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Kelley · July 15, 2026
This week is about buying your time back. Send the accountant the message that gets the errors fixed without turning it into a fight, and lean on your new recurring-tasks board and course extraction so the busywork stops living in your head.
This week's focus
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This Week
Tap the circle when a step is done. Anything you need for a step is folded underneath it.
Next up
Send the accountant the follow-up and discrepancy message, folded below.
It follows up on the missing credit-card categorizations and raises the sales-tax and distribution errors from a place of curiosity, with a pleasantry up front.
Hi [Name],
Thanks for sending the categorizations over. I wanted to follow up on the email I sent last Thursday, since I'm not sure it came through on your end. I'd asked for the categorizations on our two beauty-supply store credit cards and sent over the year-to-date statements for both, since I wasn't able to add you as an administrator on those accounts. One of them is the card we replaced after the fraud alert back in March. Whenever you get a chance, could you confirm you got that and pull those categorizations together?
While I was going through what you sent, a couple of things stood out that I wanted to ask about, and I want to check whether something got sent over wrong on our end first.
The quarterly sales tax payments to the state of New Jersey are showing as income. Those are payments going out, not money coming in, so I wanted to understand how they landed as income. Did we send something over that made those look like deposits, or is it something in how the accounts are set up?
There are also several charges categorized as shareholder distributions to Nikki that don't look right, including credit card payments to one of our cards, and a few of them weren't tied to a name at all. That would make Nikki's income look a lot higher than it actually is. Was there something on our end that made those hard to identify, or a labeling issue we can fix together?
I'd love to get these cleaned up so everything's accurate going forward. Would it be easier to hop on a quick call about it, or should I just send the specific items over by email? Whatever's easiest for you. I just want to make sure we're giving you everything you need in the way you need it.
Thanks so much.
Next up
Let Jen's course extraction finish, then run course-extract on the Wealthy Practitioner course.
Both go into reference files you can pull from any time, so you stop transcribing on Otter by hand.
Next up
Update the quarterly stylist dashboards by running the reports through Claude.
Use the Chrome extension we set up if the Phorest connector can't reach the old reports you're grandfathered into.
Next up
Review the wedding SOP dashboard I'm sending and turn it into an artifact for Ashley.
Upload the HTML and tell Claude to turn it into an artifact, so Ashley has it live in her side panel whenever she needs it.
Next up
Get the new acknowledgment forms signed by the whole team.
Ashley's printing them now. This locks in the revised contract across everyone.
Week's clear. Nice work. 💪
What We Decided
The why behind this week. Tap any line for the full picture.
You revised the onboarding contract and Ashley is printing the new acknowledgment forms for everyone to sign. That closes out the contract clarity work from last week.
The categorizations came back with real errors: quarterly New Jersey sales tax payments logged as income, and several charges logged as shareholder distributions to Nikki that inflate her income. The move is to raise them by first asking whether something on your end caused it, with a pleasantry up front, so the person engages in solving it instead of defending themselves.
Errors showing up right now is expected, because this is the first time you're all looking at everything together and educating them on what these charges actually are. It only becomes a real problem if the same errors keep coming back after you've corrected them.
What you actually want is to let go of this work, so the job is to give them enough clear information to get it right going forward, not to build a case for them getting it wrong. That belief is allowed to be there, it just doesn't get to drive.
You built it live on the call. It's a live board of everything you do each day, with checkboxes you tick as you go and reset every Monday, so your routine stops living only in your head and the Monday Otter-to-Claude list.
The course-extract skill pulls every module, transcript, and download from a course into one file you can pull from any time, instead of manual Otter notes. It's running on Jen's course now, with the Wealthy Practitioner course next.
Still Working Through
They sent the checking account through the end of June but not the two beauty-supply store credit cards. You emailed last Thursday with the statements and haven't heard back, so a follow-up goes out today.
You enter the reports by hand because Phorest's new report system doesn't give what you need, and the old reports you're grandfathered into don't feed the connector. Running the reports through Claude, and using the Chrome extension when the connector can't reach the data, is the workaround.
It's going through Jen's course now. The one limitation is videos without captions, or on platforms that block access, where it may not be able to pull the transcript.
What I'll Send You
→The accountant message. With the sales-tax and distribution discrepancies and the follow-up ask.
→The wedding SOP dashboard, HTML and outline. Review it and turn it into an artifact for Ashley.
→Your updated weekly dashboard. Everything from this call, on the guided-week layout.
Prompts & Scripts
Everything from this week in one place. Copy and go.
Message to the accountant
Step 1 · message to send
Me: Recording. Yes. Them: Hello. Can you hear me? Me: I can hear you. Them: Am I good? Okay good. You never know. Me: Never know. No, you're home today. Them: Yeah. Me: What decides if you're at the salon or at home on a Wednesday? Them: I mean. It's my admin day so like if I feel like going in I can. Me: Okay. Gotcha. Okay, great. Well, how you feeling today? Them: Not great I have a wisdom tooth issue. Me: Oh, really? So you just have some discomfort. Them: So I'm in pain. Yeah. Me: You getting it pulled out? Them: Hopefully I made an emergency appointment for tomorrow morning. So. I'm hoping they just pull it. Me: Yeah. Them: Because I want it out. But I guess if it's like infected then they just give you an antibiotic and you have to wait but hopefully it's not and they can just get it out. Me: That'll be fun. Them: Yeah I love dental issues. Me: More, please. Them: Yeah. Me: Well, what direction would you like this call to go today? Them: I'm not sure. Me: Okay. Them: Because. I don't know things have been going good I can't really I don't know. We made some revisions to the contracts. Just with like boarding. So I'm gonna be getting. Those acknowledgment forms to everyone. Ashley's printing them for me now. Me: Good job. Them: That's the biggest thing. Me: You guys got a. An interview coming up? Them: Yeah tomorrow. Me: You both doing it or just Nikki? Them: No I'm gonna I'm gonna do it my appointment's at 9 30 tomorrow. Me: What time's the interview? Them: So. I think that one. Me: If. If they go in and knock you out and yank that tooth out, just let Nikki do the interview and go home and rest. Them: Well yeah that's I don't I'm gonna ask for them not to knock me out though because I'm I'm not like I'm good with like dental shit like I don't care. If they just give me no McCain. But I guess it just depends on what they're gonna do. Me: Yeah. Them: So I told Nikki tentatively I'll be there. Me: Okay. This is for the front desk. Them: I. Had I had a tooth pulled like years ago when we were at the old salon I had a molar pulled. And then I went to work afterward with my tooth he gave it to me he let me keep it. And I was showing it to everyone. So I think I'll be fine. Me: You're just gonna do the one, then you're not just gonna yank them all out. Them: I wish I could I love getting my teeth pulled. Me: Oh, interesting. That's. Them: No I have it's my only wisdom tooth that's left all the other ones were pulled already. Me: Oh, okay. Them: But it's like impacted and it's been like that for years and now it's like really bothering me. So. Yeah. Me: Fun. Them: Yeah. Me: Nikki shared with me yesterday the. The reel that Christina's salon put out about her when she started. That was wild. Them: So she's like traumatized yeah and like the owner is in it. Me: I know. I was just. Like. The whole time I'm watching it. Like, I can't believe this is real. A business owner put this out as marketing. This is wild. Them: I just like don't. It's like they're but I guess that's what they attract is like mean girls as clientele because that's what they that's their shtick. Me: Yeah. Yeah. I mean, all the. I mean, it's like all the other stylists were in that Vibe. Them: So. Me: Right? Yikes. Them: Yeah. And it's crazy too because I like before even knowing Chris who Christina was or anything when she was working there I was following that salon because you know just like. Follow local salons support each other and I remember seeing that and just being like I can't follow these people anymore and I unfollowed them that day that they posted that and then it turned out that christina now works with us. Me: Yeah. Oh, wow. That's. That's crazy. Them: Yeah. Me: I mean, it's a testament to how bad it is because you've seen so much content in between that, but you still remember that piece. Them: I was like I'm not supporting these people. Yeah. Me: You know? Them: Because I was just like this is just straight up bullying your employees. Me: Yeah. Them: And like it wasn't. Even a good video it was just stupid. Me: Yeah. I was like, were you guys trying to be funny? Like, what are you trying to do there? But whatever it was, you didn't pull it off. Them: Yeah. No. No. Me: That's good. I'm happy she found you guys. Them: Yeah she loves it. So. Those other two people that left. They were but I mean they had a good reason I guess because they said they weren't fully committed to. The industry even so I get it. Me: Good. I mean, you guys'screening process is dialed in. So. Moving forward, it should only be good hires and cultural fits from here on out. Everything's well defined. I realized that I didn't. I didn't send you the wedding planner dashboard, did I? Them: Now. Me: Send that over to you now? So you have it. Them: Ashley's been doing really good though. Me: Yeah. Them: Yeah. She's using the clawed project a lot. And then she's just running things by me before she like finalizes things and it's good. Me: Okay. She's still hitting the metrics that we Define. Them: Yep. Me: Okay. I think that response time's probably the most important. So she's been on it. Right? I'm gonna put the recommended instructions. That Claude gave for this. There you go. I do want to take a look at it with you. Did we look at it last week? Them: Is it in the chat? Me: We did. Them: Did you text me yet or is it in the chat? Me: I emailed it to you. Them: Oh okay. Me: Yeah, we did look at it last week. I was just supposed to send it over to you so you could review it. Forgot to do that. If you click on the HTML file, it should open up into your browser. It just won't have a URL that you can share. She. She's working off of Claude. Right? So you can take the. If you wanted to. You can take it and turn it into an artifact. So it will just be a. Live landing page right here on. Their dashboard. So you just tell. You just upload the HTML file and say, turn this into an artifact. That's what these are up here. And then she just has it right there in that side panel whenever she needs it. Them: Cool. I've never made an artifact before. Me: I just started doing them a couple weeks ago. I had somebody in my membership did one and shared it with me, and I'm like, I I don't think I've even noticed that artifacts was up there. I've never even looked at it. I'm like, what are artifacts? And now I have. Five. Them: Yeah. Cool this will help her too. Me: Yeah. If you ever want to create something where you want to see what all your numbers are in one place. If you want to customize it, maybe with the platform that you're using or if it's in different places and artifact is going to be a live dashboard. So when you open it and refresh it, it will pull all those live numbers. So everything is current. Them: Okay cool. Me: I have one set up for my ads, so you can see right here it says unavailable, but it's pulling the information right now. In a couple seconds, that will populate. Them: That's cool. Me: Unless I'm just connected. Them: Where is it pulling from. Me: Oh, it's not working for the first time ever. This goes into my. How my connector must be down. This pulls for my ads manager. Them: Oh okay. Me: Yep. Them: Speaking of connector issues. The accountants. Me: Yeah. Them: So they sent me over. The. Categorizations. From the beginning of the year till June. Or the end of June. And it was only our checking account. So last Thursday I asked them. For the categorizations for our two credit card accounts. And I sent them over we have two credit cards that are. Like for the like beauty supply stores. So it's like a store card and I couldn't add them as like an administrator on it so they can't see those so I sent them all the reports for that. Which there we don't usually use those a lot. So like the one we only had one statement and it was like January or February but I haven't heard back from them. Me: Okay. Them: So I was gonna reach out to them today and make sure that they received my email. Me: Read the. Read the email that you sent to them to me. Them: Where did I send it from okay. Me: So they sent you over everything. It was incomplete. And then this was your response to that same email thread. Right? Them: Hold on. So he had sent. A sheet. That he said to just go in and change things and then highlight them but I said I didn't want to make any changes on the sheet because I didn't want to put anything in wrong so I just highlighted everything and then I put the explanations in the PDF I'm attaching could you also send the categorizations for credit cards ending in three seven blah blah blah and blah blah blah. Four seven nine was the one I emailed you about where we had a fraud alert on back in March so the new card number is two three four one. I'm also sending all of our year to date statements for the. Two credit cards I just told you about these were the ones that were unable to add you as an administrator on. Me: You said that last Thursday? Them: Yeah. Me: Yeah, I'd send a follow-up to that. Them: Yeah. Also I'm going to send you. For later. You can look at. This was just in our. Checking account all the things that were wrong that a lot of them actually would have affected. Nikki and I. Income at the end of the year. Me: Well, I want to be really cautious with you about not about reinforcing this belief that, well, no, people are going to do it wrong. So I just have to have my. I have to. Oversee everything. And so if there are corrections that need to be made, let's make the corrections. But the intention here is to establish trust in this relationship where you don't need to sit here and spend. Your time doing the work that you're paying other people to do. Them: I'm not sure if they're gonna get it. But we'll see we'll see. Me: It would be expected at this stage of the process now that you're, like, asking for this communication, asking for this information. Now, now is the time where there should be some discrepancies. Because now you guys are looking at everything together and you're educating them on what all of these are so that they can be accurate moving forward. If the next month they send you over and they're still the same amount of errors. Or you've corrected something and they're still categorizing them wrong. Then we potentially have an issue. But if they bring it over and these are categorized wrong and you correct them, and the next time they send it over and it's all correct. Them: What I'm gonna give them a couple months to get. Get it together. So. Me: And it could help in your responses if there's pleasantries, right? Like if they send it over, starting with, hey, thanks for sending this over. Here's. The versus, like, no pleasantries, no compliments, nothing at all. They're just like little micro softeners that make the communication, that help the communication be received. Well. What were a couple of the items that were categorized wrong? Them: They were. Let's see. Okay so. Our quarterly sales tax. Payments. They were categorizing as income even though it was a payment. To. The state of New Jersey for our sales tax. Me: That's significant. Them: Yeah. There were a bunch that were. Just categorized as shareholder shareholder distribution but it wasn't under either of our names. But they were specifically to Nikki. I don't know why that got messed up. And it was only with her so I'm not really understanding why. Let's see. Me: So. So one approach you could take with those specific things, because those are significant. And just having our first piece of communication be from a place of. Like, curiosity and also. Not, not getting upset with anybody about the mistake, but, like, how do we prevent this from happening in the future? And so response in there could be like, hey, I noticed on the sales tax that it was processed as income versus a payment. Did we send something over incorrectly? Or was there a miscommunication there? I'm just, I'm just curious on why that was categorized. As a payment versus, or as a, as an income as versus payment. Also, I noticed that for the distributions, those were all Nikki withdrawals, but they weren't, there wasn't a name attached to it. Did we send something over incorrectly where you were unable to. Identify who that was for? Or. Them: Well we don't I don't even send anything for that they have like access to our our accounts like I added them as. Me: I get that? But it's just like, hey, let me just assume maybe I made a mistake first. Them: Ad. Me: Right? Even though we know you didn't. Them: Yeah. Me: But it disarms the other side. Right, where it's like, hey, mistake was made. Was it, did I make the mistake? Did I send something wrong? Was this an error on my end? Or is there something in our database that isn't labeled correctly? I just want to make sure first if it's on me, let me know so I can fix it. But it's also like, if it's not on me. Then explain yourself. Right. Versus the energy of, like, hey, this is, this is labeled incorrectly. This was supposed to be a payment, not an income. Why did this happen? And now it's. Like, it feels. Almost attacking in a way. And now you got somebody that's, like, defending themselves versus engaging in a conversation to solve the problem. Them: I mean I've been feeling I was attacking them I just sent them. Me: I'm not saying that, that you were attacking him, but we have specific mistakes that were made that need to be addressed. Those are significant mistakes. And so there does need to be a piece of communication around. Them: Yeah. Me: Hey, can, can you help me understand why this was filed this way? Because you file a big payment as an income. We got to pay taxes on that when in reality that's supposed to reduce our tax liability, and now it just increased it. And I need to understand why that happened, because I'm trying to establish trust here with you in this relationship. But this was a pretty big mistake. Them: Maybe on the next one if they. If they're still not then I'll say that. If they're still not getting it. Me: I mean, specifically with the tax payment. I mean, that's a pretty big mistake. How big was, how big was the payment? Them: There are like a few hundred dollars every time. And then another big one was they were categorizing. Credit card payments to one of our credit cards as. A shareholder distribution to Nikki. So that would have been showing like her income was like way more than it actually was. Me: Then you could just ask the question, hey, I noticed there's a couple discrepancies here on the, on things being categorized. Would it be easier for us to have a conversation about this, or would you like me to send you an email. Inquiring about the, the different items? I just, I just want to make sure that. We're, we're providing everything that you need in the way that you need it. And that there's no mistakes being had made on our end. But if we're not giving them, if we're not having a conversation and giving them insights and mistakes and we're just hoping that they fix it the next month, we're not really giving them enough communication. For them to correct themselves. Them: Hold on I have to write this down. Me: Well, I'll send you over, I'll put this on your dashboard when I send it over. Them: Okay. Me: Around the verbiage here. And what to send. Them: Okay. Me: Because what we want to make sure that it's not happening is if there's any part of you that's wanting them to make a mistake so that. It validates the belief that you have. And so we actually want to make, be as preventative as possible about them making those mistakes. How's that land for you? Them: I feel like there's still that inside me but at the same time I also just want. To not have to do this anymore. Me: Yeah. And it's fine. Like that energy is going to be present and it's like, can we just make sure it's not driving the bus? You know, even though it's there. Them: Yeah. Me: I think you named it, right? It's like what you really want is to let go of this. How's the communication been with you and your team over the last week? Them: Good. I have to do I was going to work on this today they're they're updated. Quarterly dashboards. So that'll be coming up soon. Me: Yeah, I mean, I'd run that through claudette because we built that a few months ago, right? So. I run it through claw to see. Well, do you have it connected to your platform or it's just pulling that data or you got to update it all manually? Them: I just have to put in the reports. And then it can do it. Me: Okay. Them: There was no way to like attach it I tried. Like I can't. Have those reports. Directly. There's something because they changed the report system so there's like the new reports. Which don't give me what I need and then there's like the old reports that they've like phased out but what the hell was that? Me: I just did that to me for the first time two days ago. I'm like, all right, apparently if I do this with my fingers, balloons come up. Them: Like. This? Okay. So what was I saying? Me: They're talking about the reporting, the old reports. Them: Oh okay so yeah they've like phased out the old reports but I guess because we were like grandfathered into it I'm still able to see those reports. So yeah the like. Integration with forest. Doesn't integrate with that. Does that make sense. Me: Yeah. So if, if something doesn't work through the connector, then you can normally just have claude go through your Google Chrome extension. Do you have the Google Chrome extension set up? Them: Okay. No I don't have Google Chrome. It won't let me install it on my computer. Me: What kind of computer do you have? Them: It's a MacBook. Me: Share your screen and show me. Let me see if we can solve this problem real quick. Them: Okay. Oh. Me: It's. Them: How do I do this? Allow to share screen. I don't even know if I have. It downloaded. Anymore because. I couldn't get it to work. So let me see. Me: Just redownload it even if you had it because it's probably going to be dated anyway. So if you just. Them: Yeah I don't even I don't even have it I deleted it. How do I get it? Me: Go to Safari. Then, yeah, just Google Chrome download. Them: Can you see my screen. Me: Click on download Chrome. Them: Download. Chrome. Me: Yet. Them: What do I do here? Me: Drag it to the folder. Them: Just made a noise? Me: Okay. Go into your apps folder there. At the bottom panel. Them: What is the apps folder? Oh this. Me: Yep. Launchpad. And then scroll over. Click on. Them: Works now I'm gonna be pissed. Me: Well, I'll be ecstatic. Open. Them: Okay. Cool. Me: So go ahead and close out of those two notifications on the right. And the Google docs offline. You can turn that off, too. Them: Where is that. Me: Or in the top right corner where it says Google docs offline was turned off. Them: In the top right corner oh. Me: Actually, click remove. All right, that's fine. X out of that. And then the three dots in the top right. Let's click that. And then down to extensions. And then visit Chrome web store. Just put in clod. And then. Yep, that one. And then add to Chrome. Add extension. Them: Jesus. I forget which one it is. Me: You just hit. It was right there. Click it again. Them: Well I'm just trying to find oh appointments okay. Me: The top apts at willow and Jade. Till somebody just creates a universal login process. Where we don't need passwords. We don't need verification codes. Don't need to open the Google app to get the number. Them: Yeah same. Me: It's just logs you in. Them: Wait this isn't even. This didn't give me a verification code. Oh there it is. Me: Boom. Them: Claw in room that's creepy. Me: So now whenever you're, if you're using force, for example, and you can't access something to the connector, then you can just say, go into the Google Chrome extension. And go into forest and pull out that data. Them: Oh cool can I do that from the app? Me: Yeah, you would do it. Do it from claude cowork. Them: Like down here. Oh okay. Me: So, yeah, you'll use the desktop version for that. Co-work's going to be accessible on your browser and phone here in the next couple weeks. Let me see if it's there yet. Them: Nice. Me: Not. I don't have it yet. Okay. That course that you were working through on your, on your browser, where is that hosted at? Well, when you open your browser, look, it said that I saw the word force. The jinn badir courses. Them: Oh the gen 48. Where is it hosted? Me: Yeah. Was that just on her website? Okay. The reason, is this a pretty deep, like, elaborate course? Them: Yes. Me: All right, I'm going to send you something. I'm going to email it to you. Them: Okay. Me: Where would. That have been? It's the course extra. Ction. Them: Where is it. Me: Okay. So I just sent you an email. You can download that. Them: Oh I'm in the wrong email. Me: I don't think I put a subject line on it. Did I? Think I put a. I did. I know if I put a subject line on it. Them: My email is so slow. Me: Well, you'll need to download it on your desktop. Them: Okay. Me: I don't think I can send it via. Chat. Them: It didn't even show up on my phone yet anyway. Well anyway what is it. Me: It's a, it's a course extraction skill that you can upload into your clod. And claud will go into your browser. Sort search course extract extraction. Them: Okay. Me: Weird. I don't know. It. It's a skill that you upload into clod, and then claud will go into your browser here and we'll go inside of this platform. And then it will go into each module, extract the transcripts from every video, the summaries, any of the downloads, and then put it all into one big. MD file for you. That you can either use as reference or you can run it as a skill if you want. Those specific, if you want to reference those specific frameworks for anything. So you can go and say, all right, go into the, you know, Gen's MD file and extract our process for creating. And then apply it to what we're building out here in my business. And then we'll just go in there and extract that information and then build that out for you. The only caveat there is if the video is hosted don't have captions or if the video platform itself doesn't allow cloud access. It's most likely will not be able to extract the transcripts from the videos. I haven't ran into that issue yet, but Claude told me that that would be the limitation. Them: Okay. Me: And you can just run that on sonnet. And sonnet will, you know, spend a few hours and go with, go in there and extract all that information for you. Them: Cool. Me: Any courses, I'd extract all that information from your courses and have them files. So you have access to that when you need it. Them: My boyfriend's looking for his keys. Me: Do you have any other courses that you or, or Nikki go in and reference some of the information still? Them: I mean. Just like the wealthy practitioner. Me: Okay. Them: Video. Me: Same thing. Go in there, extract the whole database. Them: But. Me: And then you can just pull whatever information that you need. Versus having to go in there and try to find it. Like, where was it in that video? Or where was that framework? Where was that template? We can just have it all in one place and claude will have it for you. Second, you need it. Them: That's cool. Because normally I just record everything on otter and I have to put it into. Me: Okay. Them: That. Makes things more convenient. Me: That's what I'm always doing when I have time is like, how do I make these workflows more efficient? Them: Yeah yeah. Me: You know? I bought a course on, on email, like sales emails. Like 12 videos. I'm like, I don't want to watch all these videos. And so I was like, I wonder if clock can just extract this information. And it went in there, pulled all the transcripts and all the videos, gave me the whole outline of everything it was. It was like 70 of what's in this video is not relative to your business. Like these, these are the only pieces that were actually applied to what you're doing. And I'm like, oh, great. How valuable. Them: So cool. Me: 70 of that was just a bunch of noise. I didn't even need to listen to. And I may not even been able to extract a specific opponents just from watching the videos that were applicable to me. Just making things more efficient. Them: Yeah. Me: When it comes to your weekly reoccurring tasks. Like no matter, no matter what, every Monday, you got to do this thing every Tuesday. You got to do this thing. What's your system to. Ensure that. You're clear what needs to get done each day and that each of those are getting done? Them: Because Nikki and I have our meeting Monday morning at 10. And then I recorded on otter and then I put everything into claude and I tell claude. To tell me what I need to do. Me: Do you have any kind of visual for that? Them: That week. What do you mean? Me: Is it just like walking you through the steps inside the chat? Them: Not really the steps it just like. Lists my tasks for me. Me: Okay. Them: Because otherwise I forget. Me: What we can do. Is. And I can send you over a little prompt for this, too. So I'm starting this. I just started this on Monday, but the artifact, which is my live board each day, I'm identifying what are the specific things that need to get that I do every week on that day. And then I'm just adding it as this is happening. And I just now I had to have this. This dashboard that lives here on my panel so I know what my reoccurring tasks are. So after going through this for a week, I'll have them all listed out. And then as I get them done, I can go by and make sure I'm just getting those done each day. Them: And this is an artifact also. Me: Yep. Them: Oh that's cool. Me: And then when I'm done, I can just. When Monday rolls around, I can uncheck everything and I hit it again. Because they're reoccurring. So this doesn't change. Right? These are the things I need to do every week in my business. Them: And this is on Kalendly or whatever it's called. Me: That's specific to my business. When people come into the membership. And when they do the first two modules and I do a one-on-one call with them, and then they get seven days of voice support on telegram. And so this just is my reminder that this person seven days is expiring that day so I can send them a closing message. Them: Okay. Me: But that would, you'd have something entirely different there. Them: So you just built this artifact or is it attached to anything? Me: I just built it. Them: Oh okay. Me: Yeah. If you know what you want claw to do, then it can do it. And I'll send you the prompt where it will build that out for you. Them: Yeah that would make things easy for me. Me: Yep. Them: Because I already forgot what I need to do today already. Me: You'll, you'll need to spend the week building it out, right? Because you gotta, you can put whatever you know is already there. And then as you're going through each day, just seeing if anything else hits that list. Them: Got that right. Me: Set that over. Too. Any questions on that piece? Them: Now so I would just plug in the prompt you were sending me. Me: Yeah, you can do it right now if you want. Them: Who emailed it? Me: Yep. Them: Hasn't come through yet. Let me. Check my. Jun. K I don't know why it would go in there though. Oh yep. Me: Got it? Them: I just got both of them in my junk. So. This was the course extraction one. What do I do with the course extraction one. Me: So that would be a skill. Them: Okay. Me: Do you share your screen with me and I'll walk you through uploading that? Them: Hold. On. Just double clicked it and opened. Everything. Okay so this is what I'm on. Me: Oh, yeah. Go ahead and just hit click add to library. So that's a skill that you can run whenever you want to. The second thing I gave you is a prompt. You'll just do that one time because it's a one-time build. You don't, you'll never need to use it again. The course extract. Them: And I would put that. Me: Go ahead and X out of that. Okay, go to. Projects. And then open your business project. And then just. Them: What does this fail to start clause workspace. Oh I guess I just have to restore cloth I'll do that later. Me: Click the plus button there. And then add files. And then just add the prompt that I gave you. Them: I gotta open it. Me: Click the, the download button next to it. Just run it. Them: And then just send it. Me: Yep. And you can just tell it. Can you build the, the template or just say build the artifact first? And then I'll add the task. Them: Wait I can do this now. Will it work though. Build the artifact first and then I'll add the tasks. Me: That's so much easier. Them: Yeah. Like a shot of liquor for my mouth because I don't know I don't know what to do. Me: Oh, yeah. Well, on scale one to ten. Where's it at? Like pain wise. Them: It's not even. Like like it's painful but it's just more like just annoying like I I feel like it's like affecting my brain power. Me: Totally. Them: The hardest thing has been trying to chew with the other side because I don't normally chew with my left side I feel like I'm. Like. Handicapped. Me: So click create. So you just on a smoothie diet. Them: No actually it was weird I ate leftover chicken and corn and peppers for breakfast. Me: Nutritious breakfast. Them: Yeah it is like who who says you have to eat pancakes for breakfast. Me: So you see on the left side where it says pinned. And it says weekly reoccurring tasks. Them: Yeah. Me: So just click on that. Them: Wait pin you said. Me: Yeah, you see it on the left panel. Them: On the left side. Me: Yep. Right above it says weekly current reoccurring task. It says pinned right above it. Yeah. Them: Oh. Me: Click. That. Them: Yeah literally my brain's not working. Me: And so this is what will be. And then as you go in, you can either verbally prompt it. Just stay in that same chat that you created it and tell it what you want to add. Or you can just type in what you want to add. Them: Wow. That's so cool. Me: If you want to make, you know, if you want to add colors to it, if you want to do any kind of thing visually, you can do that as well. Them: This is going to help me so much. So I don't do any. I can just add it in here I don't have to go back to the to this thing. Me: You can. It's much easier for me to just riff on it, though. Them: Yeah. Me: Where you would start is just whatever you already know is happening on those days, you can just start with that and build it out. And then for the next seven days, then you can add Saturday and Sunday on there if you have things on there as well. You'll just. At the end of the day, take a look at that list and identify if there's anything on there that's, if there's anything missing that was a reoccurring task for you that day. Them: Okay that's cool. Me: And then that will, that will be done. That's just set. That's just what needs to happen every week, no matter what. Them: Nice. I can't wait to do this but I have to do my other tasks also. Me: Yeah. Them: But I have today and tomorrow so that's cool. Me: And then for the, if you go just back into projects into that chat. Into a new chat. Them: And work related or just. Me: Yeah, that's fine. And then press slash. Them: What. Me: That backward slash under the question mark. On your Mac. The key that has the question mark in the backwards slide. Them: I thought you meant it was like on screen. Me: And then just click course extract. And then hit go. And then. You'll go back into your Google Chrome. All right. I'm sorry. Go, go to wherever that person's course was at. Them: Oh should I just. Me: And then open up that gin banier courses. Them: Get the. Link. Me: Yep. Copy that. Them: Should I. Me: And then. You can just copy the whole thing. Go back into Google Chrome and you'll want to log into that first. Them: Okay. Doing this? Properly? In in this in claude in Chrome okay. Me: Yeah, you're in crow right now. It just had clawed opened. Go ahead and enter. Them: Okay. Hold on. I. Gotta remember. Didn't save it. Okay. Me: Okay. Now just hit that X button and then copy and paste copy that link. And then go back into your co-work chat. And then just drop that in there. And then. Show what it's saying right there. Can you X out of the fail to start clods workspace or is that not give you an option to do that? Them: Doesn't look like there's an X. Me: Okay. Scroll up a little bit. See why it's asking you? Go ahead and click deny. And then open up your chat and just turn on your voice dictation. Okay, here we go. Never mind. Go into allow for this website. There we go. So if you go back to Google Chrome. You see where it says in the top where it says course extract in the blue. And it says, yeah, don't click on anything. But that's, that's claude. So whenever you see that, that's clawed inside of your Chrome extension. Them: Oh yeah. Okay. Me: Actually going into these sites. Go back to cowork. S asking you to go ahead and click deny. And then turn your voice click inside your chat and then turn on your voice dictation. You keep asking me to. Select a folder. I don't have a folder to select. Can we. Create a folder that's attached to this project that we can put this information into? So now it's going to go in there and just start doing its thing. The other thing you have down here, you see where it says manual. If you open that. Gives you three options. So whenever you're using claude inside of connectors and inside of Chrome, it's going to ask your permission on every single thing it needs to do. And if you keep manually approve on, then it will continue doing that. You can automatic approve where it will just. If it, if it feels anything is unsafe, it will ask for your permission. Otherwise it will just do it. Or you can just say skip all approvals and you don't ever ask me for anything. Just do whatever you need to do. I have automatically approve on. Them: I'm gonna put that on. Me: That way. It's just, it's moving more efficiently. You have no chili. Again. So now it's going to go inside your courses and start extracting information. And he'll probably ask you some questions along the way. Hopefully it can extract the. Transcripts from the videos, but this will run for a while. It takes a while to go in and do that. Them: Okay. Me: But, yeah, let me know. Let me know if there's any issues as this continues to extract. I just created this skill. So I haven't tested it out with anybody yet. I've only tested it out with myself. Them: Okay. S gonna love this. Me: Okay. Well, is there anything else you want to dive in today or does that feel good for you today? Them: No I think that's good. Me: Okay. Them: I mean I didn't even have anything anyway. So this was great. Me: I still find a way. Them: Oh wait I gotta get out of here. Me: Okay. Well, if anything comes up. Them: Let's keep letting that do with the thing. Me: Yep. Just let it do its thing. You can still work in Google Chrome if you want to and do other things. Them: Okay. Me: And cloud will just stay in its own browser. Them: Okay. Nice. Me: Okay. All right. Well, good luck with your wisdom tooth. Them: I can't wait to mess around. Thanks. Me: I'll talk to you soon. Them: Bye. Me: Bye.
July 8, 2026
Chasing everyone to submit weekly through the Google Calendar reminders and linked sheet isn't changing behavior, only one stylist did it last week. Going forward, if someone doesn't submit their own numbers, you report a flat percentage of their sales as the tip. Anyone who wants it accurate sends you the real figure. You'll set the percentage lower than 15% since you and Nikki carry payroll tax on whatever gets reported.
The three clauses she flagged just aren't worded the way you actually mean them. Non-solicitation stays and gets defined: Willow & Jade clients who came through the salon's marketing are protected, and clients she brings or builds herself are hers. Education reimbursement shortens to a six-month window instead of the sliding scale out to 24 months. Media rights narrow to only the professional shoots the salon pays for.
She said she still wants to work there and just isn't comfortable signing, which means she's raising concerns because she wants to be there. The move is to clear up the three clauses and keep the energy open, not to lean on the deadline. If clarity doesn't change how she feels, then you move on, and probation is what tells you who she really is.
Some of it was written in reaction to past stylists like Veta and Michelle, and it reads more protective than it needs to be. The filter for each clause is whether it's a genuine business protection or a fear-based reaction to something that happened once. Send me the contract, I'll run it through my side, and we revise clause by clause, then redo the acknowledgment forms.
You gave the onboarding dashboard to this hire when you handed her the contract, before she signed. Anything you built that's proprietary to the salon can be plugged into Claude and rebuilt in minutes, so going forward it stays with you until the signature is in.
He finally sent his categorizations, and the pattern of you asking and him forgetting can be handled with a monthly email that goes out on its own around the 27th. Ask him first if a reminder helps, then I'll set it up so it's off your plate for good.
June 24, 2026
Rather than jumping to a new accountant and carrying the broken trust into a fresh relationship, the move is to make clear requests of the people you have now and watch how they respond. The whole problem really comes down to charges being categorized correctly. If clear communication is met with dismissiveness or aggression, that's when you evaluate leaving.
A year-to-date categorization report, monthly categorizations, and a monthly P&L. You'll request the categorizations for everything through June 1 to check against what you already categorized yourself. Going forward you want the monthly categorizations, a spreadsheet of any charges they're unsure about so you can tell them where those go, and a monthly P&L so you're no longer running your own QuickBooks.
Rent paid through Venmo got logged as a partner distribution, and a $1,500 Zelle to an educator named Kelly got logged the same way. Both are real tax problems because an expense was treated as income. The fix is telling them ahead of time what these one-off charges are, including the salon improvement expenses you need categorized correctly for the grant reimbursement.
It's Ashley's first day. You're sitting with her at the desk, watching and teaching as you go. Wedding coordination comes off your plate once she's trained and you trust her to run it.
A blend of one-on-one and group. They live on Wednesdays, the same block you're using to train Ashley right now. Once she's solid on bridal, that Wednesday block converts to your own trainings, aiming to start July 15 or 22.
You still want it and you're leaning toward 25% eventually, but you'll start at 20%. The one step before rolling it out to the team is making sure Nikki's on board.
June 17, 2026
You talked to Ashley one-on-one about taking on the bridal pipeline and the admin work, and set up training times. She earned the trust by building the retail contest tracking spreadsheet on her own, and you expect her to improve the systems you hand her, not just maintain them.
She starts with time-off requests, then schedule and clock-in corrections, then Google review responses and payroll corrections. Building it layer by layer keeps it manageable and builds your trust before you hand her higher-priority work.
A flat 20% on all extension hair orders, credited to retail commission, removes the per-stylist guesswork and keeps pricing consistent. The front desk team running checkout gets trained to calculate it.
You're paying $540 a month and still doing your own categorization because you don't trust the work. The direction was to move the full accounting load, including municipal fees and licensing, to a provider you actually trust.
A one-on-one that names the recurring problem and puts the consequence back on her. The corrections move to Ashley regardless, but the behavior still needs to shift.
Two applicants interviewing Monday. Only turn someone away on a clear no, otherwise move them to a shadow day and a probation period where you see who they actually are once the nerves wear off.
June 10, 2026
The outside-hire plan is off the table for now. Internal role expansion instead of external hire, with social media coming off her plate and bridal going on.
This is part of her hourly role. If she runs bridal well and performance is up next year, then you compensate.
A faster off-ramp than the Sam situation. If Ashley isn't hitting the marks at three weeks, you scratch it and look elsewhere.
95% answered within 24 hours, inquiries-to-bookings against your norm of around seven in ten, and no repeats of the wrong-stylist deposit error.
Brides shop multiple salons and the first to respond often wins. An auto-responder runs on her days off.
Two Claude chats, one for bridal email and one for Google reviews trained on your last twenty, with the bridal chat working the sales cycle rather than jumping to price.
Bridal lived sprinkled through your week. Content needs a dedicated block, starting Thursday June 18.
May 27, 2026
Add monthly and quarterly tasks, lock the trust tiers, send the Doc.
4,056 clients, 50% open, 10% consult, 50% color, $350 minimum. Two to three hours of setup.
First marketing move once even a few hours come off your plate.
20 outside-hours requests in 90 days, 15 yeses, 45 hours of blocked time eaten.
Same energy as if you had another appointment. Flexibility stays reserved for date-specific events.
May 20, 2026
Owner-rate work versus $15-20/hr tasks. The fix is a part-time admin hire, about $1,000/month, freeing 10-20 hrs/wk.
Define every responsibility first, then hire to fit it. Responsibilities hand off in staggered tiers, payroll last.
Weekly trainings, networking, monthly photo shoots, building systems, personal development, real personal time.
Signs and reminders rely on memory. A physical station makes it observable.
May 6, 2026
Every other product needs the buyer's brand voice extracted first. Repackage the extraction into a standalone skill.
Six clean pages built with Claude, then handbook, contracts, SOPs, and forms as a bundle.
Instagram stories framed around using Claude to build the handbook. Soft signal is already in.
Eight missing items surfaced, sent to Nikki as short questions that roll into the handbook revision.
April 30, 2026
Pull from Phorest, push to Netlify via Cowork. Waiting on API keys.
Front desk pulls last 10 forms into Claude to extract framework and writing voice.
Anything not posted there doesn't get corrected.
A bridal course for salon owners and a top-10 salon-process automation pack.
April 8, 2026
Nikki does a session with each stylist as the quarter wraps, then your check-in refreshes the dashboard.
Four metrics remain: service revenue, retail sales, pre-booking percentage, and utilization in two views.
Book half the consultations and make the same money in half the time. Other two stylists go to $245 or $275.
April 2, 2026
Same-day only, no sixth metric. Dashboard target for full rollout is end of May.
Screen record walking through the numbers.
Education events and culture/team building.
March 20, 2026
Record the next interview to evaluate training program communication.
No new assistant hire until end of summer. Ruth coming back in May.