Harborcrm Front Of Funnel

HarborCRM Front-of-Funnel Solver

HarborCRM is a shared marketing/CRM workspace exposed as a read-only JSON API. Tasks give you a scope key (event_id, show_id, or import batch_id) and an answer_template that defines the exact output shape. You fetch the relevant records, apply HarborCRM's business rules, and return one JSON object that conforms to the template — no prose, no extra fields.

There are five recurring task families. Identify which one you're in from the scope key and the required top-level keys, then follow the matching SOP below.

(Families A covers both the "audit/handoff" and "post-event reconciliation" variants — they share all the same rules but differ in output shape.)

Golden rules (apply everywhere)

1. The answer_template is law. Use only the declared top-level keys, item keys, and enum values. Never invent fields. Respect every stated sort order exactly. Currency is integer USD unless told otherwise. Counts are integers.
2. Read GET /api/policies first. It declares the controlled enums actually in force: sponsor_handoff.status_enums = paid_deferred | open_invoice | proposal_only | not_sponsor; prospecting.platform_enums = AUV | ROV | Underwater Camera. The template may expose a subset.
3. Match accounts by domain, not by name. Exhibitors carry crm_account_id directly. For badges/import rows, derive the email domain and match it to a CRM account's domain field. Company-name strings vary ("HelioWare Manufacturing" vs "HelioWare Mfg.") and must not be the join key.
4. Normalization is literal, not smart (see below). Do not add or remove country codes.
5. Derive every number; never hardcode. Follow-up dates, opportunity amounts, and tier money all come from the event/policy/template records for that scope. The same person can have a different normalized phone in two tasks because the source string differs.

Contact normalization rules

• Email: trim surrounding whitespace, lowercase the whole string. " Dana.Ruiz@HelioWare.example " → dana.ruiz@helioware.example. If no usable email, use empty string "" (never null) where the schema says "empty string allowed".
• Phone: strip every non-digit character (drop +, spaces, (, ), ., -). That is the whole rule. Do NOT normalize to a canonical length and do NOT force a leading 1.
  • "415-555-0188" → 4155550188 (stays 10 digits)
  • "1.206.555.0177" → 12065550177 (the source's leading 1 is kept)
  • "+1 (512) 555-0121" → 15125550121 (the + is dropped, the 1 stays)
  • "+358 40 555 0190" → 358405550190 (international code kept verbatim)
  • empty/whitespace phone → "".

Sponsor status classification (Family A)

For each account that has a sponsor order / sponsor_package for the event, classify from the order's order_status joined with the matching finance invoice (/api/finance/invoices?event_id=..., keyed by account_id):

• paid_deferred — order confirmed AND invoice status == "paid_deferred" (or fully paid: paid_amount == amount). open_balance = 0.
• open_invoice — order confirmed AND an invoice exists that is not fully paid (status == "open", paid_amount < amount). Report paid_amount and open_balance = amount - paid_amount separately. The status revenue uses the full package amount, while open_invoice_balance rolls up the unpaid remainder only.
• proposal_only — order order_status == "proposal_sent", no/empty invoice. invoice_id null, paid_amount 0, open_balance 0.
• not_sponsor — only when the schema includes it: an account with no qualifying sponsor order.
• Canceled / inactive sponsor orders (order_status == "canceled") are excluded from sponsor statuses entirely. If that account also appears as a disqualified CRM account or a badge, it falls through to the lead/exclusion logic (typically existing_disqualified).

Sponsor revenue rollups: sum package amount per status into paid_deferred/open_invoice/ proposal_only; open_invoice_balance = sum of open balances. unpaid_sponsor_total (the reconciliation variant) = sum of amounts for sponsors that are not fully paid, i.e. open_invoice + proposal_only accounts (paid_deferred is excluded because it's collected).

Lead qualification & exclusion logic (Family A)

Candidate leads come from event badges (and sometimes from CRM accounts tied to the event). A badge becomes a qualified non-sponsor lead only if ALL of these hold:

• Badge is a business badge. Exclude badge_type in {student, press} and any non-business badge → reason non_business_badge.
• The attendee's company is not a sponsor. Anyone whose company has a sponsor order (any active status, including proposal_only) is a sponsor_attendee, regardless of their badge_type. Sponsor ticket contacts (from order ticket_contacts) are also sponsor_attendee even if they have no badge.
• The matched CRM account is not disqualified (status == "disqualified" or a non-null disqualified_reason) → reason existing_disqualified. This also catches accounts whose only sponsor order was canceled.
• (Import/reconciliation variants) the contact is present → otherwise missing_contact.

Exclusion reason enum (Family A): sponsor_attendee | non_business_badge | existing_disqualified | missing_contact. The template's enum is authoritative; use only the values it lists.

Opportunity amount for qualified leads = the event's lead_opportunity_amount (a flat per-event figure on the event record), applied to each qualified non-sponsor account. lead_pipeline_total / open_opportunity_total = that amount × count of qualified non-sponsor accounts; open_opportunity_count = that count.

CRM action decisions (Family A)

Decide per qualified lead / per badge by checking existing CRM state (match account by email domain; match contact by account + name/email):

• Account exists in CRM → update_existing (account action) or include the existing_account_id. Account absent → create_account.
• Contact exists for that account → reuse it; contact absent → create_contact.
• Campaign member exists for that account+contact+event (/api/crm/campaign_members?event_id=...) → update/no_action; absent → add_campaign_member / create.

In the badge-reconciliation variant the per-badge crm_action is a composite enum: create_account_contact_campaign_member (nothing exists yet), create_contact_campaign_member (account exists, contact + member don't — typical for a sponsor attendee with a new face), add_campaign_member, update_campaign_member, no_action (sponsor attendee already a campaign member), no_import (excluded non-business badge). Campaign-member target_status mirrors the sponsor/attendee relationship: attended_sponsor, registered_sponsor, attended, excluded.

badge_only_contacts (when requested) = the set of badges for which a new CRM contact must be created (qualified leads + sponsor attendees lacking an existing contact). Contacts that already exist in CRM are not listed. Emit normalized email/phone per the rules above.

crm_action_counts are simple tallies of the above decisions across the handoff. no_action and no_import records do not add to create/update counts.

Follow-up due dates & task counts (Family A)

Dates are derived from the event record, never guessed:

• lead_followup_due_date = event end_date + followup_days_after_end days.
• sponsor_followup_due_date = event end_date + sponsor_followup_days_after_end days.

Example: NeuralOps end_date 2026-09-16, followup_days_after_end 7 → 2026-09-23; sponsor_followup_days_after_end 3 → 2026-09-19. Format YYYY-MM-DD.

• lead_task_count = number of qualified leads getting a follow-up (one task each).
• sponsor_finance_task_count / sponsor_finance_accounts = the sponsors needing finance follow-up = the unpaid sponsors (open_invoice + proposal_only), sorted by account_name. paid_deferred sponsors need no finance follow-up.

Trade-show prospecting & qualification (Family B)

Goal: from /api/tradeshows/{show_id}/exhibitors decide who builds target underwater platforms (the campaign target, e.g. dissolved-oxygen-sensor-capable robotics). Judge from the exhibitor description:

• Qualified = the company manufactures / builds / designs / OEM-builds a platform in the enum set: AUVs, ROVs, or underwater cameras. Phrases like "Builds compact AUVs and inspection-class ROVs", "Designs rugged underwater camera modules", "Manufactures pen-cleaning ROVs with camera arrays", "OEM underwater camera manufacturer" all qualify. A company can map to multiple platforms.
• platforms = the subset of [AUV, ROV, Underwater Camera] the description supports, always emitted in that enum order. (A camera maker that merely "embeds third-party probes" still qualifies as Underwater Camera — it builds the camera platform; the probe is just integrated.)
• Excluded near-misses (adjacent but not platform makers), with controlled reasons:
  • distributor / reseller / sales agent, "does not manufacture" → distributor_only (relationship distributor)
  • consulting / operates rented gear / services → service_only (relationship service_provider)
  • sensor/probe-only vendor (makes the sensor, not the platform) → sensor_vendor_only / sensor_only (relationship sensor_vendor) — match whichever spelling the template lists
  • research lab / academic → research_only (relationship research)
  • not_target_market for in-scope-but-off-target makers when the template offers it. Excluded exhibitors carry crm_action = no_import.

Priority tier & opportunity sizing: join exhibitors to /api/tradeshows/{show_id}/meeting_interest by company_name to get interest_score and requested_demo. Standard rule (confirm against the prompt, which may restate it):

• Tier A = requested_demo == true AND interest_score >= 90.
• Tier B = requested_demo == true AND interest_score >= 80 (and not A).
• Tier C = everyone else qualified.
• Opportunity money per tier is given in the prompt (e.g. A=120000, B=90000, C=50000). Use those figures; do not assume. total_estimated_opportunity_usd = sum across qualified leads.

CRM overlap / action: exhibitor crm_account_id present → update_existing and count it in existing_crm_overlap_*; absent (null) → create_account.

Ranking (when ranked_leads with rank is requested) follows the prompt's tiebreak chain, typically: requested_demo desc → interest_score desc → broader platform coverage (more platforms first) → company_name asc. Assign rank as 1-based contiguous integers.

Aggregate counts: platform_counts/platform_coverage_counts count how many qualified leads cover each platform (a multi-platform lead increments multiple buckets). priority_counts tally A/B/C. Always include every required key even when the value is 0.

Raw contact-import hygiene (Family C)

Process /api/import_batches/{batch_id}/raw_contacts into an import-ready set. Apply the steps in this order (order matters for which row is "removed" vs "winner"):

1. Normalize every row's email and phone (rules above).
2. Suppression — /api/import_batches/{batch_id}/suppression lists opted-out emails/phones. Any row whose normalized email OR phone matches a suppression entry → removed with reason suppressed, crm_action = suppress. (A row can be suppressed even if its company/name look fine — match on the contact identity, not the company. Note suppression can hit a row whose company was renamed, e.g. a personal email reused under a different company.)
3. Missing contact — a row with no usable contact identity (empty email AND empty phone, or otherwise uncontactable) → removed with reason missing_contact, crm_action = no_import.
4. Deduplicate survivors by a stable key (normalized email when present, else normalized phone). Within a duplicate group pick ONE winner; the rest are removed with reason duplicate, crm_action = no_import.
   • Winner selection: prefer the most recent captured_at; break ties by source precedence (trusted enrichment sources beat raw form fills — e.g. partner_upload / badge_scan over webinar_form). Do NOT tie-break by row_id ascending.
   • The winning row supplies the surviving company_name, email, phone, source_name, captured_at, and clean_contact_id/source_row_id (= winner's row_id).
   • duplicate_keys entries: {key: "email:<addr>", winner_row_id, removed_row_ids:[...]}.
5. CRM action for survivors: match the winner's email domain to a CRM account domain. Account found → update_existing with existing_account_id (set existing_contact_id only if a CRM contact for that account+person already exists, else null). No account → create_account.

Counts: import_action_totals tallies every original row across the four crm_action buckets (create_account + update_existing + no_import + suppress = total raw rows). removal_summary: unusable_removed_count = missing_contact rows; suppressed_removed_count = suppressed rows; duplicate_removed_count = duplicates removed. removed_rows lists each removed row with its reason (duplicate | missing_contact | suppressed). campaign_member_import_count = number of surviving clean contacts (they all become members of the batch campaign). campaign_code comes from the batch record.

How to call the API

Base URL is in environment_access.md (e.g. http://127.0.0.1:8080; some prompts cite a different port — use the runner-supplied base). All responses are JSON. Use curl -s. Start with:

curl -s $BASE/health            # sanity: record counts
curl -s $BASE/api/policies      # controlled enums in force

Then, by family:

• A (event): GET /api/events/{event_id} (dates, lead_opportunity_amount, followup days, campaign_code) · .../orders & .../sponsor_packages (sponsor orders + ticket_contacts) · .../badges · GET /api/finance/invoices?event_id={id} · GET /api/crm/accounts · GET /api/crm/contacts · GET /api/crm/opportunities?event_id={id} · GET /api/crm/campaign_members?event_id={id}.
• B (trade show): GET /api/tradeshows · GET /api/tradeshows/{show_id}/exhibitors · GET /api/tradeshows/{show_id}/meeting_interest · GET /api/crm/accounts.
• C (import): GET /api/import_batches · GET /api/import_batches/{batch_id}/raw_contacts · GET /api/import_batches/{batch_id}/suppression · GET /api/crm/accounts · GET /api/crm/contacts.

The API exposes only shared domain records; there are no task-answer endpoints. Do not look for server source.

Common output conventions

• Sort lists exactly as the template states (commonly account_name / company_name ascending, badge_id / clean_contact_id / row_id ascending, rank ascending). When a secondary sort is named (e.g. then contact_name), apply it.
• Use "" (empty string) where the schema says empty allowed; use null only where it explicitly allows null (existing_account_id, crm_account_id, etc.).
• Include every required object key on every item, and every required key in count objects (emit 0, don't omit).
• Return strict JSON only — no markdown, no comments, no trailing prose.

Common misjudgments to avoid

• Treating proposal_only (proposal_sent, no invoice) as an open invoice, or counting paid_deferred in the unpaid follow-up list.
• Letting a canceled sponsor order create a sponsor status row (it should drop out / route to exclusion).
• Classifying a sponsor's attendee as a qualified lead because their badge_type is "attendee" — if the company is a sponsor, the person is a sponsor_attendee.
• Forgetting that sponsor ticket_contacts without badges are still sponsor_attendees to exclude.
• Joining accounts by company name instead of email domain (names are intentionally noisy).
• Over-normalizing phones (inserting/removing a leading 1) — extract digits literally.
• Hardcoding follow-up dates or tier amounts instead of computing them from the event record / prompt.
• In imports: dropping a suppressed row into no_import instead of the distinct suppress action; or tie-breaking duplicates by row_id instead of recency + source precedence.
• Qualifying distributors/resellers, pure sensor/probe vendors, service/consulting firms, or research labs as platform makers in prospecting tasks.
• Emitting platforms out of enum order, or omitting zero-valued count keys.