The GC Practice
Field Guide & FAQ
Daily workflow · Karen's Mini Q script · Funnel stages · FAQ
Version 4.0 · Build 3 · July 2026

Contents

1. The full morning workflow — 7 steps 2. The sales funnel — all stages at a glance 3. Rating systems — system score & rep rating 4. Finding prospects — which tool to use 5. AI Enrichment — selecting and running 6. Route planning — building the calling schedule 7. Field visits — recording outcomes 8. Events — full pipeline walk-through 9. Karen's Mini Q — full script and guidance 10. FAQ
Section 1

The Full Morning Workflow — 7 Steps

A complete prospecting morning takes 60–90 minutes and produces a route sheet for the day plus a week's worth of pipeline leads.

1
Find — geographic search
Maps Scraper → search by postcode or estate name (gold panel) for all businesses in a location, or by town + trade category. Use the postcode district filter (e.g. BD11) to stay in one area. Tick good prospects and click "Add ticked to route basket". Repeat for 2–3 different areas or sectors.
→ Maps Scraper · Location search for estates · CH Scraper for SIC sector targeting
2
Enhance — AI enrichment
AI Enrichment → tick the leads you want scored (or Select All) → Enrich Selected. Claude Haiku analyses each one against Companies House data: system score 1–10, employee estimate, turnover bracket, company summary. Allow ~5 seconds per lead. Review the results — 7+ are your primary targets.
→ AI Enrichment · Tick leads · Enrich Selected · ~5s per lead
3
Select — review and prioritise
Dashboard → table view → filter Stage: Prospect. Open lead cards. Check the Google search link or website. Disqualify anything unsuitable — too large, national chain, wrong area. Override the AI score if you know better. Leads staying in are your calling targets.
→ Dashboard → table → Prospect filter · Lead card · Disqualify button
4
Find nearby — expand the estate
Open any lead card and click the gold "📍 Find nearby businesses" button. Maps Scraper opens with that lead's postcode pre-filled at 500m radius — showing every business on the same estate or street. Tick the best, add to basket. This turns a single good lead into a full estate visit.
→ Lead card → Find nearby businesses → Maps Scraper auto-search
5
Route — build calling plan
Route Planner → review basket (remove anything you've decided against) → enter start postcode → Plan route. Nearest-neighbour order is generated. Print PDF or open in Google Maps for turn-by-turn. The order is a recommendation — use your judgement on the day.
→ Route Planner · Print PDF · Open in Google Maps
6
Go — field visits
Take the printed PDF. Visit each stop. Handwrite notes directly on the sheet — who you met, their reaction, any objections, what was agreed. Circle the rep rating (0–5) and tick the outcome box. You need no phone or laptop on the road. The route is a guide — skip ahead or loop back freely.
→ Printed route sheet · Handwritten notes
7
Return — log and advance
Dashboard → find each visited company → open lead card → set Rep Rating → add visit notes → move stage. For rep rating 4 or 5 → Assign to event (dropdown defaults to next upcoming event). For rep rating 3 → note for next event cycle (~4 months).
→ Dashboard · Lead card · Rep Rating · Visit notes · Assign to event
Section 2

The Sales Funnel — All Stages at a Glance

BoardStageMeaning
Board 1
Pre-event		 ProspectIn system — not yet contacted for this event
To RegisterBeing called or visited — persuading to attend
RegisteredConfirmed attending — verbal or written commitment
Min Q CompletedKaren's Mini Q call done
DeclinedSaid no to this event — follow-up flag set
Postcard SentPhysical postcard sent to confirmed lead
Letter & TicketFormal letter and physical ticket sent — final pre-event confirmation
E Ticket SentDigital confirmation and QR ticket sent
Board 2
Post-event		 AttendedCame on the day
No ShowRegistered but didn't come
Step 6 Booked 📅Follow-up call scheduled — date + time in diary
Step 6 DoneFollow-up call completed
Main Q Due 📅Full questionnaire sent — due date + time in diary
Diag Booked 📅Discovery meeting booked — date + time in diary
ClientConverted — paying client
Ex-ClientWas a client — date recorded MM/YYYY
Either board NFANo Further Action — close without prejudice
Follow-up 6mthRe-approach in approximately 6 months

📅 = diary date + time stored on the Kanban card

Section 3

Rating Systems

System Score — 1 to 10 (AI, pre-visit)

Generated by Claude Haiku during enrichment. Based on Companies House data only. Override via the slider in the lead card. Shown as a coloured circle on every Kanban and table row.

Target profile for high scores (7–10)
VAT registered Ltd · owner-operator or 2-director family business · £200k–£12m turnover · Yorkshire or Lancashire · B2B trade sector

Limiting: over £12m · multi-site · international · national chain → these reduce score significantly

Rep Rating — 0 to 5 (human, post-visit)

0
Rejected
Not interested, door closed. Do not revisit.
1
Cold
Disengaged. No real conversation. Low priority.
2
Not yet — follow up
Timing not right. Revisit in 4–6 weeks.
3
Can't attend — try again
Good prospect, wrong timing. Re-invite next event cycle (~4 months).
4
Invited — good
Expressed interest. Assign to current event immediately.
5
Hot lead ★
Very keen. High conversion likelihood. Assign and follow up quickly.
Section 4

Finding Prospects — Which Tool to Use

Maps Scraper — use first, use most

CH Scraper — secondary tool

Find nearby — from a lead card

Section 5

AI Enrichment — Selecting and Running

After enrichment — always check
The AI works from Companies House data only. A large company with no filed accounts may score low. A small company with good accounts may score high. Always check the website (Google search link in lead card) before committing to a visit or assigning to an event.
Section 6

Route Planning — Building the Calling Schedule

Route philosophy
This is not a courier route — it is a high-value initial contact schedule. Up to 30 stops. 10 minutes between visits is acceptable if the interaction quality is high. A morning of 8–10 quality first contacts is an excellent result. The order is a recommendation — use your judgement on the day. Skip ahead, loop back, add a business you spot on the road.
Section 7

Field Visits — Recording Outcomes

On returning from the field, log each visit while it is fresh.

What to record for each visit
  • Name and role of person you spoke to
  • Their initial reaction and level of interest
  • Any objections raised and what you said
  • What was agreed or promised (next step)
  • Best time and method to follow up
Section 8

Events — Full Pipeline Walk-Through

Creating an event

Board 1 — building to the event

StepAction
1Add leads: "Add leads" tab → latest first → tick → Add Selected → lands in Prospect column
2Rep or Karen calls → move to To Register while in conversation
3Verbal yes → move to Registered → book Karen's Mini Q call
4Karen completes Mini Q → saves → auto-advances to Min Q Completed
5Decline → move to Declined → rep rating 3 = try next cycle
6Send physical postcard → Postcard Sent
7Send formal letter and physical ticket → Letter & Ticket
8Send digital confirmation + QR code → E Ticket Sent

Board 2 — after the event

StepActionDiary
Event dayMark Attended or No Show for all registered leads—
Within 48hrsMove to Step 6 Booked — open card, set date + timeDate + time
After Step 6 callMove to Step 6 Done → assess for Main Q—
Send Main QMove to Main Q Due — open card, set due date + timeDate + time
Diag agreedMove to Diag Booked — open card, set appointment date + timeDate + time
ConversionMove to Client ★—
No conversionNFA or Follow-up 6mth—
Conversion model
Max 100 invitees → ~1 in 3 registers (~33) → ~20–25 attend → all get Step 6 calls → 4–6 become clients (20–30% of attended)
Section 9

Karen's Mini Telephone Questionnaire — Full Script

Karen calls each Registered lead before the event. Open their lead card in Events → scroll to Mini Q section. Enter answers as you go. Save at the end — stage advances automatically to Min Q Completed.

Opening
"Hi [Name], lovely to speak to you, I'm Karen, Graham Corrigan's PA. Graham has asked me to give you a ring in order for him to tailor the event you are attending on [event date]. I just have a couple of quick questions if that's okay."
Q1 — Team size
"How many people are in your team?"

Record: number. Include part-time. If they're unsure, take a best estimate. This helps Graham understand the scale of the operation.
Q2 — Biggest challenge
"What would you say has been the biggest challenge in the business recently?"

Listen for: TIME (not enough hours, doing everything themselves, can't step back), TEAM (finding and keeping good people, managing staff), MONEY (cashflow, growth funding, profitability). Tick all that apply. Record their actual words in the notes field.
Q3 — 90-day priority
"If there was one thing you could change in the next 90 days in your business, what would it be?"

Record: free text — their exact words. Do not lead them. Let them answer and write it down verbatim.
Q4 — Turnover
"And finally, what would you estimate your turnover was last year?"

Record: £ amount. Tick "They knew exactly" if they gave a confident figure rather than an estimate. If they don't know, record best estimate and leave the box unticked.
Close
"That's brilliant, thank you so much. Graham is really looking forward to meeting you on [date]. You'll receive a confirmation with all the details. Is there anything you need from us before then?"

If they have questions about the event — pass to Graham or give venue/time details. Then click Save Mini Q + Advance stage.
Section 10

FAQ

Where is the Kanban — it's not on the dashboard any more? ▼

The Kanban moved to Events in Build 3. Click "Event Boards →" on the dashboard, or navigate to Events → open your event → Board 1 (pre-event) or Board 2 (post-event). The dashboard now shows a table view and funnel pills only. This is intentional — the full-stage Kanban belongs in context with its event.

How do I re-invite a declined or no-show lead to the next event? ▼

For Declined (rep rating 3): leave in the current event as Declined — this is the historical record. When the next event is created (~4 months later), go to the new event → Add leads tab → they will appear there (not in this event) → tick and add. They enter the new event at Prospect stage.

For No Show: same process. Their No Show status stays on the previous event. They can be added fresh to the next event.

What is the difference between NFA and Disqualified? ▼

Disqualified = the company is the wrong type (too large, national chain, wrong area). Made before visiting. Stays in the DB permanently with reason recorded. Prevents re-import. NFA = post-event decision — the person is not converting and there is no planned follow-up, but the company profile may still be right. Neither is permanent closure.

The location search found businesses in South Africa — why? ▼

Always use a full UK postcode (e.g. OL10 1ND) for the location search rather than an estate name alone. Industrial estate names exist in multiple countries. A postcode is unambiguous. The system adds UK context to geocoding but a postcode is always more reliable.

Can I set diary dates before moving a lead to that stage? ▼

Yes. Open the lead card in Events, move the stage first (e.g. to Step 6 Booked), then the date/time fields appear. Set them and click "Save dates". The date shows on the Kanban card immediately. You can set all three diary dates (Step 6, Main Q, Diag) in sequence as events unfold.

The Mini Q closed before I finished — did it save? ▼

Partial data is not saved unless you click the Save button. If you close the modal before saving, re-open the lead card — any previously saved Mini Q data will be pre-filled. Complete the remaining questions and save again.

Can two people use the system at the same time? ▼

Yes. All changes write to the shared database in real time. Both users see each other's changes on next page load or card open. Route baskets are per-browser-session so each user builds their own route independently. Karen and the rep can work simultaneously — Karen on Events Mini Q, rep logging field visits on dashboard.

The route basket cleared — how do I avoid this? ▼

The basket is stored in your browser session — it clears if the session expires, you close the browser, or you switch device. Build and print your route in one sitting. Once printed, the basket contents are irrelevant. Each team member has their own independent basket.

I added a lead manually but it isn't appearing in the event — why? ▼

When adding a lead manually, the modal has an event dropdown at the bottom. If you selected an event, the lead was added to that event's Board 1 at Prospect stage. Go to Events → open the event → Board 1 → Prospect column to find it. If no event was selected, the lead is in the main CRM only — go to the event's "Add leads" tab to add it.

— GC Practice CRM Field Guide v4.0 · Build 3 · July 2026 —