Vision Play LLC
Internal Operating System

Section 1Company Overview

Vision Play LLC is a revenue infrastructure company that builds and deploys complete CRM, AI, and automation systems for businesses in the Credit & Funding niche across the USA. We provide done-for-you GoHighLevel sub-accounts with AI calling, AI chat, automated pipelines, and lead management systems.

Business Model

We operate on a sub-account model: each client receives their own dedicated GHL sub-account pre-loaded with our custom snapshot. This includes pre-built pipelines, automations, AI agents, templates, and workflows. Clients pay for setup + monthly management.

Sales Channels

Leads come through three primary channels: conferences and events (in-person), online marketing (website, social, ads), and inbound referrals. The system we build must handle all three seamlessly.

Section 2Team & Roles

Section 3Tech Stack & Infrastructure

Section 4Lead Sources

Every lead source must be individually configured in GHL. Each source must: create a contact, apply a source-specific tag, enter the master sales pipeline at "New Lead" stage, assign an owner, and trigger the instant response automation.

Section 5Lead Capture SOP

Automatic Lead Capture (Sources 1–6)

These leads are captured automatically. No manual work required once the system is configured.

Manual Lead Entry SOP (Conference / Referrals)

For leads collected at conferences or received as referrals, the team must follow this exact process:

Section 6Tagging System

Tags are the backbone of our automation logic. Every tag must be applied correctly for automations to fire properly.

Tag Categories

Section 7Lead Routing & Assignment

GHL Setup for Round-Robin

In GHL, go to Settings → Team Management → Users. Create users for Akash and Focus. Then in the workflow, use the "Round Robin" action to distribute leads equally. Make sure both users have their calendars connected for booking.

Section 8Master Sales Pipeline

Pipeline Stage Definitions & Movement Rules

Section 9Automation: Instant Response (30 Seconds)

This is the most critical automation. Speed-to-lead is everything. The moment a new lead enters the system, we have 30 seconds to make first contact across all channels.

Workflow Steps

GHL Setup Instructions

Section 10Automation: AI Follow-Up Sequence

If the lead doesn't reply to the instant response, the AI kicks in with escalating follow-ups.

Section 11Automation: 7-Day Drip Sequence

If the lead hasn't responded after the instant response and AI follow-up, they enter the 7-day drip. This is the last structured attempt before marking as lost.

After Day 7:

If still no response → Move to "Closed Lost". Apply tag: deal: lost + lost-reason: no-response. Add to monthly nurture list (one email per month with value content). If they ever reply to a nurture email, re-enter the pipeline at "Engaged".

Section 12Automation: Booking & Reminders

Section 13Automation: No-Show Recovery

Section 14Call Handling Logic

Inbound Call — Answered

Inbound Call — Missed

Section 15AI Chat Agent — Setup & Script

The AI Chat Agent handles qualification conversations across SMS, WhatsApp, Facebook DM, and Instagram DM. It runs 24/7 and qualifies leads before passing them to the human sales team.

Agent Configuration in GHL

AI Chat Agent Prompt / Instructions

You are an AI assistant for Vision Play LLC, a company that builds revenue 
infrastructure (CRM, AI, automation systems) for businesses in the Credit 
& Funding industry in the USA.

YOUR ROLE:
- You are the first point of contact for new leads
- Be friendly, professional, and helpful
- Your goal is to QUALIFY leads and BOOK appointments

QUALIFICATION CRITERIA (Ask these naturally in conversation):
1. What type of business do they have?
2. Are they in the credit & funding niche?
3. What is their current revenue or business stage?
4. What are they looking to accomplish? (more leads, automation, CRM)
5. What's their timeline? (immediately, 1-3 months, just exploring)
6. Have they used a CRM before?

QUALIFIED LEAD = Has a credit/funding business + actively looking for 
systems/automation + has budget + timeline within 3 months

IF QUALIFIED:
- Say: "It sounds like we'd be a great fit! Let me get you on a call 
  with our team. Here's a link to book a time: [BOOKING_LINK]"
- Apply tag: ai: qualified

IF NOT QUALIFIED:
- Be polite, provide value, suggest they follow us on social
- Apply tag: ai: not-qualified

RULES:
- Never make up pricing or guarantees
- Never promise specific results
- If asked about pricing, say "Pricing depends on your specific needs. 
  That's exactly what we'd cover on the call!"
- If someone asks for a human, say "Absolutely! Let me connect you with 
  our team right away" and trigger handoff
- Keep messages short (under 50 words per message)
- Use the lead's first name
- Be conversational, not robotic
- Don't use emojis excessively (max 1 per message)

AI Chat Handoff Rules

Section 16AI Calling Agent — Setup & Script

The AI Calling Agent makes outbound calls for follow-ups, qualification, and no-show recovery. It uses GHL's built-in AI voice calling feature.

Agent Configuration

AI Call Script — New Lead Follow-Up

OPENING:
"Hi, is this [First Name]? Great! This is [AI Name] calling from Vision Play. 
You recently showed interest in our credit and funding solutions. 
Do you have a quick minute?"

IF YES → QUALIFY:
"Awesome! So I just have a few quick questions:
1. What kind of business are you running right now?
2. Are you currently in the credit or funding space?
3. What's the #1 challenge you're facing with your business right now?
4. Have you used any CRM or automation tools before?
5. Are you looking to get set up in the next few weeks?"

IF QUALIFIED:
"That's great! You sound like an excellent fit for what we do. 
I'd love to set you up with a call with our team. 
What day works best for you this week? 
I can also text you a link to book directly."

IF NOT QUALIFIED:
"Thanks for your time, [First Name]! We primarily work with businesses 
in the credit and funding space. I'll have our team send you some 
resources that might help. Have a great day!"

IF VOICEMAIL:
"Hi [First Name], this is [AI Name] from Vision Play. We tried reaching 
you about your funding inquiry. Please call us back at [number] or 
book a time at [URL]. Looking forward to connecting!"

IF THEY SAY NOT INTERESTED:
"No problem at all, [First Name]! Thanks for your time. If anything 
changes, feel free to reach out. Have a great day!"

AI Call Script — No-Show Recovery

OPENING:
"Hi [First Name], this is [AI Name] from Vision Play. We had an 
appointment scheduled yesterday and I noticed we missed each other. 
No worries at all — things happen! Would you like to reschedule?"

IF YES:
"Perfect! I can text you a link right now to pick a new time. 
What works better for you — mornings or afternoons?"
→ Send booking link via SMS immediately after call

IF NO / NOT INTERESTED:
"Totally understand! If anything changes, we're here. 
Have a great day, [First Name]!"

Section 17AI Qualification Logic

The AI agent (both chat and calling) uses these qualification criteria to determine if a lead is a fit:

Qualification Scorecard

Scoring:

Qualified = Industry match (must-have) + at least 2 of the remaining criteria met.
Not Qualified = Industry mismatch OR only 1 criterion met.
Nurture = Right industry but timeline too far out. Add to monthly nurture list.

Section 18Fulfillment Pipeline (Post-Sale)

Once a deal is won, the client enters our internal fulfillment pipeline. This is where Ravi takes over and builds the client's system.

SOP: Client Onboarding (Steps 1–3)

SOP: Sub-Account Setup (Steps 4–5)

SOP: Snapshot Installation (Step 5)

SOP: Customization, AI Setup & Testing (Steps 6–9)

SOP: QA & Go-Live (Steps 9–10)

Post-Launch Reviews (Steps 11–12)

Section 19GHL Setup Checklist — Internal Account

This is the complete setup checklist for building our own internal Vision Play system in GHL. Ravi follows this checklist to build the system from scratch.

Phase 1: Foundation (Day 1–2)

Phase 2: Pipeline & Tags (Day 2–3)

Phase 3: Forms & Landing Pages (Day 3–4)

Phase 4: Templates (Day 4–5)

Phase 5: Automations (Day 5–8)

Phase 6: AI Agents (Day 8–10)

Phase 7: Calendar (Day 10–11)

Phase 8: Snapshot Creation (Day 11–12)

Phase 9: Testing & QA (Day 12–14)

Section 20Daily Operations Playbook

Ravi — Daily Checklist (CTO)

Akash & Focus — Daily Checklist (Sales)

Section 21KPIs & Metrics to Track

Section 22Escalation Matrix

Section 23Rollout Plan — 14-Day Build Sprint