OG

Organic Genetics — GHL Platform Build

8-week implementation · 2026-05-18 → 2026-07-12

Total tasks
45
Complete
0
In progress
0
Blocked
0
Overall
0%
Sub-tasks
268
Sub-tasks complete
0
Sub-task %
0%
Infrastructure
25 tasks
Done
0%
Initial
11 tasks
Done
0%
Renewal
1 tasks
Done
0%
Both
8 tasks
Done
0%
Phase / Task
Timeline by day
Week 1 · 18 May
Week 2 · 25 May
Week 3 · 1 Jun
Week 4 · 8 Jun
Week 5 · 15 Jun
Week 6 · 22 Jun
Week 7 · 29 Jun
Week 8 · 6 Jul
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P1Pre-Start Audit⇄
Weeks 1–2 · 10 tasks · gate 31 May
18 May → 31 May0/6
Discovery session completed with Organic Genetics management
Discovery session completed with Cannalyze clinic team
Discovery session completed with Cannalysis clinic team
Requirements document drafted and circulated for review
Signed requirements document received from both clinic teams
Confirmed project scope documented for both pilot clinic deployments
18 May → 31 May0/3
GHL sub-account architecture plan documented
Master snapshot deployment approach confirmed
Future clinic onboarding process mapped
18 May → 31 May0/4
Third-party web provider contacted and integration approach confirmed
Standalone booking page delivery plan confirmed
Pixel tracking handover plan agreed with third-party web team
Embeddable booking page code delivery timeline agreed
18 May → 31 May0/4
Windcave merchant account credentials confirmed for Cannalyze
Windcave merchant account credentials confirmed for Cannalysis
Windcave integration approach documented
Windcave webhook test environment confirmed
18 May → 31 May0/4
Doxy.me account access confirmed for Cannalyze
Doxy.me account access confirmed for Cannalysis
Doxy.me GHL integration approach documented
Telehealth consultation workflow mapped for each clinic
18 May → 31 May0/4
Microsoft 365 tenant details confirmed for Organic Genetics
Microsoft 365 tenant details confirmed for Cannalyze
Microsoft 365 tenant details confirmed for Cannalysis
Admin access for Microsoft 365 integration confirmed across all three entities
18 May → 31 May0/4
Existing patient data sources identified for Cannalyze
Existing patient data sources identified for Cannalysis
Data quality and deduplication assessment completed for each clinic
Data migration plan documented with field mapping to GHL
18 May → 31 May0/7
Heidi Health plan, contract terms and renewal date confirmed
Heidi Health data processing agreement reviewed against HIPC 2020
Freed AI assessed: NZ data residency, compliance and Doxy.me compatibility
Twofold assessed: NZ applicability and telehealth context suitability
Microsoft Dragon Copilot licensing check under existing M365 agreement
AI scribe comparison report completed and presented to Paul O'Glee
AI scribe tool decision and sign-off received from Paul O'Glee
18 May → 31 May0/6
Domain provider confirmed for Organic Genetics
Domain admin access confirmed for Organic Genetics
Domain provider confirmed for Cannalyze
Domain admin access confirmed for Cannalyze
Domain provider confirmed for Cannalysis
Domain admin access confirmed for Cannalysis
18 May → 31 May0/3
All discovery sessions completed and documented
Requirements document signed by both parties
Gaps and risks register reviewed and accepted
P2Foundation Build⇄
Weeks 2–3 · 7 tasks · gate 7 Jun
25 May → 7 Jun0/5
GHL agency account registered and billing configured
Agency branding applied (logo, colours, domain)
Agency user roles and permissions configured
Agency-level API keys and integration credentials set up
UTM source attribution architecture established at agency level
25 May → 7 Jun0/13
Master snapshot structure and naming conventions designed
14-stage initial patient journey pipeline built in snapshot
8-stage renewal cycle pipeline built in snapshot
Custom contact fields and clinical data architecture built in snapshot
Email and SMS templates built in snapshot (all journey stages)
Landing page and funnel templates built in snapshot
Abandonment recovery automation built in snapshot (60-minute trigger)
UTM data capture workflow built in snapshot
Anonymous contact creation workflow built in snapshot
Week 10 renewal trigger automation built in snapshot
Renewal cycle trigger automation RC0 built in snapshot
Master snapshot tested end-to-end and validated
Snapshot deployment guide documented
25 May → 7 Jun0/6
Cannalyze sub-account created from master snapshot
Cannalyze branding and domain configured
Cannalyze user accounts and roles set up
Cannalyze phone and SMS number configured
Cannalyze pharmacy-specific pipeline variations applied
Cannalyze location-specific automation variations applied
25 May → 7 Jun0/6
Cannalysis sub-account created from master snapshot
Cannalysis branding and domain configured
Cannalysis user accounts and roles set up
Cannalysis phone and SMS number configured
Cannalysis pharmacy-specific pipeline variations applied
Cannalysis location-specific automation variations applied
25 May → 7 Jun0/3
AlumiAI API connection configured for Cannalyze
AlumiAI API connection configured for Cannalysis
AlumiAI contact sync events confirmed firing correctly
25 May → 7 Jun0/8
Microsoft 365 email connected to GHL for Organic Genetics
Microsoft 365 email connected to GHL for Cannalyze
Microsoft 365 email connected to GHL for Cannalysis
Microsoft 365 calendar sync configured for Cannalyze
Microsoft 365 calendar sync configured for Cannalysis
Email send and receive through GHL tested across all three entities
Calendar availability sync tested for both clinics
Shared inbox and team calendar visibility configured
25 May → 7 Jun0/3
Elixir API credentials confirmed and connection established
Xero accounting connection configured
NZ Post integration credentials confirmed and connection established
P3Core Setup: AlumiAI Models & Dashboards
Week 3 · 4 tasks · gate 7 Jun
1 Jun → 7 Jun0/6
AlumiAI lead scoring model configured for Cannalyze with intake signal weighting
AlumiAI lead scoring model configured for Cannalysis with intake signal weighting
AlumiAI traffic quality scoring active for Cannalyze campaigns
AlumiAI traffic quality scoring active for Cannalysis campaigns
AlumiAI session intent scoring active on landing pages for both clinics
AlumiAI intake analysis and risk flagging active for both clinics
1 Jun → 7 Jun0/4
AlumiAI churn prediction model configured for Cannalyze
AlumiAI churn prediction model configured for Cannalysis
Renewal window signals configured as churn prediction inputs
AlumiAI high-risk churn escalation routing configured
1 Jun → 7 Jun0/5
Custom patient record object configured for Cannalyze
Custom patient record object configured for Cannalysis
Supplier record object configured across both sub-accounts
Product selection framework linked to supplier inventory
Supplier stock sync to patient portal checkout configured
1 Jun → 7 Jun0/10
Pipeline health dashboard configured for Cannalyze
Pipeline health dashboard configured for Cannalysis
GP fill rate monitoring dashboard configured for both clinics
Intake funnel conversion dashboard configured for both clinics
Revenue alert automation configured for both clinics
Portal activation rate KPI dashboard configured for both clinics
Order and fulfilment monitoring dashboard configured for both clinics
Renewal KPI dashboard configured for both clinics
Agency-level group reporting view configured for Organic Genetics
Renewal closed-loop KPI dashboard configured (RC7)
P4Booking, Intake & Payment Portal
Weeks 3–5 · 5 tasks · gate 21 Jun
1 Jun → 21 Jun0/6
Cannalyze standalone booking page built and tested
Cannalysis standalone booking page built and tested
Renewal booking widget configured for both clinics (RC1)
Booking page embeddable code snippets generated and delivered to third-party web provider
Booking embed tested and verified on both clinic third-party websites
GP fill rate monitoring dashboard confirmed receiving bookings
1 Jun → 21 Jun0/5
Cannalyze intake form built with conditional logic, auto-save and progress bar
Cannalysis intake form built with conditional logic, auto-save and progress bar
GHL save and stage update automation on form submission (both clinics)
AlumiAI intake analysis and risk flagging active on form submission
Clinical red flag review workflow triggered on high-risk AlumiAI flags
1 Jun → 21 Jun0/4
Abandonment detection automation live for Cannalyze (60-minute trigger)
Abandonment detection automation live for Cannalysis (60-minute trigger)
Abandonment recovery email and SMS sequence built and tested
Intake funnel drop-off monitoring dashboard confirmed active
1 Jun → 21 Jun0/5
Meta pixel installation coordinated and confirmed firing for Cannalyze
Meta pixel installation coordinated and confirmed firing for Cannalysis
LinkedIn Insight Tag installation coordinated and confirmed for both clinics
TikTok pixel installation coordinated and confirmed for both clinics
Retargeting events confirmed firing correctly across all pixels
1 Jun → 21 Jun0/6
Windcave branded checkout configured for Cannalyze
Windcave branded checkout configured for Cannalysis
Windcave webhook to GHL Stage: Paid automation tested end-to-end
Xero consultation invoice auto-generation confirmed on payment
Payment confirmation email and SMS sequence tested
Windcave payment flow tested end-to-end for both clinics
P5Elixir & Doxy.me Clinical Integration
Weeks 4–7 · 6 tasks · gate 5 Jul
8 Jun → 5 Jul0/7
GP booking widget live for Cannalyze with Elixir calendar sync
GP booking widget live for Cannalysis with Elixir calendar sync
Appointment creation push from GHL to Elixir tested on booking confirmation
Intake form data push from GHL to Elixir on booking confirmation tested
GHL Stage: Booked automation confirmed firing correctly
Renewal booking widget live for both clinics (RC1)
GHL Stage: Renewal Booked automation confirmed firing correctly (RC1)
8 Jun → 5 Jul0/7
Doxy.me telehealth room configured for Cannalyze
Doxy.me telehealth room configured for Cannalysis
Automated Doxy.me link delivery built (triggered on booking confirmation)
Pre-consultation reminder sequence built (24-hour and 1-hour triggers)
No-show monitoring automation built (15-minute trigger with re-booking sequence)
Renewal telehealth link served for renewal consultations (RC2)
Renewal pre-consultation reminder sequence built (RC2)
8 Jun → 5 Jul0/7
Elixir post-consultation webhook to GHL tested and confirmed
Doxy.me post-consultation webhook to GHL tested and confirmed
GP mark consultation complete workflow built in Elixir
GHL Stage: In Consultation automation confirmed firing
GHL Stage: Post-Consult automation confirmed firing
AlumiAI Margin Assist active during consultation workflow
Renewal consultation webhook flow tested (RC3 and RC4)
8 Jun → 5 Jul0/12
Patient portal account activation automated on consultation completion
Patient login credentials delivered via automated welcome sequence
AlumiAI personalised welcome letter generated on portal activation
Prescription-gated portal live for Cannalyze with product catalogue
Prescription-gated portal live for Cannalysis with product catalogue
Elixir Rx dynamically populating patient portal catalogue per clinic
3-month supply cap validation enforced at portal checkout in real time
AlumiAI portal chat assistant configured
Portal onboarding email and SMS sequence active for both clinics
Portal Rx plan update automated on renewal GP sign-off (RC4)
AlumiAI renewal confirmation letter generated on RC4
Renewal CTA banner active in portal at Week 10 trigger
8 Jun → 5 Jul0/5
Elixir prescription export API live and tested for Cannalyze
Elixir prescription export API live and tested for Cannalysis
Full Elixir-to-GHL-to-portal integration tested end-to-end for Cannalyze
Full Elixir-to-GHL-to-portal integration tested end-to-end for Cannalysis
Written integration sign-off with complete test results for both clinics
8 Jun → 5 Jul0/8
Chosen AI scribe tool configured and tested for Cannalyze
Chosen AI scribe tool configured and tested for Cannalysis
AI scribe activation workflow within Doxy.me telehealth session confirmed
SOAP note to Elixir patient record transfer workflow built and tested
HIPC 2020 data processing compliance verified for chosen AI scribe tool
GP training on AI scribe tool delivered at Cannalyze
GP training on AI scribe tool delivered at Cannalysis
End-to-end QA: Doxy.me consultation to AI note to Elixir record confirmed
P6Data Migration
Weeks 5–6 · 2 tasks · gate 28 Jun
15 Jun → 28 Jun0/6
All historical contact records extracted from Cannalyze existing system
Cannalyze data cleaned and deduplicated
Cannalyze records imported into GHL with pipeline stage mapping
Cannalyze records imported into GHL with correct tag mapping
Post-migration validation report completed for Cannalyze
Written management sign-off on Cannalyze data integrity and import accuracy
15 Jun → 28 Jun0/6
All historical contact records extracted from Cannalysis existing system
Cannalysis data cleaned and deduplicated
Cannalysis records imported into GHL with pipeline stage mapping
Cannalysis records imported into GHL with correct tag mapping
Post-migration validation report completed for Cannalysis
Written management sign-off on Cannalysis data integrity and import accuracy
P7Workflow Automations
Weeks 6–8 · 7 tasks · gate 12 Jul
22 Jun → 12 Jul0/12
Pixel firing confirmed: ViewContent event on landing page load (both clinics)
AlumiAI session intent scoring automation live (both clinics)
Stage 3 intake form automations live: save, stage update, risk flag (both clinics)
Stage 4 payment automations live: webhook, stage update, invoice (both clinics)
Stage 5 booking automations live: confirmed, calendar sync (both clinics)
Stage 6 pre-consultation automations live: brief, Doxy.me link, reminders
Stage 8 post-consultation automations live: portal activation, welcome sequence
Stage 9 onboarding automations live: portal sequence, stock sync
Stage 10 order automations live: checkout, cap enforcement, invoice, label
Stage 11 fulfilment automations live: SLA watch, dispatch notification
Stage 12 delivery automations live: tracking display, delay watch, NPS survey
Stage 13 renewal trigger automation live: Week 10 trigger, CTA banner, sequence
22 Jun → 12 Jul0/15
RC0: Renewal trigger automation live and tested (both clinics)
RC0: Renewal banner activates in patient portal
RC0: Renewal comms sequence starts on trigger
RC1: Renewal booking widget live and tested
RC1: Renewal booking confirmed sequence active
RC2: AlumiAI renewal brief generation live
RC2: Renewal Doxy.me link delivered on booking
RC2: Renewal pre-consultation reminders active
RC4: Portal Rx plan updated on GP renewal sign-off
RC4: AlumiAI renewal confirmation letter generated
RC5: Renewal checkout and order automation live
RC6: Renewal fulfilment SLA watch and dispatch notifications active
RC7: AlumiAI renewal cycle reset and next cycle prediction live
RC7: Delivery confirmation, NPS and retention sequence active
RC7: Xero renewal invoice finalised on delivery confirmation
22 Jun → 12 Jul0/5
Windcave payment webhook to GHL confirmed firing correctly
Xero consultation invoice auto-generation tested end-to-end
Xero order invoice auto-generation tested end-to-end
Xero invoice automation with per-SKU COGS tracking configured
Xero renewal invoice finalisation confirmed on delivery
22 Jun → 12 Jul0/5
NZ Post shipping label auto-generated on initial order confirmation
NZ Post shipping label auto-generated on renewal order confirmation
NZ Post delivery tracking webhook integrated and tested
Live delivery tracking display confirmed in patient portal
AlumiAI delivery delay watch active on tracking webhooks
22 Jun → 12 Jul0/4
AlumiAI first-cycle GP brief template live for Cannalyze
AlumiAI first-cycle GP brief template live for Cannalysis
AlumiAI renewal-specific GP brief template live for both clinics (RC2)
GP brief confirmed pulling from intake data, Elixir history and AlumiAI scoring
22 Jun → 12 Jul0/5
Fulfilment SLA breach alert configured for Cannalyze
Fulfilment SLA breach alert configured for Cannalysis
Renewal fulfilment SLA breach alert configured for both clinics (RC6)
AlumiAI high-risk churn escalation routing active for both clinics
SLA breach and escalation routing tested end-to-end
22 Jun → 12 Jul0/5
Cannalyze pharmacy-specific automation variations applied and tested
Cannalysis pharmacy-specific automation variations applied and tested
Cannalyze location-specific booking availability rules confirmed
Cannalysis location-specific booking availability rules confirmed
Clinic-specific product catalogue variations confirmed in patient portal
P8Training (embedded W3–7 + formal W8)
Weeks 3–8 · 2 tasks · gate 12 Jul
1 Jun → 12 Jul0/5
Dashboard walkthroughs delivered to Cannalyze leads
Dashboard walkthroughs delivered to Cannalysis leads
Intake and booking demo run with clinic admin teams
Portal and Rx flow demo delivered to GPs
Renewal cycle walkthrough delivered to clinic teams
1 Jun → 12 Jul0/5
Full system training session delivered to Cannalyze team
Full system training session delivered to Cannalysis team
Admin runbook delivered for both sub-accounts
SOPs delivered for intake, consultation, fulfilment and renewal flows
Escalation matrix and on-call contacts confirmed
P9Go-Live Gate & Hypercare
Week 8 · 2 tasks · gate 12 Jul
6 Jul → 12 Jul0/5
All phase sign-offs received and filed
End-to-end UAT pass confirmed for Cannalyze
End-to-end UAT pass confirmed for Cannalysis
Final risk register reviewed with Paul O'Glee
Go-live decision formally signed off
6 Jul → 12 Jul0/4
Live environment activated across Cannalyze and Cannalysis
Hypercare on-call schedule active
Post-launch monitoring dashboard reviewed daily
Issue triage and resolution log maintained
Cycle:InfrastructureInitialRenewalBothStatus:not startedin progresscompleteblocked Phase gate Today