Wedding season

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Bride Board Data sheet (D-099) · read every 45 seconds

How this works

Where it's stored (D-099): every lead, bride, estimate, hour, venue, vendor and setting on this board lives in the Bride Board Data sheet in Drive (07 Operations), health warnings included: one tab per kind, one row per record. The board reads it when it opens and about every 45 seconds, and each change saves there within a few seconds with no extra tap. The line under the doc links says when it last read and whether anything is still saving. Change records on the board rather than in the sheet; Delete for good blanks her row and marks it Deleted. The board needs Google Sheets connected in claude.ai with a Google account that can open the First Look Fit shared drive.

Roster sections (D-095): the board opens on the Roster, split in three. Potential consults holds new inquiries and booked consults (booked first, then newest). Meetings held holds brides who've had the consult and are deciding, oldest first so follow-ups don't slip; tap Consult held on her card after the consult. New consult emails add themselves (D-096, D-099): label a bride's email Potential consult in Gmail on owner@ (Cal.com bookings come in on their own), and within about 10 minutes the owner@ script puts her in the Bride Board Data sheet, matched to her card by email, booking or name, or as a new lead, with nobody opening the board. A Cal.com reschedule moves her consult time, and a cancellation sets her back to Inquiry. Anything the script couldn't place still shows at the top under New from email to add with one tap. The same script (D-097) also files emails labeled Estimate into Vendor Estimates and adds each to her card when the subject names her (otherwise it waits under Needs attention for you to pick her); DocuSeal 'completed' emails show as Agreement signed (Mark signed clears AG-14); Google Voice missed calls and voicemails show as number and time only; emails labeled Receipt go to the Business Expenses sheet for the CPA. Anything that lands in owner@'s Spam shows here as a sender name, so nothing waits unseen.

Manage (D-098): each card ends with Manage. Make her link creates her private Ask Dre chat link (answers come from the Bride Chat Knowledge doc in 04 Client Documents; nothing she types is saved); Turn off kills it. Archive moves her to Closed and keeps everything. Delete for good removes her card and records here, and the owner@ script removes her email rows, her intake and check-in answers (sheets and forms) and moves her estimate files to Drive Trash, then reports back here. Locked in holds brides whose deposit is paid, by wedding date. Finished, didn't-book and refunded brides sit in Closed at the bottom.

What counts as an outside deposit: a paid, unrefunded deposit from someone outside your inner circle (family, close friends, coworkers). There's no kill line or deadline (D-025); the count is the evidence, and you two decide when demand is proven.

How dates work: enter the wedding date, her salon and the final-alterations date if she knows it (2 weeks before the wedding if blank). Most salons book the final fitting only once alterations start, 8 to 12 weeks out, so the date stays provisional until you tick "Salon has booked her final fitting"; from 2 weeks before her core starts, a provisional date shows amber (PG-18). Her core runs from her first core session to final alterations, 4 to 20 weeks, and shows as an N-week core (D-148, PG-02, IN-PRO). Enter First core session with Edit once it's booked, since the intake or a doctor's okay can push it back (D-147, Change 4); until then the board estimates it as 3 days after sign-up and labels her quote estimated. 12 weeks is the standard price; any other length is priced at the weekly rate, $96 hybrid or $50 online, rounded to the nearest $5. Under 4 weeks she pays the 4-week minimum and it's flagged (PG-03). A bride more than 20 weeks out is quoted at 20 weeks with a note to add her to the countdown emails and book her once she's within 20 weeks (PG-01). Coordination starts 10 weeks out for day-of and elopement, up to 6 months out for partial planning, and at booking for full-service.

Crossover checks: two day-of brides on the same date (red, one wedding a day), day-of weddings on the same weekend or back to back (amber, the rehearsal collides), and two or more brides at final alterations in the same week (amber).

Program and price: on her card, pick fitness (hybrid or online, and where hybrid sessions happen), coordination (elopement, day-of, partial or full-service) or both, then paying in full. The board prices it from the Program Guide (D-020, D-038, D-039, D-058) and lists every payment with its date. A bundle is 10% off both. A free bridal-party session happens only when both owners have offered it (D-146). For a bundle paid in full, tick both "paid in full" boxes when it arrives.

Agreed price and terms (D-146): terms for the first brides are set case by case. When you both agree a deal, open her card, tap Edit and fill in Agreed price and terms: the agreed total and a short note. That total replaces the standard quote in her payments (the $50 deposit and the due dates stay; the rest is spread over the same payments), the board totals and the message templates, and an Agreed price pill shows on her card. Clear the price to go back to the standard quote.

Payments: the coaching balance comes in 3 equal installments at the first core session and a third and two-thirds of the way through her core, rounded to the nearest week (weeks 5 and 9 of a 12-week core), charged to her saved card (D-024, D-041, D-148), or all at the first session for about 5% off; tick "Coaching paid in full" and no installments show as due (D-038). Every coordination tier takes 25% at booking, then 3 equal payments, the last one a month before the wedding (D-040, D-058); the board spaces the first two evenly until their dates are set. Tick "Coordination paid in full" when she pays it all at booking. Affirm and Klarna show at every Stripe checkout and pay the business in full up front, but they only work for one-time payments (the deposit or a paid-in-full balance), never autopay installments (D-074).

Stripe (D-065, D-137, D-139): live since Nov 2, 2026. Copy a bride's deposit link from her card; it carries her board ID, so the Stripe feed in the owner@ script (every 10 minutes once it's switched on) matches her payments, and her later payments match through the same Stripe customer. A payment from Stripe ticks itself and shows a Stripe mark; hand ticks still work for cash or checks. A paid deposit shows on her card and waits for one tap on Mark Active bride; it never makes her Active on its own (D-139). Bank payments tick once Stripe confirms them (2–14 days). A payment the board can't place shows under Needs attention for you to match, a failed autopay shows on her card, and a refund shows as Refunded on Stripe. Refunds themselves are issued in Stripe's dashboard.

Check-ins and schedule: brides send the Wednesday check-in through the First Look Fit Weekly Check-in Form (the Check-in Form chip has the bride link), and the answers land in the Check-in answers sheet, which only the two owners can open (D-076). The board reads that sheet each time it opens (and again when you come back to it after 5 minutes), so a check-in shows on her card the moment you open the board; nothing from the answers is saved on the board. A check-in whose name doesn’t match a bride shows under Needs attention so you can link it once. The board sets the check-in rules it can calculate (CK-01 to CK-06, CK-08, CK-10, CK-11, CK-13, CK-14), suggests the judgment calls (CK-07 pain getting worse, CK-09 underfueling) for Dre to confirm or dismiss, and marks each bride in her core On track, Behind or Off. Off means two missed check-ins, two low weeks or losing faster than 1% a week; Behind means one missed check-in, a low week, losing over 0.5% a week in the last 4 core weeks, or a payment overdue. Alerts go to the Alerts tab of the Action Items sheet in the First Look Fit shared drive.

Phase 3 tripwires (Triple Stack Phase 3, proposals until both owners agree, Action Items #88): a full-service bride's final 8 weeks also turn red against any other coordination wedding's (TW-1). Full-service hours are checked against the 250-hour pace, about 45 by week 8, 130 by month 6 and 190 by W−8, and 14 days with nothing logged is flagged (TW-2). From 10 weeks out, each booked coordination card shows a W−8 staffing check, amber from W−8 and red from W−4 (TW-3). A banner shows when the owner@ mail script hasn't run in 30 minutes (TW-4), or when anyone besides owner@, Joshua and Dre can open the shared drive or the health sheets (TW-5, D-100).

Capacity guardrails (Triple Stack Phase 2, D-090 to D-092): two full-service brides whose final 8 weeks overlap turn red, and so do two coordination weddings on the same weekend (G-02, provisional until Dre agrees). A lead who would cause either shows red before she books. Every coordination bride gets a five-item booking-day check on her card (G-06): guest count and assistant, the backup’s date, Joshua’s calendar, Dre’s shifts and the venue’s rules. Full-service hours past 200 show a note and past 250 ask for a price review (G-03). Start intake call asks which salon or seamstress she’s using (G-05) and her dress neckline, which shows on her card with the upper-body focus it sets (#90, D-102). Her intake form asks it too: until you save one, her card shows her form answer, marked “from her form”.

Venues (VN rules): for a day-of or bundle bride, enter her venue, city and state. Each venue's requirements (certificate of insurance naming the venue, an approved-vendor list, a permit for public land, and any house rule) are recorded once in the shared venue list, and every bride at that venue inherits them. A requirement shows as a warning on her card until it's ticked done for her wedding; a permit still open within 60 days of the wedding turns red. A venue nobody has checked yet, a wedding outside NC, and one outside the free 40-mile, 45-minute travel radius (D-040) are flagged too.

Flags: tap a flag in her record (or in the roster's Flags column) to act on it. Resolve hides it until its details change, such as a new date, number or check-in; a flag from her forms is cleared the same as Clear under Warnings. Update adds a note under the flag for both of you, and the flag stays. Snooze hides it until tomorrow, for 3 days or for a week. A fix button appears where there is one, such as Mark her Active bride, Turn weigh-ins off or Log the call. Send to Action Items adds a row to the Full list; health flags go in without the health details. Her Activity tab lists every flag you acted on, with Reopen. Click an open bride again to close her record.

Messages: each card has Messages and documents. Pick a suggested template or any one from the list, and her name, dates and prices fill in. Anything still in {braces} or [brackets] is yours to fill or delete, then Copy or Email hands it to you to send; nothing sends from the board. The templates load live from the Message templates doc when Google Docs is connected, so Dre's edits show up on their own; otherwise the board uses its Oct 30 copy.

Hours: log Dre's and Joshua's time on each bride's card (Log time). Her totals sit against the Program Guide's estimates: hybrid about 24 hours, online about 11, day-of 30 to 45, partial 55 to 65 and full-service 150 to 250. Coordination past the top of its range turns amber so the price gets a second look, and a partial bride's planning help past 20 hours sets PG-13 for you. The real minutes replace the estimates (Phase 1 report, A-02 and A-13).

Vendors and event details: for a coordination bride, add her partner's name, guest count, venue address, ceremony time, reception end and rain plan with Edit, then add each vendor she books. Pick the type and the vendor from the list (Dre's preferred vendors come first, marked with a star), or type one in. Each vendor gets four ready messages: event details when booked, then confirmations at 4 weeks, 2 weeks (attach the timeline) and 48 hours. Open one, then Copy it for a text or tap Email to open your mail app with it filled in; a person always sends it. Mark it sent and its due flag clears. Over 90 guests sets the assistant flag (PG-12) by itself. Enter her wedding budget from the consult and each vendor's cost (Edit on the vendor): the card shows vendor costs against her budget, amber at 90% and red past 100%. Her full budget, including attire and rings, lives in the Budget Tracker sheet in the Full-Service Kit. Vendor messages never include health details.

Estimates: on a coordination bride's card, Add an estimate, then drop in a PDF or a screenshot of a text, or paste an email's text. Save to Drive files it in the Vendor Estimates folder in the shared drive (03 Coordination) as bride, vendor and date, through your Google Drive connector (the board asks to use it the first time), and links it here. Use as cost copies the amount onto that vendor for the budget check. Once the estimate bot is switched on, estimates emailed to the business arrive here by themselves, marked New until someone reviews them.

Messages: when a warning needs a message to the bride, its note names the template: T-29 for a failed payment, T-30 for a postponement, pause or cancellation, and T-31 for a referral thank-you (Message templates, MT-17 to MT-19). The PDFs she gets (welcome packet, busy-week plan, plan at a glance, questions brides ask, progress card, hold-steady guide) are in the Client PDFs folder in Dre's ivory design; fill in the {blanks} for each bride until the Messages panel exists (D-078).

Sessions (D-077): hybrid brides book and move their weekly sessions through the Session link, a hidden Cal.com page Dre texts once the agreement is signed. It offers her coaching days (Wednesday to Sunday, plus 5 to 7 AM Monday and Tuesday), needs 24 hours' notice and keeps 30 minutes of travel time around each session.

Warnings (D-044): every form ends with an if-then section, and each rule has an ID: IN for the intake screen, AG for the coaching agreement, CK for the weekly check-in, PS for Program Standards, NU for the Nutrition Approach and PG for the Program Guide (D-061). Tick the rules a bride triggers under Warnings on her card, or tap Start intake call on her intake call after her $50 deposit (D-129): it walks Dre through the intake screen and ticks every rule her answers set off in one save. It puts the rules, her goal and her dates on her card, makes her Drive folder if she has none, and files a full copy of her answers there as a Google Doc in 01 Agreement and intake (owners-only shared drive, D-099, D-123). When she has filled in the intake form (it goes to her after her $50 deposit), Start intake call finds her form on its own (or asks which one is hers), then walks one question per screen with her answers filled in: a green From her form tag on what she answered, an amber She left this blank tag on what she skipped. Still to ask lists the blanks, the follow-ups and the special cases (a yes that needs detail, pregnancy, the eating questions, a missing signature), each one tap away, and Save takes you to anything still required (v53, Nov 1, 2026). New forms show under Needs attention when the board opens: match each one to her card, or start a new lead from it. Only her name, wedding date and the time she sent it reach the board until Dre loads her answers. Red means stop until it's cleared, amber means watch or act, and info is a note. Clearing a red rule that has a follow-on ("Clearance received") adds the follow-on for you, and every set and clear records who and when. Some warnings set themselves: partial planning or full-service without a core (PG-19), a final-alterations date the salon hasn't booked (PG-18), over 90 guests (PG-12), planning help past 20 hours (PG-13), coordination hours past the estimate, vendor messages due, a core other than 12 weeks (PG-02), over 20 weeks out (PG-01), a core under the 4-week minimum (PG-03), in-home sessions (PG-05), overdue payments, weigh-ins ticked on a screen that isn't clean (D-043), the final-weeks tier and the last 4 core weeks from her dates (PS-02, PS-03), progress cards due at weeks 4, 8 and 12, then every 4 weeks on a longer core (PS-05), steps under 7,000 (PS-06), and losing over 0.5% a week in the last 4 core weeks (NU-03). Weight flat for 2 to 3 weeks after week one is suggested as a stall (NU-04) for Dre to confirm or dismiss. A bride interested in coordination joins the date checks.