drainage, and structural integrity standards. That is us. We inspect the work, certify compliance, and deliver the paperwork the builder needs to close permits.
What the Portal Is
The portal is a custom-built web application that manages every project from the moment a client submits it to the moment they receive their certification package. It replaces spreadsheets, email chains, and manual tracking. Everything — scheduling, inspections, reviews, certifications, invoicing — flows through the portal.
Behind the portal sits Supabase (the project database and sole source of truth), a FastAPI backend (the engine), and local file storage. SmartSuite receives a mirror copy during the soak period (through April 6, 2026) but is not used for reads or writes. You do not need to interact with any of these directly. The portal is your interface to all of it.
Your Role: Admin
As the Admin (up_admin), you are the bridge between field work and final delivery. Here is what that means practically:
- Gatekeeper: You approve or return every new project that enters the system.
- Reviewer: After an inspection, you verify the data is complete and accurate.
- Drafter: You create certification packages and invoices.
- Problem-solver: When information is missing, you send RFIs (Requests for Information) to get it.
- Reconciler: You assist with payment reconciliation — matching incoming payments to invoices. Note: this process is being automated through Revolut integrations and monitoring. Dustin will serve as the human in the loop for reconciliation decisions, but you may be asked to flag discrepancies or verify matches.
Dustin (Owner) handles system configuration and reviews items you are not confident about. You handle the day-to-day work that makes deliveries happen — and when you are confident, you can send certs and invoices directly to the client without waiting for approval.
The Big Picture
Every project follows this general path. Understanding this flow is the single most important thing to internalize:
or Returned for revision → back to you
Accessing the Portal
Open your browser and go to unlikely.works. This is the admin/owner domain. Log in with the credentials Dustin provides.
unlikely.works or unlikely.management — both serve the same portal. Your role determines what you see after login.
Morning Briefing
After login, you land on the Morning Briefing — your actionable launch pad. It is role-filtered — you see what matters to your role. Here is what each section means:
| Dashboard Section | What It Shows | Why It Matters |
|---|---|---|
| Scheduled Inspections | Today’s and this week’s inspections | Gives you a preview of what will land on your desk soon |
| Pending Schedule Changes | Reschedule/cancel/hold requests from schedulers (Action Center → Schedule tab) | These need your approval — clients are waiting |
| Open RFIs | Information requests you’ve sent that haven’t been answered | Unanswered RFIs block projects from moving forward |
| Drafting Queue | Projects ready to draft, your active drafts, and items in “Needs Another Look” (returned for revision by Dustin) | This is your primary production queue — where certs and invoices get created. Send Direct when confident, Queue for Review when not. |
| Post-Production Review | Projects that just came back from the field | Your main action queue — these need your review before certification |
| Portal Correspondence | Red dots on projects with unread messages | Click through to the project to read and reply inline |
Morning Numbers to Check
Every morning, glance at these numbers before doing anything else:
- Intake queue count — How many new submissions are waiting? (Zero is good. More than 5 means you are falling behind.)
- Schedule change count — Any pending requests? Rush flags?
- Review queue count — How many inspected projects need your attention?
- Open RFI count — Are any aging? (Check the escalation cadence.)
- Needs Another Look count — Did Dustin return anything for revision? These need immediate attention.
Work through these in order every morning. This priority sequence ensures nothing gets stuck.
Intake requests are new project submissions from schedulers. Open the Action Center from the sidebar (gold-colored group at top) and select the Intake tab (/actions?tab=intake). Nothing enters the system until you approve it. This is the first thing to check because a backed-up intake queue means clients are waiting to get on the schedule.
What to Look For
- Duplicates: Has this address already been submitted? The system helps catch these, but verify.
- Missing data: Are the required fields filled in? (Address, account, SOW items, permit info)
- Correct stage: Is this an in-production inspection (during construction) or post-production (after construction)? The stage determines what happens next.
- Correct review type: Is it a desk review (office-based) or field review (on-site)? This affects scheduling.
- Attached documents: Permits, plans, and supporting docs should be attached.
Your Options
In the Action Center, switch to the Schedule tab (/actions?tab=schedule). Schedulers submit requests to reschedule, cancel, or put projects on hold. These need your approval because changes affect the field inspector’s calendar and our capacity planning. Project cancellation requests have their own tab at /actions?tab=cancel.
Request Types
| Type | What It Means | What You Do |
|---|---|---|
| Reschedule | Client wants a different date | Check calendar availability, approve or counter-propose |
| Cancel Inspection | Client wants to cancel a specific visit | Approve if valid, decline if no good reason |
| Add Inspection | Client needs an additional visit | Check capacity, approve or suggest alternative date |
| Hold | Client wants to pause the project | Approve — project goes to Holding Pool |
| Cancel Project | Client wants to cancel entirely | Review carefully — may involve trip charges for late cancellation |
Your Options
- Approve: Calendar is updated automatically. Scheduler is notified.
- Decline: You must provide a reason. Scheduler is notified with your explanation.
- Counter-propose: Suggest an alternative date or modification. Scheduler can accept or re-request.
The Work Pool is where projects land after field inspection. Some may already be claimed by you; others are unclaimed and waiting for someone to pick them up.
- Claimed items: These are yours. Work through them in order of SLA urgency (oldest first).
- Unclaimed items: Grab what you can handle. The goal is an empty unclaimed queue by end of day.
Understanding how a project moves through the system is fundamental. Every action you take is about moving a project one step closer to delivery.
Step by Step
Scheduler submits a new project via the portal
You review and approve → project record created in Supabase
Schedulers pick an inspection date using the Calendar
Darius goes on site, collects data, photos, measurements
Darius marks inspection done → project status changes
Project appears in your Post-Production Review Queue
All data present, SOW verified, photos attached?
Confident? Send Direct. Not sure? Queue for Dustin’s Review.
Cert + invoice sent to client (directly or after Dustin approves)
Clock pauses until fulfilled
Project Statuses
Projects move through these statuses. You will see these everywhere in the portal:
| Status | What It Means |
|---|---|
| Intake | Just submitted, awaiting your approval |
| Scheduled | Inspection date is set, waiting for field visit |
| In Progress | Field inspector is currently working on it (includes multi-visit projects with needs_return_visit flag) |
| Field Complete | All field work done — it is now on your desk. Any open RFIs or missing deliverables are visible via cert validation. |
| Ready for Cert | Reviewed and ready for cert/invoice drafting |
| Certified | Cert package has been generated and approved |
| Invoiced | Cert + invoice sent to client — awaiting payment |
| Closed | Fully complete, paid, and closed out |
| Flags (can apply to any project regardless of status): | |
| On Hold | Project is paused — visible in the Holding Pool. This is a flag, not a status — the project retains its current status while on hold. |
| Cancelled | Project was cancelled. This is a terminal flag — project status is set to Closed with the cancelled flag. |
This is where you spend most of your time. After a field inspection is complete, the project comes to you. Your job is to verify everything is present and accurate before drafting certification.
Opening a Project
You can open a project two ways:
- From the Review Queue: Click “View” on any item in your Post-Production Review Queue. This is the fastest path.
- From the Projects page: Search by address, project ID, or account. Click into the project detail.
What to Check
Go through this checklist for every project you review:
| Check | What You’re Looking For | If Missing |
|---|---|---|
| SOW Completeness | Every line item in the Scope of Work has data. Quantities match what was inspected. | Send Agent RFI to field team |
| Site Visit Data | Inspection date recorded, inspector noted, results for each test (blower door, duct blaster, etc.) | Send Agent RFI to field team |
| Photos | Required photos attached (foundation, waterproofing, drainage, structural elements). Must be clear and properly labeled. | Send Agent RFI to field team |
| Drive Logs | PSI and torque readings for UND (underground duct) projects. Source data must be present. | Send Agent RFI to field team |
| Files | Plans, permits, and any other supporting documents are attached to the project. | Send Agent RFI to scheduler or field team |
When Something Is Missing: Send an RFI
An RFI (Request for Information) is a formal request for missing data. When you send one, the SLA clock pauses on that project. This is important: the 3-day delivery target does not count time spent waiting for an RFI response.
This is the finish line for every project. Once you have reviewed the data and confirmed everything is complete, you draft the cert and invoice. The system uses confidence-based routing: when you are confident in a package, you send it directly to the client. When you are not sure, or when the system flags an item for extra review, it goes to Dustin’s Owner Review Queue. This means you have real authority over delivery — and a safety net when you need it.
The Cert Pipeline — Four Tabs
The Cert Pipeline (under Daily Work in the sidebar) is a unified tabbed page that consolidates the entire post-inspection workflow:
| Tab | What’s In It | Your Action |
|---|---|---|
| Post-Production | Field-complete projects awaiting your review | Review deliverables, verify data, send RFIs if needed |
| Desk Review | Office-based reviews (no field visit needed) | Review from submitted documents and photos |
| Drafting | Ready to draft, your active drafts, and items from “Needs Another Look” (returned for revision by Dustin with notes) | Draft certs and invoices, fix returned items, then decide: Send Direct or Queue for Review |
| Send | Items you sent directly + items queued for Dustin’s review + delivered items | Track delivery status; see what Dustin has approved or returned |
Drafting a Certification Package
- Open the project from the “Ready to Draft” bucket
- The system pre-populates the cert package from project data (SOW, site visit results, product specs)
- Review the generated content — verify addresses, test results, product names, and quantities are correct
- Make any necessary edits
- Save the draft — it moves to “My Drafts”
Drafting an Invoice
- From the same project, draft the invoice
- The system calculates line items from the SOW (each product/service has a price)
- Review totals, check for any adjustments (trip charges, rush fees, discounts)
- Save the draft
After Drafting: Your Decision
Once your cert and invoice drafts are ready, you have two options:
Cert + invoice are sent immediately to the client. No approval needed.
Goes to Dustin’s Owner Review Queue. He will Approve (system sends to client) or Request Revision (returns to your “Needs Another Look” queue with notes).
- Invoices of $5,000 or more
- Projects in Anne Arundel County (proprietary jurisdiction forms)
- Projects in Montgomery County (proprietary jurisdiction forms)
- Projects in Prince William County (proprietary jurisdiction forms)
My Queue
Your My Queue page shows all items currently assigned to you — active drafts, items you are working on, and anything returned for your attention. This is your personal work list, separate from the broader Cert Pipeline view.
Needs Another Look
If Dustin returns an item for revision, it appears in your Needs Another Look queue with his notes explaining what needs to change. These are high priority — address them before picking up new drafting work. After making revisions, you can either Send Direct (if now confident) or Queue for Review again.
The SLA
The target is 3 business days from the final field inspection to cert + invoice delivery. The dashboard tracks this automatically:
- Green: On track — within the 3-day window
- Yellow: Day 2–3 — needs attention
- Red / Breached: Past the 3-day window — this is a problem
Pipeline Indicators
Throughout the portal — in the Projects table, on Project Detail pages, and in the Desk Review Queue — you will see a compact dot-and-line indicator showing where each project is in its lifecycle:
- Green dot = completed stage
- Blue dot = current stage
- Grey dot = future stage
- Amber dot = on hold
This gives you an at-a-glance sense of how far along a project is without needing to read the status text.
Pipeline Shepherd (Automated Monitoring)
The system runs an automated daily scan at 7:45 AM ET called the Pipeline Shepherd. It checks every active project for signs of being stuck and takes action automatically:
- Intake submissions older than 3 days without approval
- Scheduled projects with no site visit after 2 days
- Field-complete projects not validated within 1 day (auto-triggers validation)
- Cert drafting overdue by more than 3 business days
- Certified projects not invoiced within 1 day
- Unpaid invoices at 30 and 60 days
- Projects on hold for more than 30 days
- Aging RFIs at 3 and 7 days
When the Shepherd detects an issue, it sends WhatsApp alerts to Dustin and portal notifications to the relevant roles. You do not need to manage this manually — but you may receive notifications from it. Treat Shepherd alerts as a nudge to check on the flagged project.
Payments Page — Historical Invoices
The Payments page (Reconciliation group in the sidebar) now includes a Historical Invoices — Xero section. This displays 2,286 historical invoices ($2.7M, 2022–2024) from the firm’s previous accounting system. Each row shows invoice number, date, contact, branch, amount, status, and linked project. Use this for:
- Cross-referencing a current project against its prior billing history
- Verifying whether a project was previously invoiced under the old system
- Resolving client questions about historical payments
Analytics Enhancements
The Analytics page now blends three data sources into the pipeline snapshot:
- Supabase — current active projects
- Xero archive — 2022–2024 invoicing (unlinked invoices only — those already in Supabase are excluded to prevent double-counting)
- PMS archive — 7,774 historical projects (non-migrated only)
The pipeline dot chart now shows 7,000+ total projects across all statuses, including Invoiced and Closed. Lifetime revenue combines Mostly + Xero totals. Historical Revenue by Year and Year-over-Year Growth charts are visible on the “All” period.
The Projects page is a searchable, filterable list of every project in the system. Think of it as your master reference. While the specialized queues (Review Queue, Cert Pipeline, Intake) are better for daily workflow, the Projects page is where you go when you need to find a specific project or get an overview.
Searching
- By address: Type part of the street address. The search is fuzzy — it will find partial matches.
- By project ID: If you have the project ID, enter it directly.
- By account: Filter to see all projects for a specific client company.
Filtering & Sorting
- By status: Filter to show only projects in a specific status (e.g., all “Ready for Cert” projects).
- By branch: If you are working on a specific client branch, filter by it.
- By date: Sort by inspection date, creation date, or last modified.
Each project row includes a Pipeline column with a dot-and-line indicator showing its lifecycle stage at a glance (green = done, blue = current, grey = future, amber = on hold). This helps you quickly scan for projects that are further along or stuck early.
When to Use Projects vs. Specialized Queues
| Use Projects Page When... | Use Specialized Queues When... |
|---|---|
| You need to find a specific project | You are working through your daily workflow |
| A client calls about a project and you need context | You are processing intake approvals |
| You want to see all projects for an account | You are drafting certs and invoices |
| You need a broad overview across statuses | You are reviewing schedule change requests |
The Holding Pool
The Holding Pool contains projects that have been placed on hold. This happens when:
- A client requests a pause (they are not ready for the inspection yet)
- A project is waiting for account assignment
- There is a dependency that needs to be resolved before the project can proceed
Projects in the Holding Pool are not forgotten — they still show up in your view — but they are not in the active workflow. Think of it as a parking lot.
Returning a Project to the Schedule
on_hold flag is set)Desk Review
A Desk Review is a post-production, office-based review. Unlike a field review (which requires someone to go on-site), a desk review means you can evaluate the project entirely from the data, photos, and documents available in the portal.
When a project’s intake is marked as post-production stage with desk review type, it follows a streamlined path:
- No field inspection needed — the construction is already complete
- You review the submitted documentation (plans, photos, test results) from your desk
- If everything checks out, proceed directly to cert/invoice drafting
- If data is missing, send an RFI just as you would for any other project
The 45-Day Rule
This is one of the most important system rules to understand. If a project sits for more than 45 days after its last inspection without being certified and delivered, it automatically transfers to the Triage Team.
Why? Because projects that sit too long become problematic — data goes stale, clients get frustrated, and revenue does not get collected. The 45-day rule is the system’s way of escalating stuck projects.
What Happens at 45 Days
Triage Intake vs. Regular Intake
Sometimes triage projects need to be re-submitted. Triage intake is a separate path in the intake system:
- Regular intake: New project, normal flow. Submitted by a scheduler.
- Triage intake: Re-submission of a triage project. May come from the triage team or as a recovery action. Follows the same approval process but is flagged differently so you know its history.
The Tracker Page
The Dashboard and Projects page give you visibility into all projects in triage status. You can see triage counts by branch, days in triage, and current status. Use this to monitor the health of the pipeline and identify patterns (e.g., if one branch consistently has more triage projects, there may be a process issue to address).
When to Create an RFI
Create an RFI any time you need information that is not in the project record. Common situations:
- Missing or unclear photos from the field inspection
- Incomplete test results (PSI readings, torque values)
- Missing drive log data (PSI/torque readings for underground duct projects)
- Permit or plan discrepancies
- SOW quantity mismatches
- Clarification on field notes
Agent RFI vs. Client RFI
Agent RFI (You → Client)
You are requesting information from the client side (scheduler, GOA, or field team).
- You create it
- It is tied to a specific project and SOW line
- The recipient sees it in their portal
- Escalation cadence: Day 1 → Day 3 → Day 5 → Day 7+
- SLA clock pauses while open
Client RFI (Client → You)
The client is requesting information from you.
- Scheduler or assistant creates it
- It appears in your RFI queue
- You respond directly in the portal
- Common questions: cert status, inspection results, billing clarifications
Escalation Process
Escalations are for when normal communication channels are not resolving an issue. Any stakeholder can trigger an escalation on a project. Escalations are accessible from the Action Center → Escalations tab (/actions?tab=escalations).
Before you log off each day, run through this checklist. It takes 5 minutes and prevents things from slipping through the cracks overnight.
| # | Check | Why |
|---|---|---|
| 1 | All drafts acted on — nothing sitting in “My Queue” that is ready to send or queue for review | Unsent drafts add a day to delivery. Send Direct if confident, or Queue for Dustin’s Review. |
| 2 | No stuck projects — check for projects with no status change in 2+ days | A stuck project is a missed deadline. Find out why and take action. |
| 3 | Work Pool status — are there unclaimed items? How many are in your queue for tomorrow? | Gives you a sense of tomorrow’s workload so you can plan accordingly. |
| 4 | Open RFIs — any that were fulfilled today but not yet reviewed? | Fulfilled RFIs restart the SLA clock. Do not let them sit overnight if you can help it. |
| 5 | Needs Another Look — did Dustin return anything for revision this afternoon? | Returned items are high priority. Address them first thing tomorrow if you cannot fix them now. |
| 6 | Intake queue — any new submissions that came in late in the day? | An overnight intake approval means the scheduler can get it on the calendar first thing in the morning. |
There is no standalone Messages page. Conversations live inside each project. Open a project, scroll to the Correspondence section, and the full thread is there alongside the files, certifications, and invoices it refers to. A red dot on a project row or calendar event means there are unread messages.
Getting Started
Look for red dots on the Projects table and Calendar — those are your unread indicators. Click through to the project to read and reply. If a project has no conversation yet, type a message in the compose area and send — a conversation is auto-created. You can also click + new message to choose a type:
- Project — general discussion about the job
- RFI — a conversation that doubles as an RFI
- Review — cert or invoice review discussion
Inline Context
Because the conversation lives on the project detail page, you have immediate access to the project’s address, permit, SOW, pipeline status, files, and Activity timeline. No cross-referencing needed. The Activity section shows a unified timeline of all events: status changes, cert generation, invoice creation, file uploads, site visits, and messages.
Assignments & Team Inbox
Conversations can be assigned to individuals or teams. Three teams exist: Cert Review, Scheduling, and Field Ops. As an admin, you are part of the Cert Review team. Unassigned conversations from your team appear in your team inbox. You can:
- Claim — click an unassigned conversation to take ownership (auto-claim triggers when you start typing)
- Reassign — move a conversation to a different person or team
- Bulk assign — select multiple conversations and assign them at once
Review Queue Conversations
When a cert or invoice is queued for review, the system automatically creates a ‘review’ type conversation on that project. Dustin can approve or request revision directly in the thread. If a revision is requested, the conversation stays open for you to discuss and resolve inline.
RFI Management via Conversation
Any conversation can be flagged as an RFI using the flag rfi action. When you flag a conversation, you set the severity, category, and due date. The RFI escalation chain (Day 1 → 3 → 5 → 7+) works through the live thread — reminders appear as system messages. You can resolve an RFI inline by marking it resolved in the conversation header.
Ask Friday
Inside any conversation, click the ask friday action in the compose bar. Friday reads the full thread plus project context and responds as a visible team participant. As an admin, you get Friday’s Internal voice — full tools, financial data, Opus model. Friday can execute commands: schedule a visit, approve a cert, flag as RFI.
Friday Intelligence Tiers
Friday operates on three intelligence tiers. As admin, you have access to all three:
- Tier 1 — Query Engine: structured data queries against Supabase (
query_data,describe_schema). Friday discovers the schema and queries it without writing SQL. - Tier 2 — SQL + Cross-System: read-only SQL via Supabase RPC, plus Stripe invoice/payment queries and Google Calendar lookups.
- Tier 3 — Write Actions: send certs and invoices (guardrails still apply for admin — $5K+ and flagged counties queue for Dustin’s review), send WhatsApp messages to Dustin or Darius, modify schedules (create/reschedule/cancel visits), flag conversations as RFIs, and render charts.
Friday Visualizations
Ask Friday for a chart, graph, or visual breakdown and it renders directly in the thread. Three rendering tiers:
- Tufte SVG — inline charts (bar, line, pie, donut, gauge, stacked, grouped, area, scatter, sparkline, dot plot). Static, Tufte-styled, no interactivity needed.
- Recharts — interactive React charts (bar, line, area, pie, radar, scatter, composed, treemap, funnel) with tooltips, legends, and animations.
- Sandbox — arbitrary HTML/SVG/JS in a sandboxed iframe. For custom dashboards, infographics, or anything the simple chart types cannot handle. Tufte CSS is pre-injected. Fully isolated (no network access).
All visualizations follow Edward Tufte design principles: no gridlines, muted earth-tone palette, high data-to-ink ratio.
Private Notes
Mark a message as private to hide it from client-facing roles (scheduler, GOA, assistant). Private notes are visible only to owner and admin. Use these for internal discussion about a project without creating noise for the client team.
Workflow Labels & Priority
Apply labels to conversations to organize your queue: intake, scheduling, field, cert, invoice, recon, rfi, review, urgent, follow-up. Each label has a distinct color. Set priority (low / normal / high / urgent) to control sort order. Use the filter bar to narrow by label, priority, status, type, assignee, or date range.
SLA Tracking
Each conversation tracks first response time and resolution time. Indicators show green (within SLA), yellow (approaching), or red (breached) based on priority tier.
Notification Preferences
Click the gear icon in the notification panel to configure your notification channels. You can set per-urgency routing (portal notification, email, WhatsApp, or SMS), email fallback delay for when you are offline, and Do Not Disturb hours. Notifications consolidate within a 2-minute window to avoid spam.
| Term | Definition |
|---|---|
| SOW | Scope of Work. The list of specific inspection items for a project. Each SOW line is a product/service that gets inspected and billed. Example: “Blower Door Test × 1” or “Insulation Inspection × 3 units.” |
| RFI | Request for Information. A formal request for missing data. Can be Agent RFI (you asking the client) or Client RFI (client asking you). Pauses the SLA clock while open. |
| SLA | Service Level Agreement. Our commitment to deliver cert + invoice within 3 business days of final inspection. Tracked automatically. Breaches are reported. |
| Cert Package | The certification document(s) delivered to the client confirming their project meets building code requirements. Generated as PDF. Contains inspection results, compliance data, and certifier information. |
| Drive Log | Field data log recording PSI and torque readings, primarily for underground duct (UND) projects. Source data that feeds into the cert package. |
| PSoW | Project Scope of Work. The specific SOW for an individual project — what is actually being inspected on this job. |
| ABSoW | Account-Branch Scope of Work. The standard SOW template for a client account/branch. Defines what products/services are available. Individual PSoWs are derived from the ABSoW. |
| Cert Status | Tracks the certification stage: Not Started → Draft → Approved. Separate from Project Status. |
| Project Status | Tracks the overall project stage: Intake → Scheduled → In Progress → Field Complete → Ready for Cert → Certified → Invoiced → Closed. See Section 04 for the full list. |
| Branch | A subdivision of a client account. Large builders may have multiple branches (e.g., “Valley Park” and “Mount Pleasant” under the same account). Branch scoping controls who sees what in the portal. |
| Account | A client company. Each account can have one or more branches. Examples: national builders with regional offices. |
| GOA | General Office Admin. The client-side branch manager. Has broader visibility than schedulers. Receives invoices and escalation notifications. |
| Triage | Projects that exceeded the 45-day threshold. Handled by a dedicated triage team to close out. |
| Trip Charge | A fee charged when the field inspector arrives on site but cannot complete the inspection (e.g., site not ready, late cancellation). Tracked and invoiced separately. |
| Confidence Routing | The system that lets you decide whether to send a cert+invoice directly to the client (Send Direct) or queue it for Dustin’s review (Queue for Review). Guardrails auto-route certain items to Dustin regardless. |
| Send Direct | When you are confident in a cert+invoice package, you send it immediately to the client without waiting for owner approval. |
| Queue for Review | When you are not sure about a package, or when guardrails trigger, the item goes to Dustin’s Owner Review Queue for his decision. |
| My Queue | Your personal work list showing all items currently assigned to you — active drafts, in-progress reviews, and items needing your attention. |
| Needs Another Look | Items that Dustin has returned for revision with notes. These are high priority and should be addressed before picking up new work. |
| Owner Review Queue | Dustin’s queue of items you have queued for his review. He can Approve (system sends to client) or Request Revision (returns to your Needs Another Look queue). |
| Guardrails | Automatic rules that require certain items to go through Dustin’s review: invoices $5,000+, Anne Arundel County, Montgomery County, Prince William County projects. |
| Pipeline Indicator | A dot-and-line visual showing a project’s lifecycle stage at a glance. Green = done, blue = current, grey = future, amber = on hold. |
| Pipeline Shepherd | Automated daily scan (7:45 AM ET) that detects stuck projects and sends alerts. Monitors intake, scheduling, validation, drafting, invoicing, payments, holds, and RFI aging. |
| Correspondence | Project-linked conversations that live inline on the project detail page. No standalone Messages page. Red dots on project rows and calendar events indicate unread messages. Conversations can be typed (project/RFI/review), assigned to teams, and labeled. |
| Private Note | A message visible only to owner and admin roles. Hidden from scheduler, GOA, and assistant. Use for internal discussion. |
| Ask Friday | AI assistant available in any chat conversation. Can look up project data, execute commands (schedule, approve, flag), and answer questions using historical data. |
| Notification Router | System that delivers alerts via portal, email, or WhatsApp based on urgency level and user preferences. Consolidates messages within a 2-minute window. |
| Project Timeline | Unified chronological feed on each project detail page showing all events: status changes, messages, cert generation, file uploads, site visits, and holds. |
Portal Access
| Item | Value |
|---|---|
| Your portal URL | unlikely.works |
| Your role | up_admin |
| Login | Credentials provided by Dustin |
Who to Contact
| Situation | Contact | Method |
|---|---|---|
| Not confident in a cert/invoice | Dustin (Owner) | Portal — Queue for Review (Owner Review Queue) |
| Missing field data or photos | Darius (Field Inspector) | Agent RFI via portal |
| Missing permits, plans, or client info | Scheduler (client-side) | Agent RFI via portal |
| Branch-level issue or escalation | GOA (General Office Admin) | Escalation via portal |
| System issue, portal bug, or access problem | Dustin (Owner) | Direct message |
| Triage project questions | Triage Team | Dashboard & Projects page in portal |
Daily Priority Order
- Needs Another Look — items Dustin returned for revision (highest priority)
- Intake approvals (Action Center → Intake tab)
- Schedule change requests (Action Center → Schedule tab, rush flags first)
- Fulfilled RFIs awaiting your review
- Post-production review queue (oldest first / SLA urgency)
- Cert + invoice drafting — Send Direct when confident, Queue for Review when not
- Work pool — claim unclaimed items
Key Thresholds
| Threshold | Value | What Happens |
|---|---|---|
| Cert + invoice SLA | 3 biz days | After final inspection — clock pauses during RFIs |
| Triage transfer | 45 days | Auto-transfer to triage team |
| Rush flag | < 24 hrs | Schedule change with less than 24hr notice — may trigger fee |
| Max escalations | 5 per project | Hard limit on escalation count |
| RFI escalation | Day 1→3→5→7+ | Automatic reminder cadence for Agent RFIs |