Internal (CSO notes)
- Transcript: Friday 2026-03-21 working session saved as
knowledge/clients/globalvetlink/transcripts/2026-03-21_globalvetlink_figjam_workflow_working_session.md. Participants: Greg, Kat Gillis, Advait Nandakumar Menon (introduced on the call). - What actually happened vs prior draft: The FigJam live walkthrough occurred on that call; Kat had not watched Greg’s short prerecorded video beforehand — covered in session. Milestones and payment/licensing ordering are still being clarified by Kat’s product team (target Monday async answers). Vet management workflow (search / assign) is TBD priority — Kat following up internally.
- Product nuances to keep straight when writing client copy: Support confirmed Greg could create drafts in demo; signed/submitted is the meaningful completion state for certs. Billing is often post-cert, monthly invoice; users may submit finals without CC on file per Kat’s latest clarification — don’t over-index “payment wall” language until product confirms. Smart Engine toggle / on-off visibility is a called-out analytics gap Kat cares about.
- Still verify: Pendo access for shared inbox, role/permissions for Greg to map full payment path if still needed, demo env limits Greg hit on Smart Engine. Instagantt import remains internal unless it slips client-facing dates.
- Slack: Kat had already posted useful context in the client Slack — worth skimming before send.
Date: 2026-03-23
To: Kat Gillis and GlobalVetLink stakeholders (cc as you prefer)
From: Gregory Stoutenburg, Brainforge
Subject: GlobalVetLink — Weekly kick-off update (product analytics design sprint)
Summary
On Friday we held a working session with you and introduced Advait, who is supporting product analytics on our side. We walked the FigJam board live, aligned on a lighter-weight Pendo model (shared steps plus certificate type and properties instead of dozens of parallel “paths”), and clarified how customer milestones and workflows should connect. Next we turn the board into a written event tracking plan, map it to Pendo vocabulary, and prepare the trim / implementation view—while we incorporate answers you’re gathering from product on ordering, preview/sign, state submission, and a few edge interactions.
Last week’s achievements
Event data design & strategy
- Live FigJam session (FigJam / Figma project): reviewed core user workflows—primarily certificate creation, plus payment/billing nuance and licensure as a separate track (license in settings for vets, not only inside a single cert flow).
- Agreed on the modeling approach for activation reporting: one coherent funnel vocabulary (e.g. began certificate creation → shared steps like animal / movement / ownership) with certificate type captured as metadata, so dashboards can rollup and drill down without maintaining redundant Pendo artifacts.
- Customer milestones framed for alignment: sign up → license submitted/validated → certificate completed (signed/submitted) → vet pays / billing—with explicit note that not every user hits every milestone and that billing timing (e.g. invoice after cert activity) may differ from “pay at checkout” assumptions.
- Captured Smart Engine as a high-value differentiator and a measurement gap today: need visibility into on vs off at submission and whether users disable it because rules are painful—relevant for both product quality and risk (submit without checks → state rejection).
Program / tooling
- Shared workspace access and kept program artifacts in place (GDrive folder, Data Platform Documentation sheet).
- Slack: You’d already posted useful context on problems and priorities—we referenced that going into the session.
This week’s focus
Event data design & strategy
- Produce the event tracking document: canonical user actions for the agreed workflows, then map to Pendo (features vs tracked events), and outline trimming redundant or misleading items so implementation is actionable.
- Incorporate your internal confirmations on: milestone ordering (especially license vs payment vs signed cert), preview/sign vs save behavior, how certs flow to the state and back, and whether vet management (search / assign flows) stays in scope for this sprint.
- Add measurement notes for Smart Engine (toggle state / submission context) where product and Pendo capabilities allow.
HubSpot / go-to-market alignment (light touch this week)
- Begin framing how instrumentation choices support the automation roadmap you described—without expanding implementation scope beyond the sprint.
Blockers
Product clarification (in flight)
- A few workflow and UX details need product-team answers so the tracking plan doesn’t encode the wrong completion or billing semantics.
Access
- Pendo: Confirm stable access for our shared analytics identity so audit and mapping stay accurate.
- Demo / roles: If we still can’t exercise the full payment or signing path under the current demo role, we may need a permission tweak or paired session so the licensure and payment portions of the map are ground-truthed.
Action items
| Owner | Action | Due |
|---|---|---|
| Brainforge | Deliver draft event tracking plan + Pendo mapping / trim list from FigJam outcomes | This week |
| GlobalVetLink (Kat) | Internal follow-up: milestone ordering; vet management priority; preview/sign vs save; state submission handoff; “More” menu interactions (e.g. permit number, reverse CVI) | Per your note — target Monday |
| GlobalVetLink (Kat) | Confirm Pendo access for globalvetLink@brainforge.ai | ASAP |
| GlobalVetLink (Kat) | If needed: adjust demo user role or schedule short working session so we can validate payment / signing paths | As needed |
Questions or discussion topics
- For activation reporting, do you want the primary story to emphasize time-to-first-signed-cert, time-to-license-validated, or time-to-first-billed activity—knowing segments will differ?
- For Smart Engine, what decision do you want the data to support first: compliance risk (submissions without checks), UX friction (toggle-off reasons), or both in one view?
Next sync
Agenda (proposed): Review draft tracking plan and Pendo trim recommendations, confirm open product answers, and lock sign-off path for Workstream 1 deliverables.
Channel: Reply by email or in the shared Slack; we monitor globalvetLink@brainforge.ai.