PrePitched Network (PPN)

Go-Live Checklist
& Roadmap

Internal Live: 2 April 2026 Public Launch: Mid April 2026 Today: 23 March 2026 Layered build strategy applied
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01

Visual Roadmap

Layered build strategy
Three-layer strategy: Layer 1 (structural core) is non-negotiable and built first. Layer 2 items are stubbed in Airtable now but automated later. Layer 3 is deferred entirely until there is a proven use case. This gets PPN operational by 2 April while keeping build scope tight and risk low.
Airtable
Tally Forms
Make
Gmail
Softr
WhatsApp
Wk 1 · 21–27 Mar
Foundation
Wk 2 · 28 Mar–3 Apr
Forms + Core
Wk 3 · 4–10 Apr
Automation
Wk 4 · 11–17 Apr
Launch
Full schema build
all 10 tables + views
Stub: Reviews
Activity_Log
Stub: Subscriptions
Score fields
Event Request
+ Supplier Onboarding
Payment Confirm
+ Honesty Loop
Post-Event
Survey
Outcode link
Dedup check
New event notify
Match Engine
ITQ emails
CC alias detect
Payment schedules
Honesty Loop
Satisfaction survey
confirm@ alias
+ OAuth setup
All 14 email templates — active from Wk 2
Phase X — Supplier dashboard
Phase X — Organiser portal
Phase X — WhatsApp Business API + SMS fallback
★ 2 Apr
Internal Live
🚀 Mid Apr
Public Launch
Layer 1 — Build now
Layer 2 — Stub now, automate after live
Layer 3 — Defer entirely (Phase X)
Milestone
Early Event form opportunity: The Event Request form can go live as soon as Tally is configured and Airtable exists — even before the Match Engine is built. Submissions write to Airtable via Tally webhook. Lou & Katie work the queue manually until automation is ready. This could mean real leads arriving from around 28 March.
02

Go-Live Checklist

Click to mark complete

Phase X items are shown for reference but are not included in the progress count.

Now — 27 Mar
Phase 0 — Decisions & Setup
Pre-build
▶
Design & Branding
Confirm Tally white-label settings
Logo, primary colour, custom domain if applicable. Seamless theme used as placeholder until PPN brand is ready.
Tally
Agree remaining open design decisions
Supplier threshold before Event form goes public. Score suppression logic. Ops runbook owner.
Design
Accounts & Access
Create Airtable workspace & base — Pro plan
$24/mo. Invite Lou, Katie, Seamless as collaborators.
Airtable
Create Make.com account — Core plan
$9/mo. Covers all Phase 1–2 scenarios. Connect to Airtable.
Make
Set up [email protected] Gmail alias
Suppliers CC this when quoting. Forward to Lou's inbox. Connect to Make via OAuth.
Gmail
Generate Airtable Personal Access Token
Scopes: schema.bases:read/write, data.records:read/write. Store securely — never expose client-side.
Airtable
Connect Airtable MCP to Claude
Settings → Connectors. Enables direct schema build from this conversation.
Airtable
Connect Make MCP to Claude
Settings → Connectors. Enables scenario building from this conversation.
Make
Connect Tally MCP to Claude
Settings → Connectors via OAuth. Enables form building from this conversation.
Tally
Legal & Compliance
Draft Privacy Policy for PPN
Must cover data collected, sharing with suppliers, retention, right to deletion. Required before any form goes public. Use Iubenda or Termly for speed.
Legal
Draft Supplier Terms of Service
Commission rate, payment terms, referral rules, dispute process. Linked from quote confirmation email.
Legal
GDPR consent wording for both forms
Explicit opt-in for data sharing with suppliers. ICO registration check.
Legal
Create PPN House supplier record in Airtable
Default Referred_By_Supplier. Commission formulas depend on this existing before any Quote records are created.
Airtable
21–25 Mar
Phase 1 — Airtable Schema
Layer 1 + 2 stubs
▶
Reference data (build first — no dependencies)
Create [Ref] Outcodes table
Fields: Outcode (PK), Latitude, Longitude, Town, Region, Country.
Airtable
Import Outcodes CSV (2,857 rows)
From Gibbs/uk-postcodes GitHub. Map: postcode→Outcode, latitude, longitude, town, region, country. Ignore eastings/northings.
Airtable
Layer 1 — Core tables (structural skeleton)
Build Suppliers table — all fields
Coverage, stock (glamping + marquee), payment structures (Std + Late), comms preference, score formula fields, Outcode FK.
Airtable
Build Contacts table
First_Name, Last_Name, Email, Role, Portal_Role, Portal_Enabled, Supplier FK. Softr user directory — needed structurally even before portal exists.
Airtable
Build Events table — all fields
Duplicate_Check_Key formula, Structure_Category, Outcode FK, Referred_By_Supplier FK, Quote_Tier, Max_Quotes_Allowed.
Airtable
Build Quotes table — full commission formula stack
CC_Reference_Code, Is_Late_Request, all commission formulas (10%/2%/4%/4%), Honesty_Loop_Stage, Supplier_ID lookup.
Airtable
Build Payment_Schedules table
All per-tranche commission formulas. Supplier_ID lookup for future Softr filtering. Due_Date field for Honesty Loop scheduling.
Airtable
Build Referrals table
Referring_Supplier, Referred_Event, Resulting_Quote FKs. Applied_To_Subscription flag. PPN House as default.
Airtable
Layer 2 — Stub tables (create now, populate/automate later)
Create Reviews table — structure only
All fields built. Lou/Katie enter reviews manually until satisfaction survey scenario is live (Wk 4).
Airtable
Create Activity_Log table — structure only
All fields built. Make writes to it from Wk 3 onwards. Empty at launch.
Airtable
Create Subscriptions table — structure only
All fields built. First invoices done manually by Lou at first billing cycle.
Airtable
Views
Create Supplier Hub view
Active suppliers, grouped by Subscription_Status, sorted by Supplier_Score.
Airtable
Create Open Events view
Filter: Status ≠ Cancelled/Completed. Grouped by Status.
Airtable
Create Commission Tracker view
Quotes where Did_It_Happen = Yes and Commission_Paid = FALSE. Sorted by Event_End_Date.
Airtable
Create Honesty Loop Queue view
Quotes where Honesty_Loop_Stage ≠ Resolved/Voided and Event_End_Date is past.
Airtable
Create Duplicate Flags view
Events where Duplicate_Flag = TRUE and Dedup_Reviewed = FALSE.
Airtable
24–28 Mar
Phase 2 — Tally Forms
Layer 1 + 2
▶
Layer 1 — Launch-critical forms
Build Event Request form — all three paths
Glamping, Marquee, Both. Based on validated mockup. Connect webhook to Airtable Events table. Test end-to-end.
Tally
Build Supplier Onboarding form — Glamping path
Tent types (tag input), sizes, min contract, beds, decor, payment structures (Std + Late), coverage, event types served/excluded, WhatsApp opt-in checkbox (future-ready).
Tally
Build Supplier Onboarding form — Marquee path
Structure types, max capacity, payment structures, coverage, event types.
Tally
Connect Supplier form — create Supplier + Contact records
Map form fields to Suppliers table. Create linked Contact record for primary contact (First_Name, Last_Name, Email).
Tally
Layer 2 — Build in Wk 3–4
Build Payment Structure Confirmation form
Pre-filled with supplier defaults. Sent by Make at quote acceptance. Supplier confirms or overrides structure.
Tally
Build Honesty Loop response form
Did it happen? Yes/No. Final agreed price (pre-filled with Quote_Amount). Short and single-purpose.
Tally
Build Post-Event Satisfaction Survey
Rating 1–5, Would Recommend, Review Text, Consent to Publish. Writes to Reviews table on submission.
Tally
25 Mar–10 Apr
Phase 3 — Make Automations
Layer 1 + 2
▶
Infrastructure (Wk 1)
Create Data Store — action_base_url
Single variable for email CTA URLs. Set to Tally form links now. Update to Softr in Phase X — zero code change required.
Make
Connect Gmail to Make via OAuth
Use [email protected] as sender. Test a send. Confirm confirm@ alias is watchable.
Make
Layer 1 — Core scenarios (Wk 2, critical path)
Scenario 1: Outcode → [Ref] Outcodes linking
Trigger: new/updated Supplier or Event. Search Outcodes table, write linked record ID back. Runs once on creation.
Make
Scenario 2: Duplicate Event check
Trigger: new Event. Search for matching Duplicate_Check_Key. Set Duplicate_Flag and notify Lou/Katie if found.
Make
Scenario 3: New Event → internal notification
Email to Lou/Katie with event summary immediately on new Event record creation.
Make
Layer 1 — Match Engine (Wk 3)
Scenario 4: Match Engine
Query active suppliers. Apply coverage type, event type, capacity filters. Run Haversine distance. Write top matches to Event.Matched_Suppliers.
Make
Scenario 5: Invitation to Quote email sequence
Personalised ITQ to each matched supplier with CC_Reference_Code, event details, 72hr deadline.
Make
Scenario 6: CC alias email detector
Watch confirm@ inbox. Parse PPN- code from subject. Update Quote status to Submitted. Write Activity_Log entry.
Make
Layer 2 — Post-acceptance scenarios (Wk 3–4)
Scenario 7: Quote accepted → payment schedule
Send payment structure confirmation Tally form (pre-filled). Create Payment_Schedule records from response.
Make
Scenario 8: Honesty Loop daily scheduler
Daily check. Advance Honesty_Loop_Stage. Send chaser emails at +48hr, +5d, +10d. Escalate at +14d to organiser + internal.
Make
Scenario 9: Post-event satisfaction survey
Fires +2 days after Did_It_Happen = Yes. Sends Tally survey to organiser. Creates Review record on response.
Make
Scenario 10: Activity_Log writer
Writes a Log entry on: new match, ITQ sent, quote submitted, accepted, commission due. Feeds Softr notification feed in Phase X.
Make
Error handling (all scenarios)
Enable Make error notifications by email
Settings → Notifications. Failed scenario runs alert Lou/Katie immediately. Establish daily 5-min log check routine.
Make
28 Mar–2 Apr
Phase 4 — Testing & UAT
Quality
▶
Data integrity
Commission formula audit — all 3 payment scenarios
Full Upfront, Deposit+Balance, Three-Stage. With and without referral. Verify every formula field.
Test
Outcode extraction — edge cases
GL7 2BX→GL7, SW1A 2AA→SW1A, B1 1BB→B1, no space entered→fallback.
Test
Outcode linking — verify lat/long populates
Create test Supplier with GL7 postcode. Confirm Latitude/Longitude fields appear via Make.
Test
Duplicate_Check_Key — collision and non-collision
Same company + outcode + month → flag fires. Same company + different month → no flag.
Test
PPN House — confirm no-referral commission split
Quote with Referred_By = PPN House. Confirm Referral_Supplier_Share = 0, PPN_Net = 8%.
Test
Lookup chain depth — all rollups populate
Confirm Payment_Schedules.Supplier_ID (two hops) works. Check any three-hop chains.
Test
End-to-end flows
Full glamping enquiry — end to end
Tally submit → Airtable record → Outcode link → Match Engine → ITQ emails → CC quote → status update → acceptance → Honesty Loop.
Test
Full marquee enquiry — end to end
Same flow with marquee-specific fields. Confirm only marquee suppliers are matched.
Test
Referral scenario — end to end
Supplier submits a referred event. Referral record created. Commission split correct. Credit applies to subscription.
Test
Late request scenario
Event within supplier's Late_Threshold_Days. Is_Late_Request = TRUE. Late payment structure offered at acceptance.
Test
Honesty Loop — full 5-stage escalation
Manually advance loop stages. Confirm each email fires to correct recipient at correct stage.
Test
Volume & performance
Load 50+ synthetic Supplier records via CSV import
All views open under 3 seconds. No formula errors. Supplier Hub view sorts correctly by score.
Test
Trigger 10 automation runs in quick succession
Simulate a busy day. No dropped, skipped, or duplicated scenario runs.
Test
UAT with Lou & Katie
Airtable walk-through — internal workflow
Lou & Katie navigate independently. Record unclear fields, missing views, actions they can't find.
Test
Tally form walk-through — as an organiser
Complete Event Request end-to-end. Confirm submission appears correctly in Airtable.
Test
Tally form walk-through — as a supplier
Complete Supplier Onboarding. Record created, Contacts linked, Outcode populated.
Test
Document UAT feedback — blockers vs enhancements
Blockers must be fixed before public launch. Enhancements go on the Phase X backlog.
Test
11–17 Apr
Phase 5 — Public Launch
Go-live
▶
Pre-launch sign-off
All UAT blockers resolved
No open issues that prevent correct end-to-end operation.
Test
Privacy Policy published at a live URL
Linked from both Tally forms. Must be a real URL before any form goes public — not a draft.
Legal
Supplier Terms of Service published
Linked from quote confirmation email.
Legal
Tally forms set to Published (not Draft)
Both forms return valid URLs and render correctly on mobile.
Tally
All 14 email templates signed off by Lou
Correct tone, accurate data injection, correct action URLs (pointing to Tally forms at this stage).
Gmail
All Make scenarios set to Active
Inactive scenarios fail silently. Confirm every scenario is turned on before launch day.
Make
Confirm Make Core plan covers volume
10,000 ops/month. Estimate monthly scenario runs. Upgrade to Pro ($16/mo) if close to limit.
Make
Launch day
Monitor first live Supplier submission end-to-end
Lou or Katie walks the first real submission through. All fields write correctly. Contacts record created.
Test
Monitor first live Event submission end-to-end
Outcode links, Duplicate check, internal notification received. Match Engine runs successfully.
Test
Establish daily 5-min Make log check routine
Check for failed runs every morning. Resolve before they compound. Set up email alerts for failures.
Make
Create Phase X backlog (Airtable table or Notion)
Single place to capture enhancement requests from Lou, Katie, and early users. Review monthly.
Design
Post-launch
Phase X — Deferred Features
Layer 3 · not counted
▶
Communications
WhatsApp Business API — register dedicated number
Requires Meta Business verification (allow 1–2 weeks when ready). Decide: existing PrePitched number or new PPN number.
Phase X
Make — WhatsApp notification module
Add WhatsApp send step after every email trigger. Comms_Preference field controls routing. SMS fallback via Twilio.
Phase X
Portal
Softr — Supplier dashboard
Quotes, referrals, commission history, activity feed. Contacts table is the Softr user directory — already built and ready.
Phase X
Softr — Organiser portal
For repeat/multi-event organisers. Enable Portal_Enabled on Events Contacts when triggered.
Phase X
Update action_base_url Data Store → Softr URLs
Single variable change. All 14 email CTAs update simultaneously. No scenario rebuilding needed.
Phase X
Scoring & Incentives
Activate Supplier_Score — surface in views and Softr
Fields already built from Phase 1. Enable once minimum 3 reviews per supplier exist (~Month 2–3).
Phase X
Score-based subscription discounts
Score ≥ 85 → 10% off monthly fee. Add Score_Discount_Pct formula to Subscriptions table.
Phase X
Match priority by Supplier_Score
Make Match Engine sorts matched suppliers by score before sending ITQs. Top scorers get first pick.
Phase X
Ops
Write internal ops runbook
How to: manually process an enquiry if Make fails, check Honesty Loop queue, apply referral credits, handle commission disputes. Essential before Katie's maternity leave (Aug 2026).
Phase X
03

Testing Protocols

Industry standard
Focus area for PPN: Data integrity and automation reliability, not load testing. The real risk is silent failures — a scenario that doesn't fire, a formula that calculates incorrectly — discovered only when a supplier complains. Test the edges, not the middle.
Smoke Test

Run immediately after every build session. One test record through each form, confirm it appears in Airtable with correct values. Takes 10 minutes. Do it every time.

Regression Test

Run after any schema change. Re-run the end-to-end flow to confirm existing automations still work. Adding a new field can break a Make module that references a fixed field index.

UAT

Lou & Katie use the system as real users — no guidance, no prompts — and note anything confusing, missing, or broken. 2 April internal live week. Budget 2 hours. Record feedback formally.

Boundary Test

Test edge cases: supplier with no postcode, event with identical duplicate key, quote with no referral, Honesty Loop for a cancelled event. Systems break at boundaries, not in the middle.

04

Risk Register

Flagged items in amber
RiskLikelihoodImpactMitigation
Privacy Policy not ready by public launch
Forms legally cannot go public without it		HighBlockerStart drafting this week. Use Iubenda or Termly for speed — customise later.
Katie maternity leave (Aug 2026)
Key operational knowledge leaving the business		CertainMediumWrite ops runbook before August. Airtable views should be self-explanatory for a new operator.
Supplier non-compliance with Honesty Loop
Commission goes uncollected silently		MediumMediumEscalation ladder designed. Monitor Honesty Loop Queue view weekly.
Airtable API key exposed client-side
Tag suggestion fetch uses client-side JS in form mockup		MediumHighProxy via Make webhook. Form calls Make, Make calls Airtable. API key stays server-side.
Chicken & egg — insufficient suppliers at launch
Events submit with no one to match		MediumMediumOpen Supplier onboarding first. Set a minimum threshold (10–15) before Event form goes public.
Make scenario silent failure
Email not sent, record not updated — no alert		MediumMediumEnable Make error alerts by email. Daily 5-min log check from day one.
Tally / Airtable field mismatch after schema change
Webhook mappings break silently		LowMediumFinalise Airtable schema before building Tally forms. Any post-build addition requires re-checking webhook map.
05

Outstanding Design Decisions

Resolve before build
These must be resolved before Tally forms and public-facing output can be finalised. They do not block the Airtable schema build, which can start immediately.
PPN Brand Colours & Logo
Seamless theme is the current placeholder. Tally white-label and Softr portal need real brand colours, logo, and font. When available: provide hex codes + logo file. Forms and portal will be updated in one session.
Minimum Supplier Threshold Before Event Form Goes Public
How many active, onboarded suppliers are needed before the Event Request form opens? Recommended: 10–15 covering a spread of UK regions. Prevents organisers submitting with no one to match — which damages trust on first contact.
Supplier Score — Suppression Until Data Exists
Score fields are built from Phase 1 so data accumulates. Confirm: suppress score from any supplier-facing view until a minimum of 3 reviews per supplier exist (approximately Month 2–3).
Ops Runbook — Owner & Timeline
A short internal document covering how to manually handle enquiries if Make fails, how to check the Honesty Loop queue, how to apply referral credits, and what to do if a supplier disputes a commission. Must exist before Katie's maternity leave in August 2026. Who writes the first draft?