UFG Works Executive CRM Dashboard

CRM Rebuild Status, Progress Dashboard, and Closeout Path

United Facilities Group is out of structural CRM rescue mode. The foundation is rebuilt, the reporting is branded and live, and the remaining work is now concentrated in contact quality, integration hardening, and finishing the rep-ready operating model.

Trusted Facility Management Solutions Northern California Prepared April 6, 2026 Live at ufg.review.bcio.dev

Core Remediation Milestones 10 / 10

Structural rebuild complete

Active Leads 362

Down from 870 active leads

Real Contact Coverage 132 / 325

Working leads with real named person

Aircall Live Sync Proof 1

Transcript-to-note sync proven live

Progress Dashboard

These meters are based on live account counts or milestone completion, so leadership can see both what is done and where the remaining drag still sits.

Structural CRM Rebuild 10 / 10 milestones complete

Pipeline rebuild, taxonomy cleanup, legacy removal, ownership handoff, project cleanup, report deployment, and base automation are all complete.

Working Lead Contact Model 325 / 325 leads in an honest state

Every working lead is now either org-only contact discovery or real-contact attached. Placeholder-attached leads are down to zero.

Real Contact Coverage On Working Leads 132 / 325 working leads

The remaining contact challenge is now honest company-first discovery work, not fake-person cleanup.

Organization Website Coverage 497 / 850 organizations

Website cleanup made a material dent, but a large portion of the account is still under-enriched.

Service Region Coverage 604 / 850 organizations classified

Northern California territory logic is largely in place. The remaining unknowns are mostly address-review items or sparse accounts.

Main Line Coverage 358 / 850 organizations

Main-line coverage has improved materially, but organization reachability still needs more completion work.

Recent Aircall AI Yield 1 / 2 recent qualified calls

The integration is now proven live, but the number/user setup still needs validation because one recent call still returned no intelligence artifact.

Leadsourcing Automation 0 / 1 live scenarios

The path is defined: Leadsourcing to Make.com to Pipedrive. It is not implemented yet.

Completed Milestones

✓
Qualified opportunity pipeline rebuilt
The CRM now runs on one clean opportunity pipeline with five standardized stages.
✓
Legacy pipeline and dead deal shells removed
Legacy notes were preserved first, then 262 dead deal shells and the old freeze pipeline were removed.
✓
Lead labels and qualification logic normalized
`P1 Now`, `P2 This Week`, and `P3 Later` now replace the old inconsistent label usage.
✓
Lead inbox compressed into a workable queue
Active leads were reduced from 870 to 362, pushing the system toward an actual working inbox instead of a dumping ground.
✓
Keith handoff completed
Active ownership and the working queue were cleaned up so day-to-day work no longer lives under temporary ownership.
✓
Aircall transcript-to-note sync proven live
The first end-to-end production note sync succeeded and enriched a real test contact from the transcript.
✓
Placeholder-contact cleanup lane closed
The active working lead queue now has zero placeholder-attached rows after the final Saint Patrick, Blue Oak, district, and shared-placeholder cleanup passes.
✓
NorCal reachability enrichment pass completed
New fields for General Inquiry Email, NorCal Site Address, and NorCal Site Confirmed now support safer region and reachability enrichment across active accounts.
✓
Workbook completion pass materially reduced blanks
The latest workbook/manual pass cut website, address, main-line, inquiry-email, and fallback-contact gaps and produced a smaller remaining manual-send list.
✓
Branded executive reporting is live
The status report is now publicly available on the UFG-branded review domain for leadership visibility.

Closeout Items Still Open

!
Work the org-only discovery queue
193 working leads are now intentionally org-only and need named-contact discovery or an explicit nurture decision over time.
!
Finish organization enrichment and manual-send completion
The workbook/public-data pass materially reduced blanks, but the remaining company worksheet still needs human completion for harder website, email, address, and phone gaps.
!
Finish organization enrichment review queues
57 address-review rows, 5 phone-review rows, and 60 legacy-note orgs still need human decisions.
!
Keep the live activity queue verified in the Pipedrive UI
The human working queue is rebuilt, but periodic UI checks are still needed because generic snapshots have shown inconsistent activity counts.
!
Implement Leadsourcing to Make.com to Pipedrive
The design is chosen, but the actual routing scenario and duplicate-protection logic are not live yet.
!
Finish the remaining workbook manual-send list
The public-data completion pass materially improved field coverage, but a smaller set of companies still needs human follow-up to close reachability gaps cleanly.
!
Finish the rep handoff guide
A draft workflow document exists; it still needs to be polished into the final rep-facing operating manual.

What Changed Since Kickoff

Lead Box

870 → 362

The active lead set was reduced into a manageable working queue.

508 Stale leads archived

37 Moved to nurture

Pipeline

265 → 3

Fake opportunities and legacy deal clutter were removed so only real open deals remain.

262 Dead shells removed

61 Legacy notes preserved

Contact Layer

132 / 325

Working leads with a real named person now measure the remaining usability gap more honestly than raw lead counts.

193 Org-only discovery leads

0 Placeholder leads left

Lead Status

Lead Qualification	Count
Connected	275
Working	42
New	6
Nurture	37
Qualified	2

125 P1 Now 200 P2 This Week 37 P3 Later

Active Lead Contact State

Gap	Count
Active working leads	325
Real-contact attached	132
Org-only discovery	193
Placeholder-attached	0
Nurture leads	37
Qualified leads	2

Organization Gaps

Gap	Count
Missing website	353
Missing Main Line	492
Missing General Inquiry Email	659
Unknown region	246
Unscored tier	764
No people	311
No active lead	495

Aircall and Automation Status

The integration has moved from theoretical to proven: one recent production call successfully produced a transcript, summary, topics, action item, and a Pipedrive note.

Proven

Live transcript-to-note sync is now working

Aircall call 3653777500 created Pipedrive note 868 with transcript, summary, 4 topics, and 1 action item.

Improved

Transcript enrichment now upgrades placeholder contacts

The test call transcript was used to upgrade a placeholder contact into a real person record with name, email, phone, and org link, and the same pattern now supports cleaner contact creation under company-first leads.

Remaining

One recent qualified call still produced no intelligence payload

The number/user configuration is substantially better, but recent-call consistency still needs one more validation pass.

Executive takeaway: Aircall is no longer blocked. The remaining task is reliability and cleaner matching into the right CRM contact records.

Next Automation Layer

Leadsourcing to Make.com to Pipedrive

Website visitor intent should route into the lead layer without creating duplicate junk.

Contact-quality automation

Continue using safe auto-linking and transcript-assisted enrichment, but keep ambiguous contact creation review-gated.

Rep handoff guide

Package the account-first B2B workflow so the sales team works leads, people, and organizations consistently.

Executive Closeout Path

Immediate

Verify the live activity queue directly in the Pipedrive UI.
Work the 193 org-only discovery leads in priority order and convert the best ones into named contacts.
Resolve the address, phone, and legacy-note review queues.

Build the Leadsourcing to Make.com to Pipedrive scenario.
Finish the rep operating guide and workflow documentation.
Run the final HTML end-of-day report once the closeout list is materially shorter.

Overall assessment: the CRM rebuild is structurally successful. The remaining effort is now quality, coverage, and operating discipline, not system rescue.

Source of truth: UFG-WORKLOG.md, WRAP-UP-CHECKLIST.md, MANUAL-REVIEW-TRACKER.md, live Pipedrive checks, live Aircall checks, and the latest placeholder/workbook cleanup passes completed on April 6, 2026.