System Doc

The single reference for how the launch system works. Read this before editing anything.

Inventory

Piece	Version	Lives at	Job
Migration tool	v2.4.1	/migrate	POS export to validated Shopify product CSV
Kickoff form	v3.2	/kickoff	Call capture, generates record and summaries
Dashboard	v3.1	/dashboard	Portfolio overview, per client boards, slip logic
EOW generator	v2.1	/eow	Friday Shopify update from the portfolio
ai-map function	v1	/netlify/functions	Holds the Anthropic key, proxies AI mapping calls
Email templates	v1.1	/templates	All trigger emails
Hardware list	v1.2	Drive (xlsx)	Shopify AU catalogue with GL recommendations

Data flow

Kickoff form → project record JSON → Dashboard (progress ticks live here) → portfolio JSON → EOW generator

The project record is the single source of truth per merchant. The form creates it, the dashboard updates it, the EOW reads it. Records reopen in the form for edits and dashboard progress survives the round trip.

Project record schema (v2)

Field	What it holds
merchant	name, url, contact, email, phone, leadSource, poNumber
setup	currentPos, locations, registers, skuCount, barcodes, customers, giftCards, shopifyPayments, tax
gates	store, byop, plan, terminal, hardware. Each: done (bool), date
hardware	receipt, drawer, scanner, labelprinter. Each: existing, want
dates	kickoff, dataDue (+3), orderBy (+2), hardwareEta (order +7), migrationDone (+10), testing (+12), goLive (+14)
futureTags	training, online, shipping, loyalty, labels. Each: answer (yes/no/blank), notes
progress	Task ticks written by the dashboard: todo, doing, done per task id
outOfScope, callNotes, hwExisting, availability	Free text captured on the call

Rules that matter

POS Pro annual before anything. It unlocks funding and the terminal order. Terminal ordered inside 48 hours of kickoff, ETA 7 days from order.
BYOP before delivery work starts.
Slip logic: only merchant and Shopify owned delays push go live, calculated off the worst overdue gate. Gorilla Lab tasks never move the date.
Migration: AI recommends, you approve, code executes. Row reconciliation must pass before any import. Duplicate handles without options is a hard stop.
Out of scope gets named at kickoff, logged during migration, pitched only in the day 5 wrap. Never absorbed silently.
Data always comes from merchant self export with our instructions. We never take logins for the old system.
Tidy up is light touch: consistency fixes only, no renaming, POS not SEO.

Conventions

Versioning: main number for features, point for fixes. Every change ships as a new file with the badge updated in the header and title.
Brand: Ink #0B0E11, Panel #13171C, Cyan #16B8E8 (hover #3CD0FB). Archivo 900 uppercase headings, Inter body, Space Mono labels.
Writing: no em dashes, no hyphens in compound words, casual professional, no marketing hype.
Tools are self contained HTML, vanilla JavaScript, no build step. API keys live only in Netlify environment variables.
Deploys: whole folder every time, batch changes, test locally first. Each production deploy costs Netlify credits.

Open questions

Wati and Morris: store transfer timing and permissions, who creates the store for Ross merchants when not pre done.
Terminal 7 day ETA: confirmed for metro, regional unknown.
MyPOS export format: unknown until Wine Culture access lands. First real file adds the source profile.
POS Hub: under test, verdict pending for the hardware list.
Phase 2: Supabase for live records and merchant links, Resend for zero touch emails.