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🟣 PROJECT SUMMARY We are building VAIA, an AI-powered intake director for our martial arts academy. This system is NOT a “single Zap”. It is a multi-module automation build, split into 7–12 separate Zaps, with clear logic and mapped workflows. We already have: 🧠 VAIA prompt (the brain) 🗺️ Full system blueprint 📊 MASTER LEADS structure 📅 Acuity intake link 🗄️ Zoho CRM fields 🔥 Dynamic 4-3-2-1 system 🌊 Flood Mode + Same-Day logic 🧩 Programme auto-classification 📥 Clean lead datasets You will build the automation that connects EVERYTHING together. 🔵 MODULE 1 — ACUITY → MASTER LEADS (Intake Automation) Multi-step Zap Clean + map lead details Assign Programme Group Assign Intake Channel Assign Lead Source Write to MASTER LEADS tab Handle duplicates safely 🟢 MODULE 2 — MASTER LEADS → ZOHO CRM (Lead Sync) Create/update Zoho Lead Sync status + programme + tags Apply “VAIA_Status” field Avoid duplicates (IMPORTANT) 🟡 MODULE 3 — CONFIRMATION AUTOMATIONS Day-Before & Day-Of Confirmations: SMS WhatsApp Email Status updates Path logic 🟠 MODULE 4 — TURN-UP + NO-SHOW DETECTION Update Booking Status Update CRM Trigger follow-ups Move to revival sequence 🔴 MODULE 5 — JOIN AUTOMATION When a trial joins Update MASTER LEADS Update CRM Push to MEMBER sheet Trigger onboarding sequence 🟣 MODULE 6 — NIGHTLY CLEANING PASS Runs daily at 3AM: Clean names, emails, phones Fix date formats Remove duplicates Normalise programmes Update statuses ⚫ MODULE 7 — VAIA AI INTEGRATION This is critical. Send context to VAIA VAIA returns behaviour/action Zap interprets VAIA’s output VAIA assists with 4-3-2-1, flood mode, hot leads ⭐ REQUIRED EXPERIENCE (These MUST be real, not theoretical) ⚡ Zapier + branching logic 📅 Acuity Scheduling 🗄️ Zoho CRM API 📊 Google Sheets cleaning 🤖 OpenAI API (Assistants) 🔗 API authentication 🧩 Multi-Zap systems 📈 Data pipeline logic ❗ Avoiding duplicate CRM entries 🚫 DO NOT APPLY IF: You’ve only made simple Zaps You’ve never used Zoho CRM You’ve never integrated OpenAI → Zapier You don’t know how to maintain uniqueness in CRM You can’t build automated cleaning logic You can’t handle a multi-Zap ecosystem This system is too advanced for junior automation users. We need an engineer, not a hobbyist.