Website Rebuild Workflow: pre-read

For the 90-minute working session (Dakota, Amy, Wyatt, Don Clark, Jenn, Kelly, Jayme, Korinne). Prepared 2026-10-05 from sga3p task history, the SharePoint trackers, meeting transcripts, and a read-only check of the current platform build. Updated 2026-10-06 with Amy's proposed pilot list, standardized workflow (now including the Korinne/Wyatt access step and the Growth Manager content-collection step), role questions, asset governance notes, and a pilot readiness audit against all seven candidates (§6). Full documents, checklists, and evidence sit in data/output/website-rebuild-workflow/.

Platform and people, as confirmed by Amy on 2026-10-05. The rebuild platform is Don Clark's custom headless CMS, built by Site Grove LLC. Don is a former SGA employee. The Bell Dental production site reads from a Sanity dataset today; that is the interim stack, and the cutover plan to the custom CMS is Decision D0. Don gets sga3p access as a guest. azsmiles.com, which expired on 2026-10-05, has been renewed.

Still needs action before the session. peakfamilydentalaz.com expires 2026-10-23. Five more LocalIQ domains expire before 2027-03-31. The GoDaddy account holding the 21 LocalIQ domains is unknown, and about 15 MODIS, 2 Gen4, and 10 SGA East domains are missing from both known GoDaddy accounts. Decision D9 names the owner; the renewals cannot wait for it.

1. What the evidence says

Documented

The written process exists

Prioritization model with Gate A and Gate B (validated on 17 practices), a 5-day launch playbook, a post-launch KPI framework, DS-210, the rebrand owner split, the GD-011 access guide, the GP sitemap spec, and the sga3p conventions.

Observed

None of it ran the MSP builds

Sites entered from a 17-row list with one-line reasons. The tracker's approval columns were never filled. Status lived in sga3p comments, Teams, email, and screenshot workbooks. The approval sequence was restated at least 12 times and never settled.

Observed

Where the time went

8–39 days to first feedback

Valdosta took 70 days and Oakwood 67 from draft to pre-launch. Two sites are stuck on domain transfer after approval. MSP check-ins were weekly throughout.

Observed

The platform works

Bell Dental went from site record (9/22) to live (by 10/2) with 190 URLs, 193 verified redirects, GTM, a Jotform, sitemap, robots, and four legal pages. No sga3p task tracked it, and it launched without a booking link.

The six patterns that cost the most

Pattern	Example	Change proposed
Build before access	Lake Mary down during a registrar transfer after launch; Rene Roberts and North River "Pending Domain"; "Open MSP access to all SGA sites" open 77 days	Access checklist is an entry condition for assignment; registrar register per practice
Review latency	Bright Smiles: "It's been two weeks since I passed over this draft" (MSP, 8/13); Kingston 39 days with no feedback	One Growth Manager-owned consolidated review, 5 business days, one round
Unverified content	"The official practice name is Dr. Steven Hochfelder D.M.D. P.A." (9/9); doctors on a draft who had left the practice	Verified practice record is a build input; the builder never treats the old site as truth
Missing photos	Valdosta: no photos, iStock fallback debated; DHG shoot cancelled after six reschedules	Photo decision at verification with fallback rules; shoot booked at T-30
Unrecorded pauses	Valdosta paused 8/13 via Teams; "I wasn't aware we were paused" (9/15); Little Smiles Blocked since 7/30 with no reason	Every hold carries a reason, owner, and review date on the task
No launch approver	"I don't know who gives the approval to launch" (9/11); MSP said the okay used to come from Don	One named approver, with Gate evidence in fixed comment formats

What worked (keep it)

Structured office review by the Growth Manager (Lake Mary: three waves of edits, cleared in 3 days once run).
Default-forward rule (SCO: "If no response by 9/30, will move forward with publishing").
Logins posted in the task, launch the same day (Rockaway, Mid-Pen).
Doctor interviews with transcript and brand voice attached (Bell, Beaches, SCO).

2. The proposed workflow

One flat sga3p task per stage per site, chained with blocked-by links. Owners and service levels are proposals.

#	Stage	Owner	Gate to exit	SLA (proposal)
0	Platform readiness (once)	Dakota, Don Clark	Written answers: preview URL, editor access, deploy trigger, draft-site gating, and the cutover plan from the interim stack	Before any non-pilot assignment
1	Intake	Growth Manager	All required fields, evidence, proposed category	Acknowledge in 1 business day
2	Scoring and queue decision	Dakota (Amy co-approves)	Decision written on the task; bucket set	Weekly review
3	Verification: Gate A, Gate B, access, content, photo decision	Growth Manager (Wyatt on access)	GATE A PASSED and GATE B PASSED comments; access checklist verified	15 business days; items expire at 30 days
4	Ready for assignment and acceptance	Dakota approves; Don accepts	Handoff package attached; "ACCEPTED, commit date" comment	Accept within 2 business days
5	Build	Don Clark (Wyatt sets up tracking, forms, redirects in parallel)	Preview URL posted	Commit inside 15 business days for a standard site
6	Internal QA	Growth Manager consolidates; Wyatt technical, Studio brand, Dakota content	QA COMPLETE; two rounds included	3 business days
7	Practice sign-off	Growth Manager with OM and doctor	PRACTICE SIGN-OFF or default-forward with ROD notice	5 business days
8	Launch approval	Named approver (D1)	Pre-launch checklist attached; GO recorded; baseline captured	2 business days
9	Cutover	Don deploys; Wyatt DNS; Korinne GBP	Day 1 smoke within 24 hours	Tuesday to Thursday
10	Post-launch and transition	Wyatt Day 7; Growth Manager Day 30 to 90	Day 30 audit baseline and KPI review	Documented KPI cadence

Who approves what

Doctor: clinical accuracy of bios and service pages, in writing. Not design, brand, or hours.
Office Manager: business facts (name, address, phone, hours, insurance, roster, booking vendor).
The Studio: brand, only when the brand or design changes.
Growth Manager, then Dakota: content strategy and copy.
Wyatt: technical readiness. ROD: Gate A. One approver: go or hold.

3. Decisions for the session

ID	Decision	Options
D0	Cutover plan and date from the interim Sanity-backed stack (Bell Dental live, Artistry draft) to Don Clark's custom headless CMS; do new builds start on the custom CMS or the interim stack?	Custom CMS only from a named date; interim stack until the CMS ships, then migrate; case by case
D1	Single launch approver	Dakota; Amy; Growth Manager with Dakota as backstop
D2	Queue order and displacement authority	Dakota with Amy co-approving; the weekly review as a body
D3	Content bar at launch	Hide unverified pages and launch; launch what was already live; no launch without a page-by-page read
D4	Who signs content	Doctor clinical and OM facts; doctor everything
D5	Default-forward rule	5 days with two reminders and ROD notice; 10 days; reject
D6	Wyatt's rebuild role	Technical owner and QA, not builder; also builds overflow
D7	Don's WIP limit and acceptance SLA	3 in build, 3 in review, accept in 2 business days; other numbers
D8	Photography fallback policy and Dawson rate card	Adopt; amend
D9	Registrar and DNS register owner; GoDaddy account of record	Wyatt builds and Dakota owns; IT; Brooke
D10	sga3p project	Reuse `website-rebuild-sop` renamed; new project
D11	How the 10-task set is created	Rebuilt New Website template; script
D12	Pilot site and T0	Clay Center (recommended; Gate A must be confirmed because it is flagged as a divest or Advanced Care candidate); Rock Hotel Dental (alternate); AID (platform proof, not the process pilot)
D13	MSP sites in flight	Apply stages 7 to 10 now with Wyatt as technical owner; cancel Schramm (divested); write the Little Smiles reason or cancel
D14	Practice-side validation call	Pilot practice ROD, OM, doctor within a week
D15	Blog URL pattern and multi-location support	Ask Don for dates now, before Peak, Cassity, or AID are scheduled

4. Agenda (90 minutes)

Time	Item	Lead
0:00	Purpose and ground rules	Dakota
0:05	Findings: cohorts, six patterns, what worked	Amy
0:20	D0 cutover plan and D1 approver	Dakota
0:30	Walk the ten stages with Bell Dental as the retrospective	Amy and Don Clark
0:50	Roles and service levels: each role answers its questions	Each role
1:05	sga3p structure and the pilot; assign configuration actions	Dakota
1:20	Decision log read-back, action items, next review date	Dakota

5. Pilot and rollout (proposal)

Pilot: Clay Center (LocalIQ migration order #2, single location, SGA already holds admin access, 42 pages, no blog, 82 redirects to test, domain safe to 2027). Target launch Thursday 2026-11-12, retrospective 2026-11-20. Alternate: Rock Hotel Dental. Artistry in Dentistry continues as the platform proof (blog path, video block, form and tracking fields).

Before the session: renew peakfamilydentalaz.com and list the other domains expiring before 2027-03-31 with account holders; Don's written answers to the platform questions and the cutover plan; set Don up as an sga3p guest and confirm his contract state; cancel Schramm; write the Little Smiles reason; correct sga3p manager fields.

After the pilot: LocalIQ sites in expiry and readiness order (Portage, Apache or Daybreak, Heritage, Cavendish, Florence; Peak and Cassity after multi-location support); MSP leftovers stay in Wyatt's launch lane; new requests only through intake.

6. Pilot list and open questions (Amy, 2026-10-06)

Candidate groupings for the working session. Readiness, complexity, and phase order are open — team input requested below.

Proposed pilot candidates (single location)

#	Practice	Domain	Notes
1	Richmond Hill Family Dentistry	richmondhillfamilydentistry.com	Doctor interview completed. SGA no longer owns `richmondhillcosmeticdentistry.com` or has access to its content — heavier content lift.
2	Sumter Dentistry	sumterdentistry.com	Doctor interview completed.
3	Eric Moskowitz	ericmoskowitzdds.com
4	Southern Oak Conway	southernoakconway.com
5	Jonesville Dentistry	jonesvilledentistry.com
6	Wirtz Dentistry	wirtzdentistry.com
7	Central Florida Perio	centralfloridaperio.com

Pilot readiness audit (as of 2026-10-06)

Gates checked against the updated workflow: doctor interview on file (VideoAsk + Practice Knowledge Base entry), gap questionnaire written, brand design package complete, website audit within the 30-day window, OM confirmation of practice facts in the snapshot, asset location confirmed, and access (GoDaddy, CMS, social) confirmed by Korinne / Wyatt.

#	Practice	Interview	PKB	Audit	Brand pack	Gap questionnaire	OM snapshot	Assets	Access	Ready for Don?
1	Richmond Hill Family Dentistry	Yes — Dr. Martinolas, 2026-10-05 (VideoAsk)	Yes	Yes 2026-09-09	Yes	Yes — `richmond-hill-sitemap-questionnaire-2026-10-06.docx`	No	No — Jenn to confirm; Dawson shoot likely	No	Not yet. Heavy content lift from lost `richmondhillcosmeticdentistry.com`; needs OM facts, access, assets; Jenn flags that VideoAsk alone may not be enough
2	Sumter / Restorative Arts Dental	Yes — Dr. GE Rabon, 2026-09-17 (VideoAsk)	Yes	Yes 2026-09-09	Yes	Yes — `restorative-arts-sumter-sitemap-questionnaire-2026-10-06.docx`	No	No — Jayme to locate	No	Closest. Still not. Only OM snapshot, Jayme asset locate, and access remain — all this-week items. Recommended T0 pilot
3	Eric Moskowitz	No	No	Yes 2026-09-09	Partial — folder is `Moskowitz-Cosmetic-Implant-&-General-TBD`; logo + `BRAND.md` only, no voice	No	No	No	No	Not ready. Amy's "Kelly has everything" refers to brand; voice and content gates are open
4	Southern Oak Conway	No	No (Greenville and Simpsonville have PKB entries; Conway does not)	Yes 2026-09-09	No — no claude-design-package for Conway	No	No	No	No	Not ready. Brand, interview, PKB, questionnaire all missing
5	Jonesville Dentistry	No	No	Yes 2026-09-09	Yes	No	No	No	No	Not ready. Brand pack only; VideoAsk and gap check still owed
6	Wirtz Dentistry	No	No	Yes 2026-09-09 (Wirtz Jackson)	Yes	No	No	No	No	Not ready. Brand pack only
7	Central Florida Perio	No	No	Yes 2026-09-09	Yes	No	No	No	No	Not ready. Brand pack only

Bottom line as of 2026-10-06. Zero of the seven candidates are ready for Don to start building today under the gates in §6. Five of seven (Moskowitz, Southern Oak Conway, Jonesville, Wirtz, Central Florida Perio) are blocked at step 2 (doctor VideoAsk + PKB) — not blocked on Don. Sumter is the cleanest T0 pilot: interview, PKB, and gap questionnaire are already in place, and the three remaining items (OM snapshot, Jayme’s asset locate, access check) are this-week-sized. Richmond Hill is the strong #2 once the OM facts land and the content strategy for the lost domain is settled. The team ask is less “can Don start?” and more “who schedules the five missing VideoAsks this week, and who runs the Claude gap check once each lands?”

Multi-location — include in pilot or hold for next phase (depends on D15)

Practice	Domain	Locations
OBX Perio & Implant	obxperioimplant.com	2
Chattahoochee Valley Dental	chattahoocheevalleydental.com	2
LC Perio	lcperio.com	3

Needs a broader branding and structure discussion

El Paso Gum Surgery + Las Cruces Gum Surgery — elpasogumsurgery.com and lascrucesgumsurgery.com.
Amelia Perio + Beaches Periodontics — ameliaperio.com and beachesperiodontics.com. Previously discussed combining into one site; direction must be resolved before building.
My Dental Partners — mydentalpartners.com. 18 locations on a main hub with individual sites; overall structure must be agreed.

Dakota and Amy will take these three groups in a separate session.

Standardized workflow Amy is proposing for every rebuild

Bell is the starting point: Kelly interviewed Dr. Bell and Dr. Matkins, their voice and practice details are in the sga3p Practice Knowledge Base, and Claude compared the interviews against the live site and Don's new build to generate a gap-only questionnaire (attached to the note).

#	Step	Owner / Tool
1	Access confirmed to deploy a new site: GoDaddy, current CMS, social profile links	Korinne + Wyatt
2	Doctor interviews via the VideoAsk link, added to the Practice Knowledge Base	Doctors (prompted by Growth Manager)
3	Content gap review: Claude compares interviews to the live site and, when available, the new build	Claude (via Practice Knowledge Base in sga3p MCP)
4	Practice-fact confirmation (hours, address, phone, doctors) in the practice snapshot (draft; feeds Yext and website). Separate questionnaire covers content only.	Office Manager
5	Content and assets: OM helps close the content gaps and works with a photographer if needed	Office Manager
6	Growth Manager reviews all content and copy gaps and schedules any interview needed to close them	Growth Manager
7	QA and launch (final approver agreed before launch — see D1)	Wyatt + named approver
8	Task tracking: one parent task in sga3p per rebuild with steps, owners, and handoffs underneath	sga3p (shape still open — see D10/D11)

Note: step 6 ("one parent task with steps under it") is Amy's proposal; it is in tension with the flat-task-per-stage approach in §2. D10 and D11 are the decisions that settle this.

Role-specific questions to answer before or during the session

Role	Question
Mike	Which of the sites above have usable assets in Frame.io? Flag any that need an image plan.
Don	What do you need in a complete handoff before you can start? If Richmond Hill is first, what is the next step and what is missing?
Wyatt	Does this workflow match how you want to receive and QA work? Flag anything you would change.
Jenn	Does Richmond Hill have usable photos and other assets? If not, coordinate a Dawson shoot (local to Richmond Hill) after ROD/OM approval.
Jayme	Locate the Sumter assets and confirm where they are stored.

Assets and storage — needs confirming this week

Working assumption: Frame.io is the master photo/video library; the sga3p Brand Index holds logos and colors. Open questions for the session:

Where should Don and Wyatt pull assets from when building a site?
Where do new office photos go after a shoot?
What is the "Locations" folder for?

With Mike leaving, these need to be clearly documented this week.

Decisions this session should leave with

Agreed pilot list and starting order.
Clear content-to-build handoff.
Confirmed asset locations.
Standard sga3p task template with owners and approval steps.

7. Files

01-assessment-msp-lessons.md: assessment and the 23-row evidence table with task links
02-intake-and-prioritization.md: who can request, rebuild versus targeted fixes, intake fields, rubric, urgent handling, ready checklist
03-workflow-raci-and-don-assignment.md: roles, approvals, stages, SLAs, handoff package, pre-launch checks, rollback, monitoring
04-photography-and-video.md: minimums, shoot triggers, shot list, fallbacks
05-sga3p-task-structure.md: the 10-task set, fields, statuses, approval comment formats, views, configure-now versus development
06-team-working-session.md: agenda, decisions, role questions, Bell Dental walkthrough, templates
07-rollout-plan.md: pre-session actions, pilot timeline, adoption order, measures
SGA-Website-Rebuild-Checklists.xlsx: eleven tabs including the access and asset checklist, Don handoff package, pre-launch checklist, decision log, action items, task set template
evidence/: sga3p task pull (158 classified tasks), document inventory, platform readiness, meeting evidence (493 dated items), direct probes

Labels used throughout: Documented (existing SGA policy), Observed (seen in sga3p, workbooks, or transcripts), Proposal (for agreement), Inference (our reading where no source states it). Nothing in this pre-read records a decision as made.