❓ Help — Setup + How To

✨ What's New latest

Everything added since the original Phase 8 dashboard. If you've used TOS before, skim this — most of it is new.

• 🎛️ Command Center — single-page operator overview. 4 attention tiles (RED deals, overdue, closings today, closings in 7 days), pipeline funnel, prioritized "what needs your attention" list. Open this first every morning.
• 🃏 Deals (card view) — every open deal as a card with computed warnings, condo intel link, and three action buttons (Open Details, Recompute Risk, Notify TC).
• 🃏 Deal Detail — click any deal card to open. Shows every transaction field (plain English), risk breakdown, parties, deadlines, document packets, change log, and condo intel association. AI chat panel at the bottom answers "what's missing?" or "do we need an extension?" in 3 bullets.
• 📅 Closings Calendar — interactive month grid with color-coded events. Click any day to see all events. Subscribe button adds the live feed to your phone calendar.
• ✉️ Email Templates page — view all 22 follow-up templates with sample data preview. Override any one per-tenant via GHL Custom Values.
• 🤖 AI Daily Report — GET /tos/admin/daily-report returns a Claude-summarized brief of all open deals.
• 📬 Follow-Up Engine — cadence-driven outreach to lender/escrow/title/buyer/seller. Worker tells GHL when to fire; GHL Send Email + SMS does the actual sending. Per-role default cadences with escalation steps.
• ⭐ Review Request — one-button trigger that fires Google Review surveys to all parties via your existing GHL "Send Google Review Survey" workflow.
• 🌗 3-way theme toggle — Dark / Light / Auto. Auto follows your system setting and updates live when the OS toggles between day and night.
• 📲 File upload — paste a PDF OR drop a file into the Scan Contract form (admin) or Public Intake (anyone). 25MB cap, base64 inline, no R2 needed.
• 🔘 Kill-switch toggles — flip features on/off from /tos/admin without leaving the page.
• 🩺 In-product Help — this page. Bookmark it.

🚀 First-Time Setup ~15 min

Do these once, in order. After this, the system runs itself.

☀️ Daily Workflow ~5 min/day

What an operator does each morning. The Command Center is the only page you need to open to start.

1. Open 🎛️ Command Center. Look at the 4 big hero tiles.
2. Any 🔴 RED Deals or Overdue? Click that tile → drill into the offending deal → take action (call the client, escalate, recompute risk).
3. Closings today? Confirm they're on track. Check the corresponding deal card on 🃏 Deals.
4. "What needs your attention" list shows specific items. Work top-to-bottom (RED first, then YELLOW, then info).
5. Pipeline funnel — eyeball if anything is stuck (lots of deals stuck in "Contract Intake" means parser isn't running or contracts aren't being uploaded).
6. Recent activity feed — quick scan for anything weird (failed parses, unexpected skips).
7. Once a week: click "Run Risk Sweep" and "Run Deadline Sweep" to make sure everything's fresh.

📋 Page-by-Page Walkthrough

🎛️ Command Center (/tos/dashboard/command)

Your morning view. 4 hero tiles = the 4 things that need immediate attention (RED deals, overdue, closing today, closing this week). Pipeline funnel shows stage distribution. Action list is prioritized: RED → YELLOW → INFO. Quick actions launch you into other pages. If everything's green and the attention list is empty, close the tab — you're done.

🃏 Deals — Cards View (/tos/dashboard/deals)

Every open transaction as a card. Sorted by risk severity (RED first) then closing date. Each card has: name, stage, side, risk chip, closing date, computed warnings, and 3 action buttons (Open Details · Recompute Risk · 📧 Notify TC). Click anywhere on the card (except buttons) to open its full detail page. If isCondo=true the card shows the Condo Intel add-on section with a link. Use the filters to drill: ⚠️ Warnings, 🔴 RED, 🏢 Condo.

🃏 Deal Detail (/tos/dashboard/deal?id=ID)

One page that shows EVERYTHING about a single transaction. Sections: header + status chips, all transaction fields (humanized), risk breakdown with score + top factors, linked parties with contact info, linked deadlines (sorted by due date), document packets with file URLs, condo intel association (auto-found by address match against the condo_transaction custom object), and the change log timeline. The AI chat panel at the bottom is the killer feature — see §AI Chat below.

📅 Closings — Interactive Calendar (/tos/dashboard/closings)

Real month grid (Sun→Sat). Each day shows colored event labels (🏠 closing or ⏰ deadline) with color matching the risk band / deadline status. Click any day to see all its events in the side panel. Click any closing event to jump to its deal detail. Top toolbar: prev/next month, "Today", filters (All / Closings / Deadlines / RED only), and 📲 Subscribe in Calendar — one click adds the live iCal feed to your phone calendar so deadlines pop up like meetings.

🎯 Risk (/tos/dashboard/risk)

Deals grouped by risk band: RED → YELLOW → GREEN → unscored. Each row shows score, top contributing factors, closing date. Click any row to open the deal detail.

⏰ Deadlines (/tos/dashboard/deadlines)

All deadlines grouped: Overdue (red) / Due Soon (yellow) / Upcoming (green) / No Date (gray). Each row shows the parent transaction name. Click any row to open the parent deal detail (where you can see linked document packets, parties, etc).

✉️ Email Templates (/tos/dashboard/templates)

View all 22 follow-up email templates with sample-data preview. Templates are grouped by role (buyer, seller, lender, escrow, title, agent, generic). Each template has subject + body + optional SMS. To override any template per-tenant, set GHL Custom Values: tos_template_<id>_subject / _body / _sms. Merge tokens like {{client_first}} and {{property}} still work in your overrides.

📝 Public Intake (/tos/intake)

The customer-facing intake form. Share this URL with agents or embed on reallistingteam.com. Has file upload for PDFs (25MB cap). Honeypot anti-spam. Gated by tos_intake_form_enabled.

🏠 Admin (/tos/admin)

The power-user operator console. Live stats, kill switch toggles, manual transaction creation, scan contract (file upload), recompute risk, sweep buttons, response panel for every action. Most operators only need to come here weekly.

🤖 AI Chat — How to Use It ~$0.01/q

Every deal detail page has a chat panel at the bottom. Powered by Claude Sonnet, gets the full deal context (transaction + parties + deadlines + packets + risk), answers in 2-6 short bullets.

Best questions to ask:

• "What's missing on this deal?" — instant audit
• "Do we need an extension on the closing date?" — recommends yes/no with reasoning
• "Status summary in 3 bullets" — quick brief for handoff to manager
• "What should I do next?" — prioritized action list
• "Which deadlines are at risk?" — drill into deadline health
• "Generate an update email for the buyer" — draft outgoing copy

How it stays cheap: ~$0.01 per question (Claude Sonnet, ~580 input tokens + 120 output). The Daily Report at GET /tos/admin/daily-report is ~$0.02-$0.05 depending on deal count. Set a monthly cap by watching token usage in Cloudflare logs.

Privacy: deal data goes to Anthropic's API (covered under Anthropic's data handling agreement). No data is used for training. If a particular deal has PII you don't want sent, skip the chat for that deal.

📬 Follow-Up Engine

Cadence-driven outreach to each party in a transaction. The worker tracks who's been emailed and when; GHL fires the actual messages via Send Email + Send SMS.

Default cadences (per role):

• Buyer: 4 steps (welcome day 0 → week 1 status → week 2 nudge → pre-close prep)
• Seller: 3 steps (welcome → weekly → bi-weekly)
• Lender: 4 steps with escalation (intro → 3d chase → 6d chase → 8d escalate w/ broker copy)
• Escrow: 2 steps (confirm open → 5d status check)
• Title: 3 steps with escalation
• Agent (both sides): 2 steps (intro → weekly sync)
• Generic: 3-step fallback for anything else

How it activates:

1. Tag the contact with tos:enrolled (gates auto-flows)
2. Add the party to a TOS:Transaction record
3. Build a GHL workflow that polls /tos/admin/followups/due daily (Inbound Webhook + Send Email + Send SMS actions, looping the response)
4. The GHL workflow POSTs /tos/admin/followups/sent after each send
5. Inbound emails (GHL Conversations) trigger another GHL workflow that POSTs /tos/admin/followups/replied to end the cadence

Reply received? Cadence ends automatically. Max steps reached? Cadence completes. Transaction goes terminal? All cadences pause.

✉️ Email Templates — Customize Per Tenant

22 default templates live in code. Override any one per-tenant without touching code by setting GHL Custom Values:

• tos_template_<id>_subject — overrides subject
• tos_template_<id>_body — overrides body (use \n for line breaks)
• tos_template_<id>_sms — overrides SMS body (optional)

Example: to customize the buyer welcome email, create custom value tos_template_buyer_welcome_subject in GHL Settings → Custom Values with your preferred subject text. The worker checks GHL on every render with a 60-second cache.

Available merge tokens in subject/body/SMS:

{{client_name}} · {{client_first}} · {{transaction_name}} · {{property}} · {{stage}} · {{closing_date}} · {{days_until_close}} · {{coordinator_name}} · {{coordinator_email}} · {{tc_phone}} · {{listing_team}}

Open /tos/dashboard/templates to see every template with sample-data preview.

⭐ Review Requests — One-Click Google Reviews to All Parties

After closing, fire Google Review surveys to every party in the deal using your existing GHL "Send Google Review Survey" workflow.

Setup (one-time, 5 min in GHL):

1. Build a GHL workflow with Inbound Webhook trigger + "Send Google Review Survey" action (use existing workflow #1)
2. Copy the webhook URL
3. wrangler secret put TOS_REVIEW_REQUEST_GHL_WEBHOOK_URL (paste URL) → redeploy

Usage: POST to /tos/admin/review-request with {transactionId}. The worker walks all parties with email and fires the GHL webhook per party. GHL workflow does the actual survey send. Your existing "2. Google Review Trigger Link Clicked" and "3. Bad Google Review Received" workflows still fire as usual.

Optional: filter by role with {transactionId, roles: ["buyer", "seller"]}. Dry-run with {dryRun: true} to see who would be contacted without sending.

⚙️ Common Tasks

🩺 Troubleshooting

🛡️ Safety Net — What Stops Things from Going Wrong

• Shadow mode (tos_shadow_mode): when true, the worker computes everything but doesn't write to live GHL records. Use during testing.
• Master switch (tos_master_enabled): set to false → all worker endpoints silently no-op. Total kill switch.
• Per-feature switches: form intake, email intake, AI parsing, deadline reminders, post-close — each can be flipped independently.
• Validator hardening: rejects unresolved merge tokens ("{{anything}}") and "null"/"undefined" as field values. No garbage records.
• Tag gate: webhooks with contactId in the body require the contact to have tos:enrolled tag. Stops accidental contact-wide leaks.
• Closing date safety (§7b): parsed closing dates go to a scratch field (tos_closing_date_pending) until human approval via /tos/parser/approve.
• Change log: every write (create/update) creates a TOS:Change Log Entry record with actor + intent + before/after. Full audit trail.
• Rollback: every code change is one git commit. git revert HEAD && npm run deploy:staging rolls back instantly.

🎫 Get Support — Open a Ticket

Stuck on something? Need a feature? Found a bug? Open a support ticket and we'll respond within 24 hours (priority response on Pro Setup).

📖 Glossary

• TOS — Transaction OS. This system.
• TOS:Transaction — a deal record (GHL custom object).
• TOS:Deadline — a contract deadline (inspection end, financing approval, closing, etc.).
• TOS:Document Packet — a record holding the URL pointer to a contract PDF (file lives outside GHL).
• TOS:Change Log Entry — append-only audit trail.
• Kill switch — a GHL Custom Value that turns a feature on/off without redeploying.
• Tag gate — the tos:enrolled tag check that controls which contacts can be auto-processed.
• Shadow mode — worker computes everything, but doesn't persist changes to live records.
• Worker — the Cloudflare Worker proxy that talks to GHL on your behalf.
• Custom Value — a GHL-managed global variable (kill switches, config) editable in Settings → Custom Values.
• Risk band — GREEN / YELLOW / RED. Computed by the 12-factor risk evaluator. Catastrophic factors floor at RED.