Self Attempt 01

HarborCRM Skill

Environment

Base URL: read from the runner or environment_access.md. The standard remote is http://34.46.77.124:8001. Never use localhost/127.0.0.1 unless the remote URL itself points there; environment_access.md overrides any localhost references in task prompts.

API Reference

All endpoints are public GET. No auth required.

Events

• GET /api/events — list all events
• GET /api/events/{event_id} — single event (includes campaign_code, start_date, end_date, followup_days_after_end, sponsor_followup_days_after_end, lead_opportunity_amount, status)
• GET /api/events/{event_id}/orders — sponsor orders for the event
• GET /api/events/{event_id}/badges — badge scans for the event
• GET /api/events/{event_id}/sponsor_packages — same data as orders (alias)

Finance

• GET /api/finance/invoices?event_id={event_id} — invoices filtered by event

CRM

• GET /api/crm/accounts — all CRM accounts
• GET /api/crm/contacts — all CRM contacts
• GET /api/crm/opportunities — all opportunities; supports ?event_id= filter
• GET /api/crm/campaign_members?event_id={event_id} — campaign members for an event

Trade Shows

• GET /api/tradeshows — list all trade shows
• GET /api/tradeshows/{show_id}/exhibitors — exhibitors for a show
• GET /api/tradeshows/{show_id}/meeting_interest — meeting interest data

Import Batches

• GET /api/import_batches — list all import batches
• GET /api/import_batches/{batch_id}/raw_contacts — raw rows to import
• GET /api/import_batches/{batch_id}/suppression — suppression list for the batch

Policies

• GET /api/policies — qualification and platform metadata

Business Rules

1. Sponsor Status Determination

Cross-reference orders and invoices for each sponsor account at the event:

• Open balance = invoice amount − invoice paid_amount
• Sponsor revenue totals are integers in USD. Sum paid_deferred accounts' order amounts under paid_deferred; open_invoice accounts' order amounts under open_invoice; proposal_only order amounts under proposal_only. Report open_invoice_balance as the sum of open balances across all open_invoice accounts.
• A sponsor account with a canceled order is not reported in sponsor statuses or revenue totals — it is inactive.

2. Badge Classification

Each badge scan must be classified by badge_type and relationship to sponsors:

• A company is an "active sponsor" if it has an order with order_status of confirmed or proposal_sent (NOT canceled).
• Sponsor ticket contacts (from orders[].ticket_contacts) who do not appear in badge scans still count as sponsor affiliates and should not appear as qualified leads. Their campaign member status should be preserved.

3. Qualified Non-Sponsor Lead Rules

A badge is a qualified non-sponsor lead when ALL of the following hold:

1. badge_type is attendee (not sponsor, student, press)
2. Company is NOT an active sponsor (no confirmed or proposal_sent order)
3. Company's CRM account (if it exists) is NOT disqualified (status != "disqualified")

For each qualified lead:

• CRM account action: create_account if the company has no CRM account; update_existing if the company already has a CRM account.
• CRM contact action: create_contact if the contact name/email is not in existing CRM contacts for that account; update_existing if they already exist.
• Campaign member action: add_campaign_member for new leads.
• Opportunity amount: Use the event's lead_opportunity_amount for each qualified non-sponsor account.
• Lead pipeline total = sum of opportunity amounts for all qualified accounts.

4. Exclusion Reasons

For trade-show prospecting tasks, use the domain-specific exclusion reasons from the answer template (e.g., distributor_only, service_only, sensor_vendor_only, sensor_only, research_only, not_target_market).

5. Follow-Up Dates

Calculate from the event's end_date:

• Lead follow-up due date = end_date + followup_days_after_end days
• Sponsor finance due date = end_date + sponsor_followup_days_after_end days

Use YYYY-MM-DD format. Add days to the date; do not skip weekends or holidays.

6. Follow-Up Task Counts

• Lead task count = number of qualified non-sponsor lead accounts
• Sponsor finance task count = number of sponsor accounts with open_invoice status
• Sponsor finance accounts = list of account names with open_invoice status, sorted ascending

Contact Normalization

Email

• Trim leading/trailing whitespace
• Convert to lowercase
• Empty string "" if no email was supplied (whitespace-only emails → treat as missing)

Phone

• Strip all non-digit characters (spaces, parentheses, dashes, dots, leading +, country code prefix)
• Result is a digits-only string (e.g., +1 (415) 555-0101 → 14155550101)
• Empty string "" if no phone was supplied
• Do NOT drop leading country codes (US 1, etc.) — strip the + but keep the digits

CRM Matching

Account Matching

Match a company/account name against CRM accounts by exact name match (case-sensitive as returned by the API). If a trade-show exhibitor has a crm_account_id field, use that directly.

Contact Matching

Match a contact against CRM contacts:

1. By email: normalize the badge/import email, compare against normalized CRM contact emails
2. By name: exact match on contact_name within the matched account

CRM Action Assignment

Import Batch Processing

Step 1: Normalize all raw contact emails and phones

Step 2: Remove unusable rows

A row is unusable if both contact_name is effectively blank AND email normalizes to empty. Also remove rows where the normalized email is empty and phone is empty (unreachable). Removal reason: missing_contact.

Step 3: Deduplicate

• Dedup key: normalized email (lowercase, trimmed)
• Winner: the row with the earliest captured_at timestamp
• Tiebreaker: if timestamps are equal, the row with the lower row_id (lexicographic) wins
• Removed duplicates get reason duplicate
• The winning row's row_id becomes both clean_contact_id and source_row_id
• For the winning row, use its own captured_at, source_name, and original row data

Step 4: Suppression check

Match each surviving row's normalized email and normalized phone against the suppression list. A row is suppressed if its normalized email or normalized phone matches any suppression entry. Removal reason: suppressed. Suppression is checked AFTER dedup (only on winning rows).

Step 5: CRM matching for survivors

Match each survivor's company name and contact name/email against CRM accounts and contacts. Assign crm_action:

• create_account — no matching CRM account
• update_existing — matching CRM account found
• no_import — matching account exists but is disqualified, or contact opted out
• suppress — matched suppression list (use only if suppressed rows remain in clean_contacts)

Set existing_account_id and existing_contact_id to the matched CRM IDs (or null).

Step 6: Campaign member import count

Count of surviving clean contacts that will become campaign members for the batch's campaign. Rows with crm_action == "suppress" or "no_import" are NOT counted.

Trade Show Prospecting

Platform Classification

Classify each exhibitor into zero or more of the standard platforms:

• AUV — builds/manufactures autonomous underwater vehicles
• ROV — builds/manufactures remotely operated vehicles
• Underwater Camera — manufactures underwater camera modules/systems

Read the exhibitor description field. A company qualifies when it builds or OEM-manufactures the platform category. Mere integration of third-party sensors/cameras does NOT confer platform classification if the company doesn't build the platform itself. A camera array built into a company's own ROV counts as ROV (the camera is a component); a standalone underwater camera product counts as Underwater Camera.

Qualification

An exhibitor is qualified when it manufactures at least one of the target platforms AND is not excluded by a domain rule:

• Distributors/resellers → distributor_only — company sells others' products, doesn't manufacture
• Service providers → service_only — consulting, rentals, or operations using others' equipment
• Sensor-only vendors → sensor_vendor_only / sensor_only — makes sensors but not the platforms that carry them
• Research/analytics only → research_only — software/analytics, no hardware
• Not target market → not_target_market — completely unrelated business

Priority Tiering

When the task specifies tier rules, apply them exactly as stated. Common pattern across tasks:

• A: demo requested + high interest score (≥90)
• B: demo requested + moderate interest score (≥80)
• C: all other qualified leads

When the task does NOT specify tier rules, infer from the meeting interest data: prioritize demo requests, then score, then platform breadth.

Ranking

When specified, rank qualified leads by the given criteria (typically: demo request first, then interest score descending, then platform coverage count descending, then company name ascending).

Opportunity Sizing

When tier-based amounts are specified (e.g., A=$120000, B=$90000, C=$50000), apply them by tier. When no tier amounts are specified, use the event's lead_opportunity_amount.

Campaign Member Reconciliation

When reconciling campaign members with badge scans:

1. List all existing campaign members for the event
2. List all badge scans for the event
3. For each badge scan:
   • If the person is already a campaign member, determine if their status needs updating (e.g., registered_sponsor → attended_sponsor if they scanned in)
   • If the person is NOT a campaign member and is a qualified lead, action is create with target status attended
4. For existing campaign members NOT in badge scans:
   • Keep their current status (action: no_action)
5. Action values: create, update, no_action, no_import
6. Target status values: attended_sponsor, registered_sponsor, attended, excluded

The subject_key for sorting is typically {account_name}|{contact_name} or {account_id}|{contact_id}.

Sorting Rules (Default)

• Sponsor statuses / account lists: by account_name ascending
• Badge decisions: by badge_id ascending
• Qualified leads/accounts: by account_name ascending (unless ranked)
• Excluded records: by company_name ascending, then contact_name ascending
• Clean contacts: by clean_contact_id ascending
• Duplicate keys: by key ascending
• Removed rows: by row_id ascending
• Platform lists: in enum declaration order (AUV, ROV, Underwater Camera)
• CRM account IDs: ascending lexicographic

Output Conventions

• All currency amounts are integers (whole USD, no decimals)
• All dates are YYYY-MM-DD strings
• All counts are integers
• Return valid JSON only — no prose outside the JSON object
• Do not add fields not declared in the answer template
• Use null for missing IDs (not "" or "none")
• Empty email/phone when not supplied: "" (empty string)
• Follow the answer template's key names, enum values, and structure exactly

Common Pitfalls

1. Canceled sponsors are NOT sponsors: A company with order_status: "canceled" is inactive. Do not list them in sponsor statuses. Their contacts are excluded as inactive_sponsor_record, not sponsor_attendee.
2. Proposal-only sponsors are still sponsors: A company with order_status: "proposal_sent" IS an active sponsor (status proposal_only). Their badge-scanning contacts are sponsor_attendee, not qualified leads.
3. Disqualified CRM accounts trump badge qualification: Even if a badge looks like a good lead, if the CRM account is disqualified, exclude as existing_disqualified.
4. Dedup before suppression: Always deduplicate raw contacts first (so suppressed duplicates don't create extra removal rows), then check suppression on survivors.
5. Timestamp tiebreaking in dedup: When two rows share the same normalized email AND the same captured_at, use the lower row_id as winner.
6. Normalization is idempotent: Normalize emails (trim, lowercase) and phones (digits only) before any comparison — matching, dedup, and suppression all use normalized values.
7. Empty email is not always missing: A contact with an empty email but a valid phone and name is still reachable and qualifies (unless the task specifically requires email). Only mark missing_contact when truly unreachable.
8. Campaign member counting: Only surviving clean contacts with crm_action of create_account or update_existing count toward campaign member imports. Suppressed and no_import records do not.
9. Sponsor ticket contacts without badges: If a sponsor's ticket_contacts lists someone who doesn't appear in badge scans, they remain as a sponsor campaign member — they are not a qualified lead, nor are they excluded.
10. Platform classification requires manufacturing: Reading "camera" in a description is not enough — the company must build the platform, not just use it. "ROV with camera arrays" → ROV (the camera is a component). "Underwater camera manufacturer" → Underwater Camera.