KB-008: Visual Reference Guide
Target Audience: All team members (quick visual reference)
Purpose: Quick visual reference for Symphony Core's Extendly Small Business Snapshot architecture, workflows, and processes. Use this when you need a quick diagram or flowchart without reading lengthy documentation.
Estimated Reading Time: 20 minutes (or just jump to the diagram you need!)
Table of Contents
- System Architecture Diagrams
- Customer Journey Flows
- Module Integration Maps
- Naming Convention Visual Guides
- Troubleshooting Flowcharts
- Quick Reference Cards
1. System Architecture Diagrams
1.1 Overall System Stack
┌─────────────────────────────────────────────┐
│ Symphony Core Service Delivery Layer │ ← Our expertise, training, support
├─────────────────────────────────────────────┤
│ Extendly Small Business Snapshot (Base) │ ← Pre-built automation (11 modules)
├─────────────────────────────────────────────┤
│ GoHighLevel CRM Platform (White-labeled) │ ← Underlying platform
└─────────────────────────────────────────────┘
Reference: See KB-005:Section 2 for detailed architecture
1.2 Two-Stage Customization Model
Key:
- White (thick border): Imported third-party snapshots
- Blue: Symphony Core customization layer (A-prefix features)
- Tan/Yellow: Universal Base (foundation for all industries)
- Green: Industry Base (SC + Industry features)
- Teal: Live client accounts
- Light Green: Demo accounts
Core Principle: Yellow + Blue = Green
- Blue = SC customizations (agency-wide)
- Yellow = Industry-specific features
- Green = Combined (ready for deployment)
Reference: See KB-006:Section 3 for detailed two-stage model
1.3 Module Hierarchy
Extendly Small Business Snapshot
│
├── TIER 1: Foundation (Core System)
│ └── B-000. Foundations
│ ├── Business info, branding
│ ├── Social media links
│ ├── Custom values system
│ └── ExtendlyOS configuration
│
├── TIER 2: Essential Automation (The Big 5)
│ ├── B-004. Database Reactivation (52-week nurture)
│ ├── B-007. Calendar Automations (The Hub)
│ ├── B-009. Review Automations (reputation building)
│ ├── B-011. Lead Form Automations (lead capture)
│ └── B-016. Referral Automations (growth engine)
│
├── TIER 3: Supporting Features
│ ├── B-003. List Cleanup (database hygiene)
│ ├── B-005. Payment Automations (revenue processing)
│ └── B-006. Request A Callback (immediate response)
│
└── TIER 4: Specialized Tools
├── B-015. Subscription Preferences (compliance)
└── B-017. Link Tree (social media hub)
Reference: See KB-002 for complete module descriptions
2. Customer Journey Flows
2.1 Complete Customer Lifecycle
Key Stages:
- Capture → B-011 Lead Form Automations (instant response)
- Book → B-007 Calendar Automations (The Hub)
- Convert → Pipeline progression, proposal
- Grow → B-009 Reviews + B-016 Referrals + B-004 Long-term Nurture
Reference: See KB-001:Section 2 for 4-stage journey details
2.2 Custom Values Flow
Fill Once, Use Everywhere:
- 1 form (30 minutes) → 98 custom values → 870+ locations updated
- Example:
business_nameappears in emails, SMS, pages, workflows, forms
Reference: See KB-003:Section 1 for custom values system details
2.3 Review Generation Flow
Why This Works:
- Positive feedback → Public review platforms (amplify good)
- Negative feedback → Internal resolution first (fix before public)
- Compliance: Customers can always leave honest reviews (not blocked)
Reference: See KB-002:2.2 for B-009 Review Automations details
3. Module Integration Maps
3.1 The Big 5 Core Modules
┌───────────────────────────────────────────────────────── ──────┐
│ THE BIG 5 MODULES │
│ (Essential Automation) │
└───────────────────────────────────────────────────────────────┘
B-004: Database Reactivation (Forever Follow-Up)
├─ 52-week SMS nurture campaign
├─ Annual email sequence
├─ Re-engagement triggers
└─ Custom values: dr_initial_message, dr_offer_url
B-007: Calendar Automations (The Hub)
├─ Booking & confirmations
├─ 10-min & 2-min reminders
├─ Meeting Status Update Form (THE HUB)
└─ Custom values: user profiles, calendar URLs
B-009: Review Automations (Reputation Engine)
├─ Post-service satisfaction surveys
├─ Intelligent routing (positive → public)
├─ Negative feedback resolution
└─ Custom values: gmb_review_link, yelp_link
B-011: Lead Form Automations (Lead Capture)
├─ Multi-source lead capture
├─ Instant response (< 5 sec)
├─ Source attribution
└─ Custom values: instant_response_message
B-016: Referral Automations (Growth Engine)
├─ Automated referral requests
├─ Link-based tracking
├─ Reward distribution
└─ Custom values: referral_offer_description
Integration Points:
- B-011 captures lead → B-007 books appointment → B-009 requests review → B-016 requests referral → B-004 nurtures long-term
Reference: See KB-002:Section 2 for detailed module descriptions
3.2 Critical Dependency Map
Required Setup (Must Be Done First):
│
├─ 1. Domain Connection
│ ├─ Settings → Domains → Add Domain
│ ├─ Configure DNS (A record, CNAME)
│ ├─ Wait for SSL (24-48 hours)
│ └─ Impact: ALL pages, funnels, forms
│
├─ 2. Email Dedicated Domain
│ ├─ Settings → Email Services → Dedicated Domain
│ ├─ Configure DNS (SPF, DKIM, DMARC)
│ ├─ Warm up domain (gradual sending)
│ └─ Impact: ALL email deliverability
│
├─ 3. Phone Number
│ ├─ Settings → Phone Numbers → Purchase
│ ├─ Must be SMS-capable
│ └─ Impact: ALL SMS automation
│
├─ 4. Calendar Connection
│ ├─ Settings → Calendar → Connect Google/Outlook
│ ├─ Set availability hours
│ └─ Impact: B-007 Calendar Automations
│
├─ 5. Custom Values (98 total)
│ ├─ Complete ExtendlyOS form (30-45 min)
│ ├─ OR manually populate critical values
│ └─ Impact: ALL templates, pages, workflows
│
└─ 6. GMB Integration (Optional but Important)
├─ Settings → Integrations → Connect Google
├─ Get GMB review link
└─ Impact: B-009 Review Automations
Reference: See KB-004 for complete onboarding checklist
4. Naming Convention Visual Guides
4.1 Spaces vs. Hyphens Quick Guide
┌─────────────────────────────────────────────────────────────┐
│ SPACES vs. HYPHENS RULE │
├─────────────────────────────────────────────────────────────┤
│ │
│ SNAPSHOTS: NO SPACES, USE HYPHENS │
│ ├─ z.sc.Real-Estate-Base-2025-10-06-v1 │
│ ├─ z.sc.Prof-Services-Base-2025-10-16-v1 │
│ └─ z.sc.Small-Biz-Base-2025-10-15-v1 │
│ │
│ SUB-ACCOUNTS: SPACES ALLOWED │
│ ├─ z.sc Base Real Estate │
│ ├─ z.sc Base Prof Services │
│ └─ z.sc Seed │
│ │
│ WORKFLOWS: SPACES IN DESCRIPTION ONLY │
│ ├─ A-WF-1.0. Initial Client Branding Setup │
│ ├─ B-007-WF-1.1. Appointment Confirmations │
│ └─ C-WF-1.0. Custom Service Routing │
│ │
│ FOLDERS: SPACES IN NAME ONLY │
│ ├─ A-001. Symphony Core Branding │
│ ├─ B-007. Calendar Automations │
│ └─ C-001. Custom HVAC Workflows │
│ │
└─────────────────────────────────────────────────────────────┘
Reference: See KB-006:Section 1 and 2 for naming standards
4.2 A/B/C Prefix Decision Tree
Need to create new workflow or folder?
│
├─ Q1: Does this apply to ALL Symphony Core clients?
│ │
│ ├─ YES → Use A-prefix
│ │ └─ Add to z.sc Seed account
│ │
│ └─ NO → Continue to Q2
│
├─ Q2: Is this from imported Extendly snapshot?
│ │
│ ├─ YES → Already has B-prefix
│ │ └─ Don't create new B-items
│ │ └─ If need to modify, create C-prefix alternative
│ │
│ └─ NO → Continue to Q3
│
├─ Q3: Is this industry-specific (multiple clients in vertical)?
│ │
│ ├─ YES → Use C-prefix in industry base account
│ │ └─ Will deploy to all clients in that industry
│ │
│ └─ NO → Continue to Q4
│
└─ Q4: Is this for one specific client only?
│
├─ YES → Use C-prefix in client account
│ └─ Client-specific numbering
│
└─ NO → Reconsider
└─ Probably should be A- or B-
Reference: See KB-006:Section 5 for workflow naming conventions
4.3 Version Management at a Glance
VERSION IMPACT MATRIX
─────────────────────────────────────────────────────────────
Change Type │ Affected Layer │ Version Change
─────────────────────────┼────────────────────┼─────────────────
SC feature added │ Universal Base │ v1 → v2
(A-prefix workflow) │ ALL industries │ All increment to v2
│ │
Industry feature added │ Single industry │ RE: v1 → v2
(RE-specific) │ Real Estate only │ Others stay v1
│ │
Bug fix │ Where bug exists │ v2 (broken) → v3 (fixed)
│ │ Skip broken version number
│ │
Rollback needed │ Any layer │ Load previous archive
│ │ Document as rollback
│ │
New Extendly release │ Universal Base │ Option A: Restart at v1
│ Rebuild entire stack│ Option B: Continue sequence
─────────────────────────────────────────────────────────────
Reference: See KB-006:Section 4 for version management
5. Troubleshooting Flowcharts
5.1 Master Diagnostic Flow
Issue Reported
│
├─ Gather Information
│ ├─ What's not working? (specific symptom)
│ ├─ When did it start? (timing)
│ ├─ What changed? (recent updates)
│ ├─ Who's affected? (scope)
│ └─ Can you reproduce? (consistency)
│
├─ 5-Minute Quick Checks
│ ├─ 60 sec: Check obvious (published? connected?)
│ ├─ 2 min: Review recent changes
│ └─ 2 min: Test with fresh contact
│
├─ Issue Type Identification
│ ├─ Workflow not triggering → See KB-007:2.2
│ ├─ Email/SMS not sending → See KB-007:2.3
│ ├─ Calendar issues → See KB-007:2.4
│ ├─ Custom values → See KB-007:2.5
│ ├─ Pages not loading → See KB-007:2.6
│ └─ Other → General diagnostics
│
├─ Follow Decision Tree
│ └─ Systematic troubleshooting (not random guessing)
│
├─ Resolution
│ ├─ Fixed? → Document solution
│ └─ Not fixed? → Escalate (see KB-007:4)
│
└─ Prevention
└─ Update documentation, add to checklist
Reference: See KB-007 for complete troubleshooting guide with detailed decision trees
5.2 When to Escalate
┌─────────────────────────────────────────────────────────────┐
│ ESCALATION DECISION │
├─────────────────────────────────────────────────────────────┤
│ │
│ ESCALATE IMMEDIATELY: │
│ 🔴 System-wide outage (all clients affected) │
│ 🔴 Data loss or corruption │
│ 🔴 Security breach suspected │
│ 🔴 Critical workflow completely broken │
│ │
│ ESCALATE AFTER TROUBLESHOOTING: │
│ 🟡 30+ minutes without resolution │
│ 🟡 Multiple clients affected │
│ 🟡 Root cause unclear after decision trees │
│ 🟡 Requires GHL platform fix │
│ │
│ DO NOT ESCALATE: │
│ 🟢 Configuration error (fix it) │
│ 🟢 User training issue (educate) │
│ 🟢 Custom value not filled (fill it) │
│ 🟢 Expected behavior (explain) │
│ │
└─────────────────────────────────────────────────────────────┘
Reference: See KB-007:Section 4 for escalation guide
6. Quick Reference Cards
6.1 Critical Custom Values (Top 15)
| Rank | Custom Value | Why Critical | Module |
|---|---|---|---|
| 1 | business_name | Used 500+ locations | B-000 |
| 2 | domain | Required for all pages | B-000 |
| 3 | business_phone | SMS sender, contact | B-000 |
| 4 | business_email | Email sender, reply-to | B-000 |
| 5 | logo_url | Visual branding | B-000 |
| 6 | gmb_review_link | 80% of review requests | B-009 |
| 7 | primary_brand_color | Visual consistency | B-000 |
| 8 | schedule_a_call_page_url | Main calendar CTA | B-007 |
| 9 | client_meeting_status_update_url | THE HUB | B-007 |
| 10 | dr_initial_outreach_message | B-004 first contact | B-004 |
| 11 | referral_offer_description | Referral program | B-016 |
| 12 | lead_connector_phone | SMS automation | B-000 |
| 13 | hours_of_operation | Templates, auto-responses | B-000 |
| 14 | user_1_name | Team calendars | B-007 |
| 15 | dr_offer_landing_url | B-004 destination | B-004 |
Reference: See KB-003:5.1 for complete custom values reference
6.2 Snapshot Naming Cheatsheet
┌─────────────────────────────────────────────────────────────┐
│ SNAPSHOT NAMING TEMPLATES │
├─────────────────────────────────────────────────────────────┤
│ │
│ Universal Base: │
│ Format: z.sc.Base-[YYYY-MM-DD]-v[#] │
│ Example: z.sc.Base-2025-10-10-v1 │
│ │
│ Industry Base: │
│ Format: z.sc.[Industry]-Base-[YYYY-MM-DD]-v[#] │
│ Example: z.sc.Real-Estate-Base-2025-10-06-v1 │
│ │
│ Archive: │
│ Format: Archive-[Original-Name]-[YYYY-MM-DD] │
│ Example: Archive-z.sc.Base-2025-10-10-v1-2025-10-25 │
│ │
│ Imported (Cannot Change): │
│ Example: Universal Small Business By Extendly | 07/29/2025│
│ │
└─────────────────────────────────────────────────────────────┘
Reference: See KB-006:10 for all naming templates
6.3 Module Capability Matrix
| Module | Automation Level | Configuration Time | Key Feature | Critical Value |
|---|---|---|---|---|
| B-000 | Foundation | 30-45 min | ExtendlyOS form | business_name |
| B-004 | ⚡ Automated (52 weeks) | 15 min | Forever follow-up | dr_initial_message |
| B-007 | ⚡ Automated | 20 min | THE HUB | meeting_status_url |
| B-009 | ⚡ Automated | 10 min | Review routing | gmb_review_link |
| B-011 | ⚡ Instant (< 5 sec) | 10 min | Lead capture | instant_response |
| B-016 | ⚡ Automated | 10 min | Referral tracking | referral_offer_desc |
| B-003 | 🔄 Background | 5 min | List cleanup | Auto-managed |
| B-005 | 🔄 Automated | 15 min | Payment processing | Optional |
| B-006 | ⚡ Instant | 10 min | Callback system | voicemail_url |
| B-015 | 👤 User-driven | 5 min | Preferences | unsubscribe_url |
| B-017 | 🌐 Static | 15 min | Link tree | linktree_bg_url |
Legend:
- ⚡ Instant: Triggers within seconds
- ⚡ Automated: Runs without human action
- 🔄 Background: Periodic automated tasks
- 👤 User-driven: Requires user interaction
- 🌐 Static: Page/template (not automation)
Reference: See KB-002 for complete module descriptions
6.4 Onboarding Task Priority
┌─────────────────────────────────────────────────────────────┐
│ CLIENT ONBOARDING PRIORITY ORDER │
├─────────────────────────────────────────────────────────────┤
│ │
│ 🔴 CRITICAL (System Won't Work Without): │
│ 1. Load snapshot │
│ 2. Connect domain (+ wait for SSL) │
│ 3. Connect email domain (+ DNS) │
│ 4. Purchase phone number │
│ 5. Connect calendar │
│ 6. Fill ExtendlyOS form (98 custom values) │
│ │
│ 🟡 IMPORTANT (Major Features Require): │
│ 7. Integrate GMB (for review automation) │
│ 8. Configure payment gateway (if needed) │
│ 9. Test all workflows │
│ 10. Verify custom values populated │
│ │
│ 🟢 RECOMMENDED (Enhanced Functionality): │
│ 11. Add social media integrations │
│ 12. Configure advanced features │
│ 13. Customize templates │
│ 14. Train client on system │
│ │
└─────────────────────────────────────────────────────────────┘
Reference: See KB-004 for complete onboarding checklist (13 mandatory + 3 important + 2 optional tasks)
7. Common Gotchas and Pro Tips
7.1 The Top 10 Mistakes to Avoid
1. ❌ Not waiting for SSL (pages won't load)
✅ Wait 24-48 hours after domain connection
2. ❌ Missing country code on phone numbers
✅ Always use +1-XXX-XXX-XXXX for US
3. ❌ Using local file paths for images
✅ Upload to media library, use URL
4. ❌ Not publishing workflows (they stay in draft)
✅ Always click "Publish" after creating
5. ❌ Testing workflows with same contact repeatedly
✅ Use fresh contacts (GHL blocks re-entry)
6. ❌ Forgetting to integrate GMB before review automation
✅ Settings → Integrations → Connect Google first
7. ❌ Using @gmail.com for business email
✅ Use dedicated branded domain
8. ❌ Not warming up new email domain
✅ Start with 10-20 emails/day, increase gradually
9. ❌ Leaving custom values blank
✅ Complete ExtendlyOS form (30-45 min, one time)
10. ❌ Deploying snapshot updates without testing
✅ Always test in z.sc Test environment first
7.2 Pro Tips from the Field
💡 Use Linked Sub-Accounts to track snapshot deployments
→ Know exactly which clients have which version
💡 Archive old snapshots before creating new versions
→ Easy rollback if something breaks
💡 Test with your own phone/email first
→ Catch issues before clients do
💡 Document custom workflows in client notes
→ Know what's standard vs. customized
💡 Set up error notifications for critical workflows
→ Get alerted when automations fail
💡 Keep a version tracking spreadsheet
→ Track which industries on which Universal Base version
💡 Use z.sc Test accounts liberally
→ Free sandbox to experiment safely
💡 Take screenshots of working configurations
→ Visual reference when troubleshooting
💡 Create client-specific C-prefix registry
→ Track customizations per client
💡 Schedule weekly health checks
→ Catch issues before clients report them
Related Knowledge Base Articles
Complete System Documentation:
- KB-001: Quick Start Guide - Overview and 4-stage journey
- KB-002: Automation Ecosystem - The Big 5 modules detailed
- KB-003: Custom Values Deep Dive - 98 custom values system
- KB-004: Client Onboarding Checklist - Complete setup procedures
- KB-005: Systems Integration and Architecture - Technical architecture
- GHL Naming Standard - Snapshot, account, workflow naming
- KB-007: Decision Trees and Troubleshooting - Systematic problem-solving
Document Information
- Version: 1.0 (Draft)
- Created: October 29, 2025
- Status: Draft - Ready for Review
- Estimated Word Count: ~3,500 words
- Estimated Page Count: ~15 pages
- Next Review: After team feedback
- Location:
06-team-training/platform-training/kb-008-visual-reference-guide.md
Author: Symphony Core Knowledge Management Team Contributors: Claude Code
End of KB-008: Visual Reference Guide