RevOps / managed delivery
From a two-week pilot to five RevOps systems.
A two-week pilot led to a separate three-month Squad engagement for five follow-on systems.
Implementation led by Omar Quintanilla.
Project
Testimonial Pros
Industry
Media / video testimonial production
Development
2-week pilot, followed by a separate 3-month Squad engagement
Stack
Asana, Slack, Calendly, Zapier, iClosed (client-facing)
Evidence
5 systems developed after the pilot
Omar Quintanilla · RevOps Engineer Lead
Ongoing maintenance and improvements, as reported in the supplied case.
The challenge
Booking, agreement status and team communications needed clearer handoffs across separate tools.
What we built
A focused pilot followed by five systems for communications, production, sales and existing-client work.
What changed
Five follow-on systems developed through a separate three-month Squad engagement after a two-week pilot.
Context and problem
Booking, agreement status and team communications needed clearer handoffs across the video-testimonial service journey.
What we built
Implementation at a glance
Start with booking and agreement visibility across Calendly, Zapier, Asana and Slack.
Develop five follow-on systems through a separate three-month Squad engagement.
Continue maintenance and improvement around operating priorities.
Implementation details
The service journey connected participant scheduling, interviews, production and delivery to client businesses. Agreement context, communications and next actions had to move across several operating tools. The paying client and the person being interviewed were different participants in that journey, with distinct records and handoffs.
Calendly supported testimonial interview scheduling. Zapier connected the booking flow; Asana held operational work items; Slack carried team notifications. iClosed belonged to client-facing work and is distinct from the interview scheduler.
Start with booking and agreement visibility
The two-week pilot addressed the handoff between Calendly bookings, the existing Zapier flow, Asana work items and Slack notifications. Its purpose was to give the team usable agreement context while keeping the booking and operational work moving.
Define the custom check and its exceptions
The supplied technical brief specified a lookup-and-evaluation code step between Asana card creation and Slack posting. It described retrieving the relevant booking or invitee, matching approved English and Spanish question variants by text, and validating the complete answer against accepted values. Missing, conflicting or unavailable responses were to produce an unverified status for human review while preserving the Asana item and Slack notification. The owner reports delivery of the pilot; these detailed behaviors describe the technical brief rather than an independently inspected production codebase.
Develop the next five systems from a shared backlog
After the pilot, a separate three-month Squad commitment covered five follow-on initiatives: SMS system v1, Producer email communication system, Producer System, Sales System and Ongoing Client System. They addressed communications, production, commercial work and existing-client workflows. Implementation and operational advisory followed the same prioritized backlog.
Continue with maintenance and improvement
The supplied case reports continued maintenance and improvements driven by Testimonial Pros' operating needs. This continuation is described separately from the initial two-week pilot and the subsequent three-month commitment.
Five follow-on systems
SMS system v1: Automated SMS communication workflow.
Producer email communication system: Automated email communications for the producer workflow.
Producer System: Workflow automation supporting production delivery.
Sales System: Workflow automation for commercial operations.
Ongoing Client System: Workflow automation for work with existing clients.
Results and evidence
The reported delivery scope is a two-week pilot followed by five systems developed during a separate three-month RevOps Builder Squad engagement, including operational advisory. Together, the pilot and the five follow-on systems represent six named initiatives. Five is the count of systems after the pilot, not a count of financial outcomes or isolated integrations.
Owner-reported delivery scope and timeline. No quantified revenue or efficiency improvement was supplied. The detailed code-step behavior is described in the technical brief, without independent verification of deployed source code.
Relevance and PDF contents
Where this pattern applies
This pattern is relevant when a bounded service handoff exposes a larger operational backlog. Start with one trigger, one next action and a clear review owner. Use the pilot to define the next priorities, then build from a shared roadmap. The full PDF includes the delivery approach, pilot engineering design and a worksheet to scope a similar first build.
Inside the full PDF
Explore the booking-and-agreement handoff, five follow-on systems and a worksheet to scope your own first build.
Two-week pilot and separate three-month Squad engagement
Five follow-on systems and the prioritized backlog
Booking, agreement status and exception-handling design
Pilot-to-Squad scoping worksheet
Free PDF · 9 pages · Includes a pilot scoping worksheet.
On this page
Explore the booking-and-agreement handoff, five follow-on systems and a worksheet to scope your own first build.
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