Stage 1 Halted —
No "Consult Scheduled" Stage Found

The webhook n8n-stage1-consult-scheduled fired, but the Sales Pipeline database has no entries at a stage called "Consult Scheduled." This report inventories the current state and identifies what would need to be in place for Stage 1 to proceed.

BLOCKED

Trigger Stage Does Not Exist

The Stage 1 skill (telos-stage1-initial-meeting-prep) is designed to fire when a Sales Pipeline entry's Sales Stage advances to "Consult Scheduled". However, this value does not appear in the current Sales Pipeline database.

Actual Sales Stage values (232 total entries):

New Lead (11) Contact Made (4) Proposal Needed (6) Proposal Sent / Likely (5) Proposal Sent / Less likely (10) New Student Form Completed (3) Awaiting Contract Signing (4) Won — Onboarding in Progress (4) Won — Onboarding Complete (61) Not Interested (50) Follow Up at a Future Time (7)

The two highlighted stages — New Lead and Contact Made — are the closest equivalents to a pre-consult stage. These may have been renamed from an earlier "Consult Scheduled" value.

CANDIDATES

Stage 1 Candidates (Contact Made)

These are the most recently edited entries at "Contact Made" — the closest stage to what Stage 1 expects. None of them pass pre-flight checks.

Student / Family Grad Year Lead Owner Email Org Last Edited Eligible?
The Kim Family (Jacob)
36eba53a…		 MISSING MISSING cwkim95@gmail.com MISSING May 28 ❌ No
The Yang? Family (TBD)
36aba53a…		 MISSING MISSING lu.yang.1983@gmail.com MISSING May 24 ❌ No
The Bhalla Family
312ba53a…		 MISSING George Mailat MISSING MISSING Feb 25 ❌ No
The Yriarte Family ('27)
305ba53a…		 MISSING George Mailat MISSING MISSING Mar 11 ❌ No

All 4 entries at "Contact Made" lack a Grad Year — a required input for the Stage 1 workflow (it determines Senior vs Non-Senior dashboard template). 2 of 4 also lack a Lead Owner. None have an Organization linked.

SIMULATION

What Stage 1 Would Do (If Eligible Entry Existed)

The workflow below is what Hermes would execute — but only after an eligible entry passes all pre-flight checks. Nothing here is being written to Notion or sent to anyone.

Pre-flight checks (Step 0)

  1. Verify Sales Stage = "Consult Scheduled" → BLOCKED: stage doesn't exist
  2. Confirm student full name is present → Depends on entry
  3. Confirm graduation year is present → MISSING on all candidates
  4. Confirm Google Calendar event with student's name in next 14 days → Not checked (no candidate)

Step 1 — Create Initial Meeting Project

  1. Create page in Projects DB (122ba53a-dfd4-8105-a611-000bce78782e)
  2. Title: [INITIAL MEETING] {Student First} {Student Last} ('{YY})
  3. Category: Initial Meeting
  4. Status: Initial Meeting
  5. Organization: link to family Org page
  6. Leave blank: Head Counselor, Principal, Package, Services Purchased

Step 2 — Create Student Dashboard

  1. Determine Senior vs Non-Senior based on grad year
  2. Create page in Student Dashboards DB (27fba53a-dfd4-8008-ae6f-000b743e38bb)
  3. Title: [INITIAL MEETING] {First} {Last}'s Dashboard (v4.0)
  4. Link Student Project relation to the project from Step 1
  5. Do NOT set Student (person) yet — that's Stage 2's job

Step 2a — Google Doc from Template

  1. Copy template Doc 1XprRUqYRlnjrECivz-mYncpi6HOk4zTXVOC7ABHtktc
  2. Rename: [INITIAL MEETING] {First} {Last} ('{YY}) — Consult Notes
  3. Fill details: student name, grad year, dashboard URL, project URL, consult date
  4. Share with Lead Owner / counselor as writer

Step 3 — Link Dashboard Back to Project

  1. PATCH the Project page so Student Dashboards relation includes the new dashboard

Step 4 — Verify Pipeline + Clean Up Stale Projects

  1. Re-query Pipeline page, confirm Sales Stage still "Consult Scheduled"
  2. Confirm Projects relation includes the new Initial Meeting project
  3. Remove any stale [INITIAL MEETING] projects from Pipeline's Projects relation (unlink, don't archive)

Step 5 — Notify Counselor

  1. Look up Lead Owner's email via People DB
  2. Fallback: jon@telosprep.com
  3. Gmail with subject: Consult scheduled — {Student} ('{YY}) — new dashboard ready
  4. Body includes: Dashboard URL, Project URL, Sales Pipeline URL, Consult date/time
  5. Plain text only, no emojis
NEXT STEPS

What Needs to Happen Before Stage 1 Can Run

1. Fix Stage Mapping

Either rename a Sales Stage value to "Consult Scheduled" in Notion, or update the n8n workflow trigger and Stage 1 skill to match an existing stage (e.g. "Contact Made"). The skill, webhook subscription, and n8n workflow must all agree on the trigger stage name.

2. Populate Grad Year

Every "Contact Made" entry is missing the Graduation Year field. Stage 1 needs this to choose the right dashboard template (Senior vs Non-Senior 4.0). The field is a select property in Notion — it needs to be filled manually.

3. Assign Lead Owners

2 of 4 "Contact Made" entries have no Lead Owner. The counselor notification email (Step 5) requires a target address. Without it, there's no one to tell that the dashboard is ready.

4. Verify Webhook Payload

Three webhook sessions (20260529_210…) have 0 messages — the payload may have been lost. Confirm the n8n workflow is sending a page_id and that the Hermes gateway is receiving it correctly.

Once these items are resolved, re-trigger the webhook or run manually: hermes send -t webhook/n8n-stage1-consult-scheduled '{...}'

VERIFICATION

Systems Checked (Read-Only)

SystemAccess LevelStatus
Notion Sales Pipeline (data source)Read✓ 232 pages scanned
Notion Projects DBNot checked— Would use for Step 1 create
Notion Student Dashboards DBNot checked— Would use for Step 2 create
Notion People DBNot checked— Would use for counselor lookup
Notion Organizations DBNot checked— Would use for Org link
Google CalendarNot checked— Would search for consult event
Google Drive (template doc)Not checked— Would copy template
GmailNot checked— Would send counselor notification