SC Lead Management Standard

Document Version: 1.0 Last Updated: January 3, 2026 Audience: Sales Team, Operations Team, Account Managers

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Purpose

This standard establishes consistent lead management practices across all Symphony Core systems. It defines the unified lead identifier (lead slug) used across Google Drive, GitHub, and GoHighLevel to ensure seamless tracking and conversion to client status.

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Scope

Applies to:

• Lead folders in Google Drive (symphony-core-documents-storage/03-sales/)
• Lead documentation in GitHub (03-sales/lead-folders/)
• Lead Contact and Opportunity records in GoHighLevel (Location ID: vOyZYmChRuyjFM0yUtba)

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Table of Contents

1. Lead Slug Standard
2. Cross-System Consistency
3. Google Drive Lead Folders
4. GitHub Lead Documentation
5. GoHighLevel Lead Records
6. Lead Lifecycle Management
7. Quick Reference

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1. Lead Slug Standard

1.1 Format Specification

Every lead receives a lead slug - a unique, lowercase, hyphenated identifier used consistently across all systems.

Format:

lead-[companyname]

Property	Requirement
Prefix	Always lead-
Characters	a-z, 0-9, hyphens (-) only
Case	All lowercase
Word separator	Hyphens
Max length	35 characters total
Min length	8 characters total

1.2 Source Priority

When generating a lead slug, use the first available option:

Priority	Source	Example
1	Company name	Acme Corporation → lead-acme
2	Contact full name (if no company)	John Smith → lead-john-smith

Note: For individual consultants or sole proprietors without a company name, use the contact's full name.

1.3 Transformation Rules

Apply these rules in order when converting a company name (or contact name) to a lead slug:

Step 1: Remove Legal Suffixes

Remove these suffixes (case-insensitive):

LLC, L.L.C., Inc, Inc., Corp, Corp., Corporation,
LLP, L.L.P., Co, Co., Company, Ltd, Ltd., Limited,
PC, P.C., PLLC, P.L.L.C., PA, P.A.

Input	Output
Smith Law LLC	Smith Law
Acme Corporation	Acme

Step 2: Convert to Lowercase

Input	Output
Smith Law	smith law
CT Building Broker	ct building broker

Step 3: Replace Non-Alphanumeric with Hyphens

Replace spaces, ampersands, and special characters with hyphens:

Input	Output
smith law	smith-law
smith & sons	smith-sons
o'brien plumbing	o-brien-plumbing

Step 4: Clean Up Hyphens

• Collapse multiple consecutive hyphens to single hyphen
• Remove leading and trailing hyphens

Input	Output
smith--sons	smith-sons
-acme-corp-	acme-corp

Step 5: Prepend lead- Prefix

Input	Output
acme	lead-acme
smith-sons	lead-smith-sons

1.4 Valid Examples

Source	Lead Slug
Acme Corporation	lead-acme
Smith & Sons LLC	lead-smith-sons
CT Building Broker	lead-ct-building-broker
O'Brien Plumbing	lead-o-brien-plumbing
24/7 Services	lead-24-7-services
KraneWorks	lead-kraneworks
John Smith (no company)	lead-john-smith
Maria Garcia-Lopez (no company)	lead-maria-garcia-lopez

1.5 Invalid Examples

Invalid	Problem	Corrected
Lead-Acme	Uppercase	lead-acme
lead_acme	Underscore	lead-acme
lead acme	Spaces	lead-acme
acme-corp	Missing prefix	lead-acme-corp

1.6 Length Handling

When the slug exceeds 35 characters, apply these strategies:

1. Use standard abbreviations (professional → pro, services → svc, management → mgmt)
2. Remove filler words (the, and, of, for)
3. Use acronyms for geographic prefixes (greater hartford → gh)

See SC Client Slug Naming Standard for complete abbreviation rules.

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2. Cross-System Consistency

2.1 Unified Identifier Strategy

The lead slug serves as the primary identifier across all systems:

System	How Lead Slug is Used
Google Drive	Folder name: symphony-core-documents-storage/03-sales/lead-companyname/
GitHub	Folder name: 03-sales/lead-folders/lead-companyname/
GoHighLevel	Opportunity Name field

2.2 System Reference Table

System	Location	Record Type
Google Drive	H:\My Drive\symphony-core-documents-storage\03-sales\	Folder
GitHub	symphony-core-documents/03-sales/lead-folders/	Folder
GoHighLevel	Location ID: vOyZYmChRuyjFM0yUtba	Contact + Opportunity

2.3 Why This Matters

• Searchability: Search by lead slug finds records in all systems
• Traceability: Track a lead's journey from first contact to conversion
• Handoff: Clear identifier for sales-to-operations handoff
• Reporting: Aggregate data across systems using consistent identifier

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3. Google Drive Lead Folders

3.1 Location

Primary Path: H:\My Drive\symphony-core-documents-storage\03-sales\lead-companyname\

All lead folders reside under the 03-sales/ directory in symphony-core-documents-storage, following the repository numbering structure.

3.2 Subfolder Structure

lead-companyname/
├── research/              # Company info, competitor analysis, discovery docs
├── proposals/             # Quotes, SOWs, pricing documents
├── communications/        # Email threads, call summaries
└── meetings/              # Meeting notes, transcripts, recordings

3.3 What Belongs in Lead Folders

Content Type	Subfolder
Company research and analysis	research/
Competitor comparison	research/
Discovery call notes	research/
Proposals and quotes	proposals/
SOWs and pricing documents	proposals/
Custom presentations	proposals/
Email threads (exported)	communications/
Call summaries	communications/
Meeting notes	meetings/
Meeting transcripts (Fireflies, etc.)	meetings/
Meeting recordings	meetings/

3.4 What Does NOT Belong

Content Type	Correct Location
Generic proposal templates	03-sales/templates/
Client docs after conversion	Client_Delivery/clientname/
Marketing collateral	02-marketing-brand/
Training materials	06-team-training/

3.5 File Naming Within Lead Folders

Follow SC Document Naming Standard:

• Lowercase with hyphens
• Date prefix for versioned documents: 2026-01-03-proposal-v2.pdf
• Descriptive names: competitor-analysis.md, discovery-call-notes.md

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4. GitHub Lead Documentation

4.1 Repository Location

Path: 03-sales/lead-folders/lead-companyname/

GitHub lead folders contain markdown documentation only. Binary files (PDFs, images) belong in Google Drive.

4.2 Folder Structure

lead-folders/
├── README.md                     # Folder overview and instructions
├── lead-acme-corp/
│   ├── README.md                 # Lead overview, status, key contacts
│   └── discovery-notes.md        # Discovery call documentation
└── lead-smith-law/
    └── ...

4.3 Lead README Template

Each lead folder should contain a README with:

# Lead: [Company Name]

**Lead Slug:** `lead-companyname`
**Status:** [New Lead | Discovery | Qualified | Proposal Sent | Negotiation]
**Created:** YYYY-MM-DD
**Owner:** [Sales rep name]

## Company Overview

- **Company Name:** Full company name
- **Industry:** [Industry]
- **Website:** [URL]
- **Location:** [City, State]

## Key Contacts

| Name | Title | Email | Phone |
|------|-------|-------|-------|
| | | | |

## Lead Source

- **Source:** [Marketing | Referral | Direct | Partner | Event]
- **Detail:** [Specific campaign or referrer]

## Notes

[Summary of lead status and next steps]

## Related Files

- Google Drive: `symphony-core-documents-storage/03-sales/lead-companyname/`
- GHL Opportunity: [Link if available]

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5. GoHighLevel Lead Records

5.1 Overview

Leads in GoHighLevel are tracked using two linked record types:

1. Contact: The person(s) at the lead company
2. Opportunity: The deal/pipeline record using the lead slug

Location: All leads are managed in the Symphony Core agency sub-account at location vOyZYmChRuyjFM0yUtba.

5.2 Contact Creation

Create a Contact record for the lead's primary point of contact:

Field	Value	Required
First Name	Contact's first name	Yes
Last Name	Contact's last name	Yes
Email	Contact's email	Yes
Phone	Contact's phone	Recommended
Company Name	Full company name (e.g., "Acme Corporation LLC")	Yes
Tags	lead, [source-tag] (e.g., referral, website)	Yes

5.3 Opportunity Creation

Create an Opportunity record linked to the Contact:

Field	Value	Required
Opportunity Name	Lead slug (e.g., lead-acme-corp)	Yes
Pipeline	Sales Pipeline	Yes
Stage	New Lead (or current stage)	Yes
Contact	Link to Contact record	Yes

Important: The Opportunity Name MUST match the lead slug exactly for cross-system traceability.

5.4 Required Custom Fields

Populate these custom fields from the Symphony Core Sales Pipeline:

Lead Attribution:

Field Name	Type	Options/Format
lead_source	Dropdown	Marketing, Referral, Direct, Partner, Event, Other
lead_source_detail	Text	Specific campaign or referrer name

Company Information:

Field Name	Type	Options/Format
company_name	Text	Full company name
company_size	Dropdown	1-10, 11-50, 51-200, 201-500, 500+
industry	Dropdown	Target industry

Deal Information:

Field Name	Type	Options/Format
deal_type	Dropdown	Custom, Standard Package
estimated_deal_value	Currency	USD
decision_timeline	Dropdown	<30 days, 30-60 days, 60-90 days, 90+ days

BANT Qualification:

Field Name	Type	Purpose
budget_confirmed	Boolean	Budget discussed and confirmed
authority_identified	Boolean	Decision maker identified
need_articulated	Boolean	Business need clearly stated
timeline_established	Boolean	Decision timeline confirmed

5.5 Pipeline Stages

Leads progress through these stages in the Sales Pipeline:

Stage	Probability	Description
New Lead	10%	Initial capture, awaiting qualification
Discovery	25%	Discovery call and needs assessment
Proposal Sent	50%	Proposal delivered, awaiting evaluation
Follow-Up	75%	Active follow-up and negotiation
Closed Won	100%	Contract signed
Closed Lost	0%	Lost opportunity

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6. Lead Lifecycle Management

6.1 Lead Creation Checklist

When a new lead enters the pipeline:

• Generate lead slug from company name using transformation rules
• Create Google Drive folder: symphony-core-documents-storage/03-sales/lead-companyname/
• Create subfolders: research/, proposals/, communications/, meetings/
• Create Contact in GHL with company information and lead tag
• Create Opportunity in GHL with lead slug as Opportunity Name
• Populate required custom fields (lead_source, company info)
• Create GitHub folder (optional, if documentation needed)

6.2 Active Lead Management

During the sales process:

• Store all research and discovery documents in Google Drive lead folder
• Update GHL Opportunity stage as lead progresses
• Update BANT fields as qualification criteria are met
• Log key communications in Google Drive or GHL notes

6.3 Lead-to-Client Conversion SOP

Trigger: Contract signed, Opportunity moves to Closed Won stage.

Step 1: Generate Client Slug

Remove the lead- prefix from the lead slug:

Lead Slug	Client Slug
lead-acme-corp	acme-corp
lead-smith-sons	smith-sons

Step 2: Create Client Folder in Client_Delivery

Create the client folder structure per Google Drive Organization Standard:

Client_Delivery/clientname/
├── symphony-core-client-collaboration/
├── brand-assets-master/
├── confidential-internal/
│   ├── contracts/
│   ├── financials/
│   ├── notes/
│   ├── meetings/
│   ├── crm-exports/
│   └── leads-folder/          ← Lead content goes here
└── work-in-progress/

Step 3: Move Lead Folder Contents

Source	Destination
symphony-core-documents-storage/03-sales/lead-companyname/research/	Client_Delivery/clientname/confidential-internal/leads-folder/research/
symphony-core-documents-storage/03-sales/lead-companyname/proposals/	Client_Delivery/clientname/confidential-internal/leads-folder/proposals/
symphony-core-documents-storage/03-sales/lead-companyname/communications/	Client_Delivery/clientname/confidential-internal/leads-folder/communications/
symphony-core-documents-storage/03-sales/lead-companyname/meetings/	Client_Delivery/clientname/confidential-internal/leads-folder/meetings/

Step 4: Delete Lead Folder

After confirming all content has been moved:

• Delete symphony-core-documents-storage/03-sales/lead-companyname/

Step 5: Update GitHub

• Move lead folder contents to 09-clients/clientname/ if relevant
• Delete 03-sales/lead-folders/lead-companyname/
• Or archive if historical reference needed

Step 6: GHL Updates

These occur automatically when Opportunity moves to Closed Won:

• Onboarding Pipeline opportunity created
• Contact tags updated: Remove lead, add customer
• Contact status changes to "Customer"

6.4 Conversion Checklist

• Client slug generated (removed lead- prefix)
• Client folder created in Client_Delivery/
• Standard subfolder structure created
• Lead folder contents moved to confidential-internal/leads-folder/
• Original lead folder deleted from symphony-core-documents-storage/03-sales/
• GitHub lead folder archived or deleted
• GHL Opportunity at Closed Won
• GHL Contact tags updated

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7. Quick Reference

7.1 Lead Slug Examples

Company Name	Lead Slug
Acme Corporation	lead-acme
Smith & Sons LLC	lead-smith-sons
CT Building Broker	lead-ct-building-broker
24/7 Plumbing	lead-24-7-plumbing
O'Brien Dental	lead-o-brien-dental

7.2 Folder Structure Quick Reference

Google Drive:

symphony-core-documents-storage/03-sales/lead-companyname/
├── research/
├── proposals/
├── communications/
└── meetings/

GitHub:

03-sales/lead-folders/lead-companyname/
└── README.md

7.3 GHL Record Quick Reference

Record Type	Key Field	Value
Contact	Company Name	Full company name
Contact	Tags	lead, [source-tag]
Opportunity	Name	Lead slug (e.g., lead-acme-corp)
Opportunity	Pipeline	Sales Pipeline

7.4 Conversion Quick Reference

Stage	Lead Slug	Client Slug
Before	lead-acme-corp	N/A
After	N/A	acme-corp

Location	Before	After
Google Drive	03-sales/lead-acme-corp/	Client_Delivery/acme-corp/confidential-internal/leads-folder/
GitHub	03-sales/lead-folders/lead-acme-corp/	09-clients/acme-corp/
GHL	Opportunity: lead-acme-corp	Sub-account: Acme Corp

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Related Documents

• Google Drive Organization Standard - Folder structures and client conversion
• SC Client Slug Naming Standard - Client naming transformation rules
• SC GHL Naming Standard - GHL naming conventions
• Symphony Core Sales Pipeline - Pipeline stages and custom fields
• Lead Folders README - GitHub lead folder organization
• Client Onboarding Procedure - Post-conversion onboarding

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Document Information

Field	Value
Version	1.0
Created	2026-01-03
Status	Active
Owner	Symphony Core Systems Team
Next Review	2026-04-03

Change Log

Version	Date	Changes
1.0	2026-01-03	Initial standard document