System Architecture
The 5-workspace RevOps blueprint AstroTurf is built on.
AstroTurf is organized as five connected surfaces, each with a clear purpose, owner, and visibility model. This page is the canonical spec — hand it to a developer, CRM consultant, or new hire and they can ramp in an hour.
Flow
Marketing Workspace
└─ Lead ──► Sales Workspace
└─ Account → Opportunity → Bid → Proposal → Contract
│
▼
Operations Workspace
└─ Project → Install → Closeout
│
▼
Client Center (live throughout)
│
▼
Warranty + Renewal
│
└──► back to SalesWorkspaces
Tier 1
Leadership Command Center
Weekly exec read on whether the business is healthy.
InternalOpen
- Users
- CEO, VP Sales, VP Ops, CFO
- Main objects
- Read-only roll-ups
- Top automations
- Friday digest email, red-line pager
- Top metrics
- Coverage, forecast accuracy, win rate, margin, backlog
Tier 2
Marketing Workspace
Generate qualified pipeline. Track demand sources + spend efficiency.
InternalOpen
- Users
- Marketing director, demand-gen, content, events
- Main objects
- Lead, Campaign, Source, Content, Event
- Top automations
- Score+route, bond/grant detect → Lead, MQL stale flag
- Top metrics
- CPL, MQL→SQL %, contributed pipeline $
Tier 2
Sales Workspace
Move qualified opportunities to signed contracts.
InternalOpen
- Users
- AE, sales engineer, bid coordinator, sales ops
- Main objects
- Account, Contact, Opportunity, Field, Bid, Proposal, Contract, Stakeholder
- Top automations
- Bid deadline ladder, proposal followups, contract→project handoff, year-6 renewal
- Top metrics
- Win rate, cycle days, pipeline coverage, bid on-time %
Tier 2
Operations Workspace
Deliver contracted work on schedule and on margin.
InternalOpen
- Users
- Ops director, PM, foreman, materials/logistics, QA
- Main objects
- Project, Site Assessment, Permit, Material, Crew, Daily Log, Change Order, Issue, Punch, Closeout, Warranty
- Top automations
- Daily log nag, phase triggers, walkthrough scheduling, closeout assembly
- Top metrics
- On-time SC %, margin variance, blocker days, daily log compliance
Tier 3
Client Center
Customer sees progress without phone calls.
ExternalOpen
- Users
- Athletic director, super, facilities, board
- Main objects
- Project (filtered), Schedule, Photos, Documents (client_visible), Change Orders, Contacts, Warranty
- Top automations
- Phase advance email, change-order notify, walkthrough invite, year-6 nudge
- Top metrics
- Active portal %, change-order cycle, NPS, ticket count
Object spine
Field is the long-lived object. Opportunity, Bid, Proposal, Contract, Project, Install all hang off it. This is what makes 8-year resurface renewals work — same Field, new Opportunity.
| Object | Description |
|---|---|
| Account | District, city, university, GC, facility owner |
| Contact | AD, super, facilities director, architect, GC PM, board member |
| Lead | Pre-qualified inquiry |
| Opportunity | Qualified deal — one Account, one Field |
| Field | Physical asset (geo, sport, sqft, install year, warranty clock). Long-lived — survives multiple Opportunities. |
| Bid | Formal solicitation response (RFP/IFB/RFQ doc + pricing + due date) |
| Proposal | Informal offer (no public bid required) |
| Contract | Signed agreement |
| Project | Operational record after contract execution |
| Install | Daily-progress sub-record under Project |
| Change Order | Scope or cost change under Project |
| Punch Item | Walkthrough finding to resolve before closeout |
| Document | Polymorphic — attaches to any object, with client_visible flag |
| Warranty | Multi-year clock under Field |
Handoffs
Hard rule: no handoff accepted with missing required fields. Sender's queue, not receiver's.
| From → To | Trigger | Quality owner |
|---|---|---|
| Marketing → Sales | MQL score threshold or manual flag | Sales ops (rejects bad MQLs back, with reason) |
| Sales → Operations | Contract executed (countersigned) | Ops director (won't accept incomplete) |
| Operations → Client Center | Project record created | PM (sends portal invite) |
| Operations → Closeout | Substantial complete + punch closed | QA lead |
| Closeout → Sales (renewal) | Field warranty year 6 or expansion signal | Sales ops (auto-creates Renewal opp) |
Client visibility rules
Client sees
- Project status (phase, %, next milestone)
- Schedule (target + actual milestones)
- Foreman photos
- Documents flagged client_visible
- Open client tasks (decisions, signatures)
- Change orders pending approval
- PM, foreman, AstroTurf rep contacts
- Warranty coverage + claim form
Client never sees
- Internal margin / cost / vendor pricing
- Sales notes, forecast probability, stage
- Internal blockers, staffing concerns
- Competitor notes
- Other clients' data
- Discount history
- Internal Slack / email threads
- Daily log internal commentary
Status stages
Lead
new→working→MQL→SQL accepted→SQL rejected→recycled
Opportunity
discovery→qualified→bid prep→bid submitted→proposal sent→negotiation→verbal commit→contract sent→won / lost
Bid
tracking→spec review→in progress→submitted→shortlisted→won / lost
Contract
drafting→legal review→sent→countersigned→executed
Project
handoff→pre-construction→mobilization→sitework→base prep→turf install→striping→substantial complete→punch→closeout→warranty active
Closeout
docs pending→walkthrough scheduled→punch open→punch closed→package complete→client signed→financial closed
Warranty
active→annual check due→claim open→claim resolved→expired→renewal opp created
Source of truth:
Kame House / Portfolio / Astroturf.Dev / RevOps Blueprint.md