From the sales call to Week 1
How members join
The same path for new members and renewing members. The sale happens on a call with the boys. Everything after the sale runs from HubSpot, so the member hears from us within minutes and the team only steps in where a person is needed.
Walk through the system, the Flight Ready promise and the A$3,000 investment. Agree the start Sunday. Capture name, email, mobile and postal address.
Payment confirmed. The deal is marked won in HubSpot with the start Sunday and postal address on the record.
Starts the 28-day sequence from the agreed Sunday, sends the Circle invite, and sends the Journal order to fulfilment.
Within minutes: the welcome video, the four skills, and the links to claim pay.com.au Premium, Gyoza and Everlab.
Take the Check, copy the wheel into the Journal, post "I'm in". Their first draw entry.
Printed Journal on their desk before Week 1, if posted the day they join.
Only if they haven't posted "I'm in": "Tomorrow's your first mission. Got 6 minutes for the Check?"
Sunday 11am on their start date. Then one mission each Sunday for four weeks. Reply FASTER to go quicker.
What the sales call must capture
- Start Sunday. Default is the first Sunday after they pay. They can push it out if they're travelling.
- Postal address for the Journal and the graduation pack.
- Mobile number, with consent to text.
- New or renewing member, so the welcome says the right thing.
What the sales call must say
- It's a system, not a course. Four skills used for every trip after this one.
- The promise: Flight Ready in 28 days if they follow the four missions.
- What they'll know: what their business can earn in points a year by changing nothing but how it pays.
- No live sessions, because you're running a business. One mission a week, about an hour, done in your own time. Need help? Reply HELP to any email or text and our team is here to support you. Lifetime access.
To confirm with TFC: the payment link or tool, the Journal fulfilment partner and delivery time, and who owns the HubSpot enrolment workflow.
The system, stage by stage
Welcome to graduation
Pick a stage. Each one shows the video, where the activity happens, the copy (why, know, do, check), the artefacts to build, the evidence that closes it, and what Grokbot does.
Release and evidence
When does the next mission drop?
V1 is locked: 28 days, one mission a week, the same Sunday email for everyone. Busy owners get a simple four-week rhythm. Anyone who wants to go faster messages us and a person unlocks the next mission. Pick a mode to compare it with what could come later.
Running it
How Grokbot runs Circle and HubSpot
For V1, Grokbot reads and drafts, and a person approves anything a member will see. The same six-step loop runs on every mission post. Once a few cohorts have shown its drafts are right, simple passes can go out automatically.
What the team sees each week
- A Friday digest: who's verified, who's open, who's gone quiet, top questions asked.
- Escalations only: a short list of members who need a call or a reply from a person.
- Draw shortlist: on the first of the month, entries tallied and a random pick ready to approve.
What gets noted on each member's record
- Dream trip, who's going, and when
- Points held, routable spend, points a year
- Enough, or months to ready, and their dip
- Alert set or booked, and the date in the calendar
- Ticks verified, draw entries, graduated date
Plain notes for the team. No field names for anyone to learn.
Guardrails for Grokbot
- Never asks for card numbers, bank details or full screenshots. Payment and booking screenshots go in with amounts and references blurred. If something sensitive is visible, Grokbot hides the post and asks the member to repost.
- Never gives financial advice. Card and fee questions get the guide and a person.
- A person approves every reply, every speedrun unlock, every graduation, the monthly draw winner, and anything to do with Max Miles or a booking.
- Unsure means escalate. If a post doesn't clearly pass or fail, the team decides.
Member requests
One word in, a person on it
Members reply HELP or FASTER to any email or text. They get an instant reply so they know it landed, and a task lands with the person on duty. Every email also carries two buttons that do the same thing, in case a text reply doesn't come back through.
HELP
- Member replies HELP to any email or text, or taps "Need help?" in an email.
- Instant reply: "Got it. One of the team will be in touch within one business day."
- Task created in HubSpot: "HELP: [name], Week [x]", with their last message, assigned to the person on duty.
- Grokbot drafts a suggested answer onto the task.
- A person calls or replies, and closes the task.
FASTER
- Member replies FASTER, or taps "Go faster" in an email.
- Instant reply: "Love it. We'll unlock your next mission today."
- Task created: "Unlock: [name], next is Week [x]".
- Grokbot notes whether last week's proof is posted. It flags, it doesn't block.
- A person clicks once: the next mission email sends and their Circle week opens.
| What the team needs | Why |
|---|---|
| One owner on duty each day | Someone clears the task queue, so no request sits overnight unseen |
| A promise you can keep | Reply within one business day. Say it in the instant reply and stick to it |
| One shared inbox in HubSpot | Text and email replies land in one place, not in someone's personal inbox |
| Two buttons in every email | "Need help?" and "Go faster" link to a two-field form that creates the same task |
To check: HubSpot only sees text replies if the SMS tool passes them back in. If it doesn't, the buttons and the form cover it.
Incentive
One verified post, one entry
Every mission post that passes its evidence check is one entry in that month's draw for a prize from the boys. Six posts across the system means up to six entries.
| Post | Thread | Counts when | Entries |
|---|---|---|---|
| I'm in | Start here | Wheel photo or six scores, plus flattest side | 1 |
| Dream trip | Dream trip | A specific place, who's going, and why | 1 |
| Points a year and first payment | Earn it | A points a year figure and a blurred pay.com.au payment screenshot | 1 |
| Where I'm at | Stack it | Needs, holds, earns a year, and enough or months to go | 1 |
| Flight Ready moment | Flight Ready | Booked, or alert set with a ready month, plus a blurred screenshot | 1 |
| Graduate | Graduates | All seven ticks verified | 1 |
Monthly rhythm
- First of the month, Grokbot tallies verified entries from last month.
- It picks one at random and sends the shortlist to the boys.
- The boys approve and post the winner in Circle.
Where members hear about it
- The Welcome email and page
- Every Sunday email, in the last line
- Grokbot's reply to each verified post: "That's your entry for [month]."
- A pinned Circle post naming each month's winner
Prize to confirm with TFC.
What to build
Every artefact, in one list
Digital worksheets do the maths. The Journal is where members think it through. Guides stay as one-page PDFs.
| Artefact | Stage | Type | Where | What it does |
|---|
Full copy, messages and build notes live in the seven Claude Docs: the master build doc, Welcome, Weeks 1 to 4, and Graduation and what's next.