PBOS Rollout Spec — Full Program Launch Checklist

Author: Jules (Program Operations) Date: 2026-05-29 Status: Build spec — Arden executes from this Context: Workshop is June 3. Membership pitch happens at the end of workshop and in post-workshop email sequence. Everything below must be ready before the first person can click "Join the Membership" and have a good experience.

Key facts:

• $27/mo founding rate (locked as long as they stay — no "lifetime" language)
• Founding rate available through June 20, 2026
• Price escalates $10/mo each week after workshop (June 10 = $37, June 17 = $47, etc.)
• Platform: MailerLite (email) + Zoom (live sessions) + Notion (content delivery). No UpCoach.
• Content built with Cole regardless of member count — it becomes product either way
• Must work with 0 members. Must scale to many.

1. PAYMENT & ACCESS

1.1 ThriveCart: PBOS Membership Product

Priority: MUST HAVE

Build steps:

• [ ] Create recurring product in ThriveCart
• [ ] Set success URL to /pbos-welcome
• [ ] Add Meta Pixel ID in Tracking settings
• [ ] Configure MailerLite webhook: on purchase → add to group "Start | PBOS Membership"
• [ ] Configure MailerLite webhook: on cancellation → add to group "Cancelled | PBOS Membership"
• [ ] Configure MailerLite webhook: on refund → add to group "Cancelled | PBOS Membership"
• [ ] Test with a $0 test transaction (or Kathryn's own card + immediate refund)

Owner: Kathryn (ThriveCart access)

1.2 ThriveCart: Price Escalation Plan

Priority: MUST HAVE (but can use manual approach at launch)

The founding $27/mo rate is available through June 20. After that, the public price escalates $10/mo per week. Two options:

Option A (Simple — recommended for launch):

• Keep the $27 ThriveCart product live through June 20
• On June 21, create a new ThriveCart product at $37/mo (or update the price)
• Repeat weekly: $47 on June 28, $57 on July 5, etc.
• Existing members' rates never change (ThriveCart handles this — recurring stays at signup price)

Option B (Coupon-based):

• Set base price at target landing zone ($97 or $147)
• Create time-limited coupons: FOUNDING27 (through June 20), WEEK2 ($37, June 21-27), etc.
• More work upfront, cleaner long-term

Decision needed from Kathryn: Which approach? Option A is simpler and gets the job done for launch.

1.3 MailerLite: Membership Groups

Priority: MUST HAVE

Build steps:

• [ ] Create both groups in MailerLite
• [ ] Verify double opt-in is OFF on both groups (account AND group level)
• [ ] Connect ThriveCart webhooks to the correct groups
• [ ] Test: purchase triggers "Start" group add; cancellation triggers "Cancelled" group add

Owner: Kathryn (MailerLite access)

1.4 Cancellation Flow

Priority: SHOULD HAVE (ThriveCart handles billing cancellation automatically; the question is what Kathryn does about it)

When a member cancels:

1. ThriveCart stops billing (automatic)
2. ThriveCart webhook adds them to "Cancelled | PBOS Membership" group in MailerLite
3. MailerLite automation sends cancellation acknowledgment email (see Section 4.4)
4. Notion access: Manual removal. Kathryn removes their email from the Notion page share list. (At scale, this is a pain point — but at founding scale, it's fine.)

What they keep:

• Any system assets they downloaded during membership
• Workshop recording (that was a separate $17 purchase)
• The skills they built in their own Claude — those live in their account

What they lose:

• Access to the Notion membership workspace (new sessions, recordings, assets)
• Live session access (Zoom links rotate or are shared via member-only email)

Build steps:

• [ ] Draft cancellation acknowledgment email (Sloane)
• [ ] Build MailerLite automation: trigger = joins "Cancelled | PBOS Membership" → send cancellation email
• [ ] Document manual Notion removal process for Kathryn

2. ONBOARDING — What Happens on Day 1

2.1 Welcome Page (Convertri)

Priority: MUST HAVE

URL: https://thepracticebuilders.ai/pbos-welcome ThriveCart success URL points here.

Page contains:

• "You're in." confirmation
• What happens next (3 steps):

1. Check your email — welcome email with Notion workspace link
2. Your first session is [DATE] — calendar link
3. Introduce yourself — reply to the welcome email with your name, practice type, and what you're building

• The WIN / DELIVER / GROW framework (visual — they see the full map)
• "Your rate: $27/mo — locked as long as you're a member."
• No upsell. No additional pitch. Pure confirmation and orientation.

Build steps:

• [ ] Write welcome page copy (Sloane)
• [ ] Build HTML page (Wren — CYP brand: deep teal/cream/gold, Fraunces + Montserrat)
• [ ] Deploy to Convertri at /pbos-welcome (Kathryn)
• [ ] Add Meta Pixel Purchase event ($27) to the page
• [ ] Add noindex/nofollow

Owner: Sloane (copy), Wren (HTML), Kathryn (Convertri deploy)

2.2 Welcome Email (MailerLite Automation)

Priority: MUST HAVE

Trigger: Joins group "Start | PBOS Membership" Timing: Immediate From: Kathryn Brown / Practice Builders

Email contains:

• Welcome — you're a founding member
• Notion workspace link (the membership hub — see Section 3.1)
• Next live session date + Zoom link
• What to do first: "Open the Notion workspace. Read the Getting Started page. Reply to this email with your name, practice type, and what you're trying to build."
• "Your rate: $27/mo. It stays the same as long as you're a member."

Build steps:

• [ ] Draft welcome email copy (Sloane)
• [ ] Build MailerLite automation: trigger = joins "Start | PBOS Membership" → send immediately
• [ ] Include Notion workspace link (once Notion page is built — see Section 3.1)
• [ ] Include next session Zoom link + date

Owner: Sloane (copy), Kathryn (MailerLite build)

2.3 Notion: Getting Started Page

Priority: MUST HAVE

A page inside the PBOS Notion workspace (see Section 3.1) that orients new members.

Contains:

• What PBOS is (one paragraph — systems, not curriculum)
• The WIN / DELIVER / GROW framework (table with 9 segments)
• The maturity model (4 levels — Structure, Streamline, Delegate, Autonomous)
• How sessions work (deploy session + build session monthly — see Section 3)
• What you need: Claude paid account, your practice data, willingness to build
• Current month's session topic + date + Zoom link
• FAQ: "Do I need to attend live?" / "What if I'm brand new to AI?" / "What if I miss a month?"

Build steps:

• [ ] Write Getting Started content (Cole — product delivery)
• [ ] Build Notion page (Cole)
• [ ] Review (Kathryn)

Owner: Cole

3. CONTENT DELIVERY — How Monthly Sessions Work

3.1 Notion: PBOS Membership Workspace

Priority: MUST HAVE

Location: Workspace-level page in Kathryn's Notion (NOT under 52 Skills, NOT under the workshop product page)

Page name: Practice Builders OS

Structure:

Practice Builders OS (top-level page)
├── Getting Started (see 2.3)
├── WIN / DELIVER / GROW Framework (reference page)
├── Monthly Sessions
│   └── [Month Year] — [System Name]
│       ├── Deploy Session Recording
│       ├── Build Session Recording
│       └── System Assets (skills, SOPs, templates)
├── Member Resources
│   └── Zoom Links + Calendar
└── Archive (past months, as they accumulate)

Access control: Notion page shared via email invite. Only active members have access. On cancellation, Kathryn removes their email from the share list.

Build steps:

• [ ] Create top-level "Practice Builders OS" page in Notion
• [ ] Build sub-page structure (Getting Started, Framework, Monthly Sessions, Resources)
• [ ] Add first month's session placeholder: "June 2026 — The 90-Second Pipeline" (this is a continuation/deeper build from the workshop)
• [ ] Set sharing to "Invite only" — share via member email addresses
• [ ] Document the access management process (add on join, remove on cancel)

Owner: Cole (page structure), Kathryn (sharing/access)

3.2 Zoom: Session Scheduling

Priority: MUST HAVE

Two sessions per month:

Zoom setup:

• [ ] Create recurring Zoom meeting for Deploy Session (e.g., 1st Tuesday of month, noon ET)
• [ ] Create recurring Zoom meeting for Build Session (e.g., 3rd Tuesday of month, noon ET)
• [ ] Decide: same Zoom link monthly or unique per session? (Same link is simpler at founding scale)
• [ ] Passcode on both meetings (not registration — matches workshop approach)

Decision needed from Kathryn: What day/time for monthly sessions? Recommendation: Tuesdays at noon ET (matches the workshop slot — members already know that time works).

Owner: Kathryn (Zoom access)

3.3 Recording Delivery

Priority: MUST HAVE

After each live session:

1. Kathryn downloads the Zoom recording
2. Upload to Vimeo (or Loom — whatever Kathryn uses for the workshop recording)
3. Embed the recording on the month's Notion page
4. Send session recap email to members (see Section 4.2)

Build steps:

• [ ] Decide hosting platform for recordings: Vimeo or Loom (consistency with workshop recording)
• [ ] Create a process doc for the recording upload workflow (2 min — this prevents it from becoming a "I'll do it later" item)

Owner: Kathryn (recording + upload), Cole (Notion embed)

3.4 System Asset Delivery

Priority: MUST HAVE

Each month's build produces assets members use in their practice. These are the actual deliverables — the skills, SOPs, templates that make the system work.

Delivery method: Notion. Each month's page includes the system assets as downloadable files or inline content (same approach as the workshop product page for The 90-Second Pipeline).

What each month's assets include:

• The system skill(s) — .md files members paste into Claude
• SOP / process documentation (Level 1)
• Quick-start guide for the system
• Any supporting templates

Build steps:

• [ ] For Month 1: Assets already exist from workshop (The 90-Second Pipeline skills). Deeper build + membership-only assets TBD by Cole.
• [ ] Establish asset naming convention: [system-name]-[asset-type].md
• [ ] Template the monthly Notion page structure so each month is consistent

Owner: Cole (content production), Kathryn (review)

4. MEMBER COMMUNICATION

4.1 Session Announcement Email

Priority: MUST HAVE Cadence: Twice per month (one per session), sent 3-5 days before each session Audience: "Start | PBOS Membership" group, excluding "Cancelled | PBOS Membership"

Contains:

• What we're building this session
• What to prepare (specific to the session topic)
• Zoom link
• Date/time with timezone

Build steps:

• [ ] Draft email template (Sloane — one template, content changes monthly)
• [ ] Build MailerLite segment: "Start | PBOS Membership" AND NOT "Cancelled | PBOS Membership"
• [ ] Decide: scheduled campaigns (Kathryn sends manually each month) or automation with manual trigger? Recommendation: scheduled campaigns — content changes every month, automation adds unnecessary complexity.

Owner: Sloane (template), Kathryn (sends each month)

4.2 Session Recap Email

Priority: SHOULD HAVE Cadence: Within 24 hours of each session Audience: Same member segment as 4.1

Contains:

• What we built (2-3 sentences)
• Recording link
• Notion page link (where assets live)
• What's next (next session date + topic preview)

Build steps:

• [ ] Draft email template (Sloane)
• [ ] Process: Kathryn writes 2-3 sentences of recap after session, Sloane populates template, Kathryn sends via MailerLite

Owner: Sloane (template), Kathryn (recap content + send)

4.3 Monthly Membership Pulse Email

Priority: CAN WAIT (build after 2-3 months of operation)

A monthly check-in email — not a session announcement, but a "how's it going" touchpoint. Inspired by TPC's Friday email / pulse model.

Contains:

• "What's consuming most of your time right now?"
• "What did you try or implement since last session?"
• Reply-based — no form, no friction
• Kathryn reads replies before the next deploy session and opens with a synthesis

Build steps (when ready):

• [ ] Draft pulse email template (Sloane)
• [ ] Add to monthly cadence: send 1 week before deploy session

4.4 Cancellation Acknowledgment Email

Priority: SHOULD HAVE

Trigger: Joins "Cancelled | PBOS Membership" Timing: Immediate

Contains:

• Acknowledgment — no guilt, no hard sell
• What they keep (skills they built, workshop recording)
• What they lose access to (Notion workspace, live sessions)
• "If you rejoin, your rate will be whatever the current rate is at that time." (This is the natural consequence — no punitive language, just factual)
• Door is open: "If you want to come back, the link is always [membership page URL]."

Build steps:

• [ ] Draft cancellation email (Sloane)
• [ ] Build MailerLite automation: trigger = joins "Cancelled | PBOS Membership" → send immediately

Owner: Sloane (copy), Kathryn (MailerLite build)

4.5 Member Exclusion from Workshop Nurture

Priority: MUST HAVE

Active PBOS members must be excluded from:

• Future workshop nurture sequences (they get workshops included in membership)
• Membership pitch emails (they already joined)
• Rate-lock urgency emails (their rate is locked)

Build steps:

• [ ] Add "Start | PBOS Membership" as an exclusion on the universal workshop segment (same pattern as the workshop buyer exclusions already in place)
• [ ] Add exclusion to any future membership pitch automations

Owner: Kathryn (MailerLite)

5. PROGRAM CALENDAR — Month 1

5.1 The First Month (June 2026)

5.2 Month 1 Content Strategy

Deploy Session #1 topic: Deepening The 90-Second Pipeline.

Rationale: Workshop buyers already built Level 3 of this system. The deploy session goes deeper — practice-type customization, edge cases, what to do when someone on your list doesn't fit any category, how to run the system monthly as a habit. This creates continuity from workshop to membership and gives Day 1 members something they can immediately build on.

Build Session #1 topic: Implementation review. Members bring the system they built in the workshop (or built from the recording). Kathryn troubleshoots, refines, helps integrate with their actual workflow.

Decision needed from Kathryn:

• Exact dates for Deploy Session #1 and Build Session #1
• Are these sessions the same whether 1 person or 20 people are in the room? (Answer should be yes — the format scales.)

5.3 Month 2+ Content Planning

Priority: CAN WAIT (but Cole should be thinking about it)

Each month introduces a new system from the WIN / DELIVER / GROW framework. Recommended order for months 2-4 (based on what's most immediately valuable and what Kathryn has existing IP for):

This is a suggestion, not a decision. Kathryn and Cole decide the build order.

6. OPERATIONAL INFRASTRUCTURE

6.1 MailerLite Automations Required

Not automations (manual campaigns):

• Session announcements (4.1) — content changes each month
• Session recaps (4.2) — content changes each session
• Pulse emails (4.3) — build later

6.2 MailerLite Segments Required

Build steps:

• [ ] Create "Active PBOS Members" segment
• [ ] Update workshop universal segment to exclude PBOS members

6.3 Notion Pages Required

6.4 Convertri Pages Required

Note on the sales page: Post-workshop Email 3 currently says Join the Membership ->. That link needs to go somewhere. Options:

• Option A: Link directly to ThriveCart checkout (no sales page). Simpler. Works if the pitch in the email is sufficient.
• Option B: Build a membership sales page on Convertri that explains what PBOS is, shows the framework, lists what's included, and links to ThriveCart checkout. Better for cold/warm traffic later.

Recommendation: Option A for launch (link to ThriveCart checkout directly from post-workshop emails — the pitch is in the email and they just experienced the workshop). Build the sales page (Option B) as a SHOULD HAVE for ongoing traffic.

Decision needed from Kathryn: Direct-to-checkout or sales page first?

7. GRACEFUL ZERO — What If Nobody Joins

This is not a failure scenario. This is the plan either way.

7.1 The Content Gets Built Regardless

Kathryn and Cole are building monthly systems across the WIN / DELIVER / GROW framework no matter what. The membership is the distribution channel for that content, but the content has value in multiple contexts:

7.2 What Kathryn Does Differently with Zero Members

• Keep building. Monthly cadence stays. Cole and Kathryn build one system per month. The output accumulates.
• Record anyway. Even with zero members, Kathryn records the deploy session. The recording becomes the first proof asset for future marketing.
• Run the workshop again. The June 3 workshop is not a one-time event. Run it monthly (or quarterly) as the entry point. Each workshop is a chance to pitch the membership with real proof: "Here are the systems members have built."
• Use TPC as the testing ground. TPC members are already building systems with Kathryn. What works in TPC at $825/mo can be packaged and delivered through PBOS at $27/mo. IP flows downhill.
• Don't discount further. $27/mo is already the founding rate. The answer to "nobody joined" is not "make it cheaper" — it's "make the proof more visible." The workshop recording, the system assets, the framework — those are the proof.

7.3 Reactivation Path

If zero people join from the June 3 workshop:

1. Continue post-workshop email sequence as planned (recording, value reinforcement, membership bridge)
2. After the sequence, pause the membership pitch. Don't keep emailing about something nobody bought.
3. Build the July system (The One-Page Close or whatever Cole/Kathryn decide)
4. Run another workshop in July — now with TWO systems to demonstrate (pipeline + proposals), a recording from June, and more proof
5. The membership pitch gets stronger every month because the library gets bigger

8. LAUNCH SEQUENCE — Critical Path

Everything that must happen between now and the first person clicking "Join the Membership."

Phase 1: Before Workshop (by June 2)

Phase 2: Before First Member Can Join (by June 5)

Phase 3: After Workshop, Before First Session (by ~June 15)

Phase 4: Ongoing Operations (build as capacity allows)

9. DECISIONS KATHRYN NEEDS TO MAKE

These are the gates. Nothing moves until these are answered.

10. COPY CORRECTIONS NEEDED

Reviewing existing drafted materials against current decisions:

11. SUMMARY — THE MINIMUM VIABLE MEMBERSHIP

To launch with the first member having a good experience, Kathryn needs exactly:

Payment (3 items):

1. ThriveCart recurring product at $27/mo
2. Two MailerLite groups (Start + Cancelled) with webhooks connected
3. The ThriveCart checkout URL inserted into post-workshop Email 3 and the workshop deck

Onboarding (3 items):

1. Welcome page on Convertri at /pbos-welcome
2. Welcome email automation in MailerLite
3. Notion workspace with Getting Started page and June session placeholder

Content (2 items):

1. First deploy session scheduled in Zoom
2. First build session scheduled in Zoom

Communication (2 items):

1. Session announcement email sent to members
2. Post-workshop email sequence live in MailerLite (already drafted)

Ten things. That's the minimum. Everything else improves the experience but doesn't block launch.

This is the build spec. Arden builds from Sections 1-6. Sloane writes the copy. Wren builds the pages. Cole builds the Notion workspace. Kathryn does ThriveCart, MailerLite, Convertri deploys, and Zoom. Jules tracks the critical path.

Update this file as items complete. Mark done items with [x]. This document carries the state.