SS Process Map - sheleadsai.ai

Phase 1

Booking the Speaker and Cohost

10+ days before the event — MOSTLY SOLVED

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Human Actions

Identify speaker from the SS 20 list or CREATE applicant poolAnne

Speaker confirms their dateSpeaker

Assign one of three expert facilitators in rotation (or Anne cohosts herself); guest cohosts available as backup when a facilitator has a conflictAnne

Cohost confirms with SheilaCohost

Automation

Sheila agent sends scheduling DM via SlackSheila Agent

Data at this stage

SourceSpeaker record Notion People CRM

ChannelScheduling DM Slack text

OutputConfirmed date Google Calendar event

QA referenceSocial Saturday Speakers Google Sheet source of truth for all QA

Barriers and Status

Cohost model overhauled.
Volunteer roster dissolved. Slack cohost channel closed. Three expert facilitators in rotation — Anne cohosts once a month. Guest cohosts serve as backup when a facilitator has a conflict. Facilitators confirm with Sheila.

SOLVED Cohost model overhauled. Three expert facilitators in rotation replace the open volunteer pool. Cohost channel closed. All confirmations go through Sheila.Cleaner, more reliable, and fully internalized in the system.

SOLVED Speaker Offer via Sheila. Manual-trigger Rube recipe is LIVE. Sheila can send speaker invitations on command.Sheila handles outreach so Anne doesn’t have to initiate manually.

QUEUED Inbound speaker requests route to Sheila — not yet built. When live, speakers reach Sheila first, not Anne directly.Everything routes through Sheila when built.

SIMPLIFIED Application Heartbeat recipe retired. Speaker tracking lives in the Social Saturday Speakers Google Sheet, updated daily. Simpler and sufficient.One sheet, not a recipe layer on top of it.

SOLVED T-10 speaker readiness check. If speaker info is not in the Social Saturday Speakers Sheet by T-10 days, the agent flags Anne. Anne reviews the situation and confirms the plan for that session.The system surfaces the timing. Anne makes the call.

Phase 2

Speaker and Cohost Preparation

10 days to 2 days before the event — MOSTLY SOLVED

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Human Actions

Two branded Zoom backgrounds sent to speaker (two options included in case one color doesn’t work for them)Anne

10-day-out confirmation via the email on the Social Saturday Speakers Google SheetSheila

2-day-out confirmation via the email on the Social Saturday Speakers Google SheetSheila

Automation

Run of show sent to speaker and cohost via agent — pulls from Social Saturday Speakers Google SheetAgent

Data at this stage

Source of truthSocial Saturday Speakers Google Sheet all speaker + cohost data lives here

AssetsZoom backgrounds 2 options sent to speaker

ChannelAll comms via speaker’s email from Social Saturday Speakers Google Sheet

QA referenceSocial Saturday Speakers Google Sheet source of truth for all QA

Barriers and Status — Nearly All Resolved

SOLVED Confirmation templates exist. 10-day and 2-day Slack DMs written by Sheila. Standardized.Templates are standardized and in Sheila’s hands.

SOLVED Day-of Delivery Doc recipe runs Fridays at 3pm PT. The Saturday prep delivery is now automated via Rube.The missing automation layer is now in place.

MINOR Speaker guide v1 built. One-pager for featured speakers with everything they need before going live. V2 needed — v1 is functional but not where it needs to be.V1 ships. V2 is the real version.

Phase 3

Promo Creation

Tuesday, 5 days before the event — MOSTLY SOLVED

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Automation — Claude Code + Claude Design

Pull speaker details from Social Saturday Speakers Google Sheet and People CRM — never ask AnneClaude Code

Build promo design using templates and skills — Claude Code / Claude Design, not CanvaClaude Code / Claude Design

Extract dominant color from design using Python/PILss-pipeline.py

Write promo copy — Full Description + Social Saturday teaser + Web Teaser with BiosClaude Code

Apply approved CTA pills from Content Vault onlyClaude Code

Hyperlink all named programs (Social Saturday, CREATE, ACA, She Leads AI, AI Academy)Claude Code

Run full brand enforcement — 206 banned words + structural rulesClaude Code

Generate all derivative sizes from one master design — 4:5 for LinkedIn/social, 16:9 for Mighty Networks (different platform, different requirement), Kit email header, blog thumbnail, companion guide heroClaude Code / Claude Design

Design Principle

One design per week, built once from templates, made gorgeous — all derivative pieces flow from itAnne / Claude

Data formats at handoff

InputSpeaker record Social Saturday Speakers Google Sheet, speaker bio + history Notion People CRM, copy blocks Content Vault, design templates Claude Code / Claude Design skills

ProcessingMaster design HTML/PNG, dominant color hex string from ss-pipeline.py, brand-enforced copy markdown

OutputFull Description HTML, Social Saturday teaser text, Web Teaser with Bios HTML, social promo PNG 4:5 — LinkedIn primary, MN thumbnail PNG 16:9 — Mighty Networks only, Kit header PNG, blog thumbnail PNG, companion guide hero PNG

QA referenceSocial Saturday Speakers Google Sheet source of truth for all QA

Barriers and Status

SOLVED Promo copy written and brand-enforced. 246-rule brand check passed before review.Done.

SOLVED Promo design built in-house via Claude Code and Claude Design. Four formats. No Canva.Design quality upgraded. This is the permanent workflow now.

SOLVED ss-promo-generator SKILL.md built with full folder. SKILL.md + example-promos.md + distribution-channels.md. The promo creation process is a documented, repeatable skill.Distribution channels documented in the skill folder.

Phase 4

Promo Distribution

Tuesday after Anne approves — LinkedIn via Blotato (unconfirmed), Mighty Networks always manual (16:9 thumbnail required)

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Automation

Claude Code assembles all promo assetsClaude Code

Slack Anne with “ready for review” notificationClaude Code to Slack

Human Actions — Approval gate

Anne reviews promo in Slack and approvesAnne

Post to Mighty Networks — always manual. Requires a 16:9 thumbnail, not the 4:5 used for LinkedIn. Must be generated separately before posting.Manual

Automated Distribution

LinkedIn company page — scheduled via Blotato (MCP connected)Blotato

Anne’s LinkedIn personal — scheduled via BlotatoBlotato

Data formats at handoff

InputApproved promo copy HTML/text, promo image PNG

OutputLinkedIn post text + 4:5 PNG, MN post text + 16:9 PNG — manual upload, Blotato entry queue item

QA referenceSocial Saturday Speakers Google Sheet source of truth for all QA

Barriers and Status

SOLVED Distribution channels documented. The ss-promo-generator SKILL.md folder includes distribution-channels.md with every platform and its requirements.Done.

NOTED Mighty Networks is always manual and requires a 16:9 thumbnail. LinkedIn primary is 4:5. Two separate files must be ready before posting to MN. This cannot be automated — manual post every week.MN has its own format requirements. The 4:5 LinkedIn image does not work there.

QUEUED LinkedIn automation via Blotato — not yet confirmed. Integration needs verification before marking live.Reported as potentially set up but unconfirmed. Verify before treating as solved.

QUEUED Nurture campaign — the ongoing speaker relationship beyond the thank-you and 3-month follow-up. The path forward exists conceptually but the campaign itself is not yet built.The speaker follow-up skill defines where this should go. Building the campaign is the next step.

Phase 5

Weekly Coordination

Automated daily, Tuesday, Wednesday, Thursday, Friday — HEAVILY AUTOMATED

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Automation — Rube Recipes

Wednesday 9am — Rube recipe DMs Anne with 6-week lookaheadRube rcp_gLOAmdxX7Cqo

Claude runs approved mode, flags Anne directly via Slack DMClaude Code

T-10 check — agent flags Anne if speaker info is not yet in the Speakers Sheet. Anne reviews and confirms the plan for that session.Agent

Friday 9am — Rube checks for missing items, escalates if cancellation riskRube rcp_csNhb48nPB5m

Human Actions

Anne reviews the lookahead and says “send it”Anne

Data at this stage

ChannelSlack DMs text — Anne DM: D046L2E62JZ

Routes toAnne DM D046L2E62JZ — all actionable items go directly to Anne

DashboardLocation unclear HTML/Manus — TBD

QA referenceSocial Saturday Speakers Google Sheet source of truth for all QA

Barriers and Status

SIMPLIFIED Application Heartbeat retired. Speaker tracking via Social Saturday Speakers Google Sheet, updated daily. No recipe needed.Simpler is better here.

RETIRED Co-Host Heartbeat retired. Cohosts now confirm directly through Sheila. The automated monitoring loop is no longer needed.The new cohost model is simpler and more reliable.

SOLVED Day-of Delivery Doc runs Fridays at 3pm PT. The Saturday prep package is now automated.LIVE.

SOLVED Vault Reminder runs daily at 11am PT. Ensures approved content gets pushed to the vault consistently.LIVE.

RETIRED SS Link QA Pre-Flight remote trigger removed. Manual check via master links registry when needed.Not needed as a scheduled recipe.

TO DO Full link audit on the cohost guide. ACA advanced to Module 6 — any links in the cohost guide pointing to earlier ACA modules or ACA-related content are now outdated and will send cohosts to the wrong place. Every URL in the guide needs to be verified before next Saturday.ACA curriculum moved. Links that were right in April are broken now.

Phase 6

The Cohost Guide — Saturday Working Document

Delivered Friday by Day-of Delivery Doc — Anne uses this on Saturday, not a separate packet

The Cohost Guide

The single working document Anne uses on Saturday. Not a separate Anne-only packet — the cohost guide is it. Contains the run of show (with speaker bio and credentials), chat drops, announcements outline, continuity notes, and everything else. Delivered automatically every Friday via the Day-of Delivery Doc Rube recipe.

Run of Show

Lives inside the cohost guide. Includes speaker bio, credentials, and all intro language — everything Anne needs to introduce the speaker without looking anything up.

In cohost guide

Speaker Bio and Credentials

Pulled from People CRM and speaker’s Google Form submission. Included in the run of show section of the cohost guide — not a separate document.

Inside run of show

Cohost

Expert facilitator — name is in the Social Saturday Speakers Google Sheet. No confirmation step needed.

In the Speakers Sheet

Zoom Link and Setup

From Google Calendar event

In Calendar

Last-Minute Speaker Requests

From Slack — manual check required

No centralized inbox

Chat Engagement Prompts and Talking Points

Built and filled for April 11. Included in the Saturday packet.

Built April 7

Pre-loaded Chat Drops

Every link verified and staged in the packet, ready to copy and paste into chat

Built April 7

Full Announcements Outline

10-minute structure with CoP report-out, SLAI Effect callback, member shoutouts. Shoutout candidates: program graduates (AI Academy, ACA, CoP) or Kate’s three newsletter features. Cannot be manual — automated feed needed.

Template built · shoutout source unsolved

Previous Session Continuity Notes AND Future Session Preview

Filled for April 11 with last week’s recap and next week’s preview

Built April 7

Coaching Analysis of Anne’s Announcement Patterns

6 transcripts studied. Patterns identified. Recommended template deployed in this week’s packet.

Built April 7

Barriers and Status

SOLVED Cohost guide template built and automated. Day-of Delivery Doc Rube recipe produces and delivers it every Friday at 3pm PT. Anne uses the cohost guide on Saturday — run of show, speaker bio, credentials, chat drops, announcements, everything in one place.One document, delivered Friday, covers Saturday completely.

SOLVED Announcements structure modeled from 6 real transcripts. 10-minute template with CoP report-out, SLAI Effect callback, and member shoutouts built and deployed.This was one of the hardest problems. Built from real patterns, not a guess.

TBD Member shoutouts — source not solved. Cannot be done manually. Two candidate feeds identified: (1) program graduates — AI Academy cohorts, ACA completers, CoP pod finishes — these are datable events with names attached; (2) the three women Kate features in each SLAI Effect newsletter — that list already exists, just not piped anywhere. Either feed could trigger a shoutout record that the cohost guide pulls automatically.The data exists in two places. The pipeline connection from those sources into the cohost guide is what needs to be built.

SOLVED Communication gaps addressed via the Day-of Delivery Doc. Packet built and delivered automatically every Friday. Team has what they need before Saturday.The prep is built in, not scrambled.

SOLVED Continuity notes built into the packet template. Previous session recap and next week’s preview are standard sections.Week-to-week narrative continuity is structural, not optional.

Phase 7

Live Event

Saturday 10am to noon PT — MOSTLY SOLVED

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Human Actions — the live performance

Chat drops are pre-staged in the cohost guide (delivered Thursday, reminder Friday) — confirmed ready before 10amKate / Don

Resource list must be verified before the eventKate / Don

Zoom opens, host welcomes and introduces speakerHost / Cohost

Speaker presentsSpeaker

Real-time chat support — whoever manages chat knows what to drop and whenKate / Don

Chat engagement — links and resources shared by attendeesCommunity

Automation — capture is automatic

Fireflies records the entire sessionFireflies

Zoom saves the chat file automaticallyZoom

Post-event link capture — everything shared in chat gets harvestedClaude Code

Data captured

RecordingFull session transcript Fireflies text (auto-saved)

ChatZoom chat file txt, saved to OneDrive Zoom folder

QA referenceSocial Saturday Speakers Google Sheet source of truth for all QA

Barriers and Status

RETIRED SS Link QA Pre-Flight remote trigger removed. Link QA is handled manually via the master links registry when needed — not as a scheduled recipe.Not needed as an automated routine.

BLOCKED Fireflies Landing Trigger (Saturdays 4:30am PT) is built as a Rube recipe but blocked on Fireflies API authentication. Transcript capture still works (Fireflies records automatically), but the automated trigger to start content processing does not fire yet.Auth issue needs to be resolved. The recipe is ready; the permission is not.

Phase 8

Content Processing

Post-event, starting Saturday afternoon or Monday — FLEET RESTART PENDING

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Automation — the biggest cluster in the whole pipeline

Pull Fireflies transcriptClaude Code / ss-pipeline.py

Pull Zoom chat file from OneDrivess-pipeline.py find_zoom_chat()

Mine content atoms by speaker — themes, quotes, tools, frameworksClaude Code

Build companion guide HTML using templateClaude Code

Extract promo dominant color for guide palettess-pipeline.py

Title = pulled from the event promo draft (LinkedIn / Mighty Networks / social media) — that’s the source, not the calendarClaude Code

Deploy to WordPress via PlaywrightPlaywright script

Write SLAI Effect newsletter intro for KateClaude Code

Take companion guide and generate social media promo — 4×5 for LinkedIn / Mighty Networks and derivative sizesClaude Code / Claude Design

Mine content for testimonials and use cases — things people say, things people put in chat. Use those.Claude Code

Run full 246-rule brand enforcement sweep on companion guide, newsletter intro, and all content atoms before anything goes to Anne or publishesClaude Code

Human Actions — approval gate

Anne reviews the companion guide draft and approvesAnne

Data Movement

Present draft to Anne via Slack notificationClaude Code to Slack

Vault approved guide to NotionClaude Code to Notion

Data formats at each stage

InputFireflies transcript text/JSON, Zoom chat txt, event promo draft text — LinkedIn / Mighty Networks, People CRM Notion

ProcessingContent atoms markdown, testimonials + use cases markdown, session context JSON from ss-pipeline.py

OutputCompanion guide HTML to WordPress, social promo PNG 4×5, vault entry Notion, newsletter intro text for Kit

QA referenceSocial Saturday Speakers Google Sheet source of truth for all QA

Barriers and Status

Pipeline documented but agent fleet went dark Apr 8.
Restart decided Apr 27 2026 — transcript → companion → SLAI Effect intro should fire automatically without Anne prodding. Companion piece moving to Claude Design. Skills and templates are all in place; the fleet restart is the only remaining action.

UPDATED SS content processing skills refreshed. ss-content-processing, slai-effect-intro, and ss-promo-generator all updated to reflect current pipeline decisions.Skills now match what the pipeline actually does.

SOLVED Processing skill built. ss-content-processing SKILL.md takes a Fireflies transcript and produces content atoms, companion guide, and newsletter intro as a single orchestrated skill.The missing orchestration layer is now in place.

SOLVED slai-effect-intro skill built. Dedicated skill for writing newsletter intros with voice DNA and example intros documented.Kate has a repeatable skill for her newsletter workflow.

SOLVED Companion guide pipeline updated. Companion piece moving to Claude Design — previous pain resolved. Template and WordPress deploy via Playwright remain in place for other outputs.Claude Design removes the production friction that was slowing companion creation.

~30 DAYS Blog magazine wall on sheleadsai.ai — concept is designed, on the roadmap for about a month out.On the list. Just haven’t had the time.

TO DO SS transcript processing skill must explicitly mine for testimonials AND use cases — not just quotes and frameworks. If it doesn’t have those two as discrete content atom categories, add them. Companion guide SKILL.md v3 Step 4 also needs this update.Testimonials and use cases are the proof layer. They belong in every guide.

ADDED Brand enforcement now runs on all Phase 8 outputs — companion guide, newsletter intro, and content atoms — before anything goes to Anne or publishes. 246-rule sweep is a named step in the pipeline.Nothing leaves this phase unguarded.

Phase 9

Speaker Follow-Up

Within 48 hours of the event — MOSTLY SOLVED

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Automation — drafting and data

Draft personalized thank-you email — references specific moments from the session, includes the replay link and the companion guide link. Lands in Gmail Drafts for Kate to review before sending.Claude Code → Gmail Drafts

Run 246-rule brand enforcement on email draft before it reaches Gmail DraftsClaude Code

Decision tree — IF speaker is not yet a member: include a warm invitation to join + Anne’s 30-min scheduling link. IF speaker IS a member: thank and celebrate, scheduling link included if the relationship warrants a deeper connection. Kate reviews and adjusts before sending.Claude Code

Human Actions

Kate reviews and sends the email via GmailKate

Data Movement

Pull testimonials from Speaker Kudos formGoogle Form → Claude Code

Update People CRM with speaker record and session notesClaude Code → Notion

Email draft deposited in Gmail Drafts — Kate reviews and sendsClaude Code → Gmail Drafts

Data at this stage

InputContent atoms markdown, Kudos form responses Google Form, People CRM Notion, session replay link Fireflies or Zoom, companion guide URL WordPress, Anne’s 30-min scheduling link static — always the same

OutputEmail draft Gmail Drafts — Kate reviews, adjusts if needed, then sends, CRM update Notion

QA referenceSocial Saturday Speakers Google Sheet source of truth for all QA

Barriers and Status

SOLVED Speaker follow-up SKILL.md is done. 8-step skill with membership decision tree, testimonial pull, brand enforcement gate, and archive checklist.Done.

UPDATED Thank-you email spec updated. Includes: specific moments from chat, session replay link, companion guide link, and Anne’s 30-min scheduling link with invitation to connect. Draft lands in Gmail — Kate reviews, removes scheduling link if not appropriate, and sends.The email does real relationship work, not just a courtesy close.

SOLVED 3-Month Follow-Up via Sheila Rube recipe built. Fires 1st of each month. Keeps the speaker relationship alive long after the event.Fleet dark since Apr 8 — restart decided Apr 24. Blocked on Gmail scheduler auth, but the recipe is ready.

SOLVED Announcements coaching done. 6 transcripts studied. Speaker guide template built.Done.

SOLVED Notion Sessions Database created under SLAI Operations HQ. Session data now has a structured home.Needs manual Relation properties added.

BLOCKED Gmail scheduler auth. Thank-You and 3-Month Follow-Up recipes are built but cannot fire until Gmail scheduler permissions are resolved.The recipes exist. The auth does not. This is a permissions fix, not a build.

ADDED Brand enforcement now runs on thank-you email drafts before they reach Gmail Drafts. 246-rule sweep is a named step in the pipeline.Outbound speaker communications get the same brand check as promo copy.

PARKED Speaker data → CRM. Session data, speaker record, follow-up history all need to flow into the People CRM automatically. Scope is clear, execution is not happening yet. Parked until there is bandwidth.The data exists. The pipeline connection does not. Not urgent enough to block anything else right now.

Phase 10

Content Longevity & Legacy

Ongoing — what we do with the archive we are building

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What we do now

Transcript → NotebookLM knowledge base. Every session feeds the KB. Used for data mining, research, and curriculum development.NotebookLM

Storytelling extraction — quotes, moments, speaker frameworks pulled into content atoms for downstream reuseClaude Code

Use cases and testimonials mined from transcript and chat — the proof layer for every downstream deliverableClaude Code

Archival system needs attention. Three asset types — all valuable, all currently hard to find.

Event Replays

Split across Zoom (OneDrive), Fathom, Fireflies, and Drive. Somewhat organized within each platform but no unified index across them. Finding a specific session replay requires knowing which platform captured it and when.

Transcripts

Live in Fireflies, organized by date. Not tagged by topic, speaker, program, or theme. Searchable in Fireflies only if you know what you’re looking for. No cross-session index. NotebookLM is the only real retrieval layer we have, and it’s manual to set up per-session.

Artifacts

Companion guides on WordPress. Content atoms in Notion Content Vault. Skills in Drive and GitHub. Cohost guides across multiple locations. No unified index or consistent naming convention across systems. A new team member cannot easily find everything built for a specific session.

We are building a historically significant archive of women at the start of the AI era and not treating it that way yet.

Opportunities — not built, worth scoping

What we could build

IDEA Private podcast — three formats from one session. Every SS recording becomes three cuts: a 10-minute learn (one concept, standalone), a 20-minute learn (the core teaching arc), and a 30-minute learn (full session highlight). Subscriber-only feed. Recordings already exist — just need editing and a distribution layer.Same source material, three different audiences and attention windows. SS content is already podcast-quality.

IDEA Learning journey — workshop library. SS sessions sequenced into a curriculum path by topic. Someone joins SLAI today and can move through years of curated sessions as a full AI education in workshop form.The content exists. The gap is sequencing and a discovery layer.

IDEA Opus Clips → dedicated social channel. A social account that is nothing but SLAI in clips. Every SS session processed through Opus Clips. TikTok, Reels, Shorts. Tag the speakers in every clip. Could hire someone to set up and run this workflow end-to-end — Anne doesn’t touch it.We have a lifetime of footage. The clips exist in raw form — just uncut and undistributed.

HIRE Opus Clips → TikTok workflow contractor. Someone who knows Opus Clips sets up the pipeline, handles clip selection, tags speakers, and manages the queue on a regular cadence. This is a real role, not a Claude task.The right hire turns this into an ongoing channel with almost no Anne involvement.

IDEA Coffee table book — “They Used to Call Us Nontechnical.” A document of what women were building at the start of the AI era. SS sessions, speaker portraits, community moments. For the legacy and founders audience. Something you can hold.This record exists. It just hasn’t been shaped into something permanent yet.