Good morning, Verenice 👋
WishWell company overview — live from your database
Active Contract Value
$1.18M
SUHSD $1.08M + Garfield $99.5K
Board-approved · Confirmed
Proposal Pending
$540,977
Garfield HS 26-27 · 6 components
Total Known Pipeline
$1.72M
Active + pending · Update your thinking
Schools Served
24
SUHSD 23 schools + Garfield HS
🎯 CEO Non-Negotiables This Week
Block time. These move the company forward.
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📊 District Pipeline
Active opportunities by stage
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🏢 Department Health — This Week
PR & Marketing
72%
Needs Attention
Sales & BD
88%
On Track
Programs
94%
On Track
Finance
68%
Needs Attention
HR & Team
45%
Underperforming
📈 Revenue — Monthly YTD 2026
Weekly Scorecard
Owner: Ricardo (Richie) Montes Jr. · Strategic Comms & Marketing Manager · Sign off by Friday 4pm
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Track A — PR & Media
0%
Track B — Digital & CRM
Track A — PR & Media KPIs
KPI
Target
Actual
Status
SOP
Track B — Digital & CRM KPIs
KPI
Target
Actual
Status
SOP
Performance Score & Trends
DISTRICT TRACK A
0%
Underperforming
OVERALL SCORE
0%
Underperforming
COACHING TRACK B
0%
Underperforming
↗ This Week vs Last Week
Pipeline Funnel View
Track activity counts at each stage of all 4 WishWell revenue pipelines · Owner: Richie + Valerie
Track A
District Contracts Pipeline
Enter number of activities/contacts at each stage this week
Track B
1:1 Coaching Pipeline
Enter number of activities/contacts at each stage this week
Track C
Grants & Funding Pipeline
Via WishUWell / Mission Edge San Diego fiscal sponsor
Track D
Speaking Opportunities Pipeline
Conferences, PD days, district events — Verenice on stage
Resource & Expert Playbook
Strategic reference — how to execute every PR & marketing function at WishWell
📖
Case Study Playbook
How to write a WishWell case study that closes district contracts
💼
LinkedIn Content Playbook
5 post types that generate coaching inquiries and district interest
📰
Press & Media Playbook
Get WishWell featured in media that district decision-makers actually read
🎤
Speaking & Events Playbook
How to get Verenice on stages where district buyers are sitting in the audience
✉️
Email & Nurture Playbook
How to build and use an email list that converts into clients and district partners
🔍
SEO Playbook
How to make WishWell findable on Google by district administrators and coaching prospects
🗓️
Weekly Workflow — Richie's 30 Hours
Exactly how the PR & Marketing role should be structured Monday through Friday
History Log
All saved weeks — click any row to view full scorecard details
📋
No history yet
Fill in your weekly scorecard, then click "Save Current Week to History" to archive it.
To-Do List
Weekly task manager for the PR role
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Total Tasks
—
Completed
—
Remaining
—
Overdue
↻ Weekly Non-Negotiables
LinkedIn Content CalendarSOP 8
Loading...COMPANY PAGE — 4 POSTS/WEEK (GOAL)
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Goals & OKRs
Annual + Q2 2026 — PR & Marketing · Owner: Richie Montes
YouTube Analytics
Owner: Luis Barlow → Richie Montes · Update weekly
Total Subscribers
New Subscribers This Week
Total Views This Week
Watch Time (hours)
Avg View Duration (min)
Click-Through Rate (%)
📋 Content Strategy — 4 Video Types
Type 1 — Educational (SEO-driven) · 2x/month
"5 Ways Schools Can [Outcome]" · Ranks on Google & YouTube · Attracts district administrators searching for solutions
Type 2 — Transformation Story · 1x/month
"How [Student/School] Changed After [Program]" · Emotional proof · Converts viewers into coaching clients or district inquiries
Type 3 — Behind the Scenes · 1x/month
"A Day Inside a WishWell Workshop" · Districts want to see the work before they buy · Builds trust
Type 4 — Expert Commentary · 1x/month
Verenice speaks on a hot education topic · Builds authority with district buyers
⚡ YouTube SEO Non-Negotiables
Every title must include a keyword a district administrator or parent would actually search
200+ word description with 3–5 relevant keywords for every video
Custom thumbnail for every video — use Verenice's face (faces increase CTR by up to 38%)
Post a YouTube Short (60 sec) for every long-form video to capture short-form traffic
Respond to every comment within 24 hours for the first week
Pin a comment with CTA and link to wishwellcc.com on every video
Podcast / Spotify Analytics
Owner: Luis Barlow → Richie Montes · Update weekly
Total Followers
New Followers This Week
Total Streams This Week
Avg Consumption Rate
🎙 4 Podcast Episode Types
Type 1 — District Leader Interview
Guest: Superintendent, principal, or SEL coordinator · Guest shares the episode → you reach their network · Soft case study format
Type 2 — Solo Expert Episode
Verenice speaks directly · "The Truth About [Topic] — What Schools Are Getting Wrong" · Highly qualified listeners
Type 3 — Parent/Student Story
"From Struggling to Thriving — [Name]'s Story" · Real transformation with permission · Converts parent listeners into coaching inquiries
Type 4 — Coaching Q&A
"Your Top Questions About [Topic] — Answered" · Naturally leads into coaching inquiries · Listeners self-select as interested
⚡ Why WishWell Needs This Podcast
District admins who listen to a 30-min episode already trust Verenice before the first sales call
One recording = LinkedIn posts + YouTube video + email newsletter + press pitch. Maximum leverage.
No algorithm gatekeeping on Spotify/Apple — every subscriber sees every episode
"The WishWell Conversation" positions WishWell as a category leader, not just a vendor
Launch protocol: Record 6 episodes before going live
📄 Monthly CEO Report
SOP 7 — Saves automatically to database
Month / Period Label
Month Key (YYYY-MM)
1
Key Achievements & Milestones
2
GHL Email Marketing Metrics
Open Rate (%)
CTR (%)
Conversions
List Growth
District Sales Pipeline
Real WishWell contracts · Updated May 2026
✓ Sales & BD Department Tasks
0
Total
0
Completed
0
In Progress
0
Overdue
Active Contract Value
$1,181,733
2 signed contracts
Largest Contract
$1,082,233
SUHSD · 23 schools · Board approved
Proposal Pending
$540,977
Garfield HS 26-27 · Awaiting sign
Total If Garfield Signs
$1.72M
Your real revenue ceiling this year
📋 Strategic Note — Read This
WishWell is not a $1M company. You have $1.18M in signed contracts right now. The Garfield 26-27 proposal adds another $540K. You need to think and operate at $1.5–2M scale — hiring, systems, and cash flow management must reflect this immediately.
✅ Active Signed Contracts
| Contract | District / School | Services | Value | Year | Schools | Status |
|---|---|---|---|---|---|---|
| SUHSD MOU | Sweetwater Union High School District | 1:1 Coaching, EmpowerMe Groups, Family Circles, Parent Empowerment Workshops, Coffee w/ Principal, Mission-Driven Collaboration | $1,082,233 | 25-26 | 23 schools | Board Approved 5/12/25 |
| Garfield HS Agreement | Garfield High School | Empowerment Coaching & SEL programs | $99,500 | 25-26 | 1 school | Executed |
📄 Active Proposals
| Proposal | School | Components | Value | Year | Status |
|---|---|---|---|---|---|
| Garfield HS — Whole School Transformation | Garfield High School | Individual Coaching & SEL ($125K) · Student Empowerment Groups ($95K) · Student Leadership/W.E.L.L. ($87.5K) · Staff Connection ($83.9K) · Family Engagement ($62.5K) · Systems Coordination ($87K) | $540,977 | 26-27 | Awaiting Signature |
Why Garfield 26-27 matters beyond the $540K
This is a campus-embedded, whole-school model — 36 weeks, 6 service components. If this becomes a template, every new district is a potential $500K+ contract, not a $99K contract. This proposal IS your growth model. Close it and replicate it.
🎯 New District Pipeline (from database)
| District | Service | Value | Stage | Next Action | Decision Date | Owner |
|---|---|---|---|---|---|---|
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Proposals & RFPs
Active proposals being tracked
🎯 Priority Close
Garfield HS 26-27 ($540,977) is your highest-priority close right now. A signed contract here validates the whole-school transformation model and becomes your sales template for every future district.
Active Contracts
Signed and board-approved agreements
| Contract | Value | Year | Schools | Status | Renewal |
|---|---|---|---|---|---|
| SUHSD MOU | $1,082,233 | 25-26 | 23 | Active | Negotiate 26-27 by March 2026 |
| Garfield HS | $99,500 | 25-26 | 1 | Active | Garfield 26-27 proposal pending |
Finance Overview
Based on real WishWell contracts · Update actuals as invoiced
Total Contract Value
$1.18M
SUHSD + Garfield 25-26
Garfield Proposal
$540,977
26-27 · Pending signature
Annual Payroll
$319K+
27% of active contract value
Gross Margin Est.
~63%
Before overhead · Strong
💡 Cash Flow Reality for School Districts
Districts pay slowly — often net 30-60 after invoice, sometimes net 90. With $1.18M in contracts, your invoicing cadence and collection process is critical. Claudia owns this per her contract. Make sure invoices go out on delivery milestones, not just at year-end. Ask: how often are you invoicing SUHSD across 23 schools?
💵 Contract Revenue Breakdown
| Contract | Total Value | Payment Structure | Schools | Notes |
|---|---|---|---|---|
| SUHSD MOU 25-26 | $1,082,233 | Per deliverable / milestone | 23 | Board approved 5/12/25 · Up to amount |
| Garfield HS 25-26 | $99,500 | Per agreement terms | 1 | Executed · Current year |
| Garfield HS 26-27 (Proposal) | $540,977 | 6 components · 36 weeks | 1 | Awaiting signature · Close this now |
💵 30/60/90 Day Cash Forecast — Update With Actuals
Next 30 Days
Update
Enter actual invoices due from SUHSD + Garfield
31–60 Days
Update
Based on delivery milestones
61–90 Days
Update
If Garfield 26-27 signs → add $540K
Invoice Tracker — Live from Database
| Invoice # | District | Amount | Due Date | Status | Days Out | Action |
|---|---|---|---|---|---|---|
| Loading invoices... | ||||||
HR & Team
Real roster from employment contracts · Updated May 2026
✓ HR & Team Department Tasks
0
Total
0
Completed
0
In Progress
0
Overdue
Team Members
8
7 employees + 1 contractor
Est. Payroll (Annual)
$319K+
Before CEO draw
CEO Capacity
Overloaded
Still in operations daily
Open Critical Roles
2
Programs Dir + Grant Writer
⚠ CEO Capacity Warning — This Is the #1 Problem
Claudia Peterson was just upgraded to Operations & Executive Support Manager (Jan 31, 2026) at $30/hr, 30-40 hrs/week. Her contract scope covers: invoicing, payroll, HR admin, school comms, calendars, and executive support. That's your to-do list. If you're still doing these tasks, the system isn't working — not the person. Use this Brain to hand off with accountability.
Team Roster — Live Data
| Name | Role | Type | Rate | Hours/Week | Est. Annual | Capacity | Status |
|---|---|---|---|---|---|---|---|
| Verenice H-H | CEO & Founder | Owner | — | 60+ hrs ⚠ | — | Overloaded | Delegate More |
| Liliana Barron | Director of Coaching | Full-Time | $78.73/hr | Mon–Thu, 6.75 hrs | $110,200 | Normal | Active |
| Claudia Peterson | Operations & Exec Support Mgr | Full-Time | $30.00/hr | 30–40 hrs | ~$62,400 | Ramping Up | Active · Jan 2026 |
| Valerie Ramirez | WishWell Services Manager | Part-Time | $33.00/hr | 20 hrs + events | ~$34,320 | Normal | Active |
| Isabella Jordan | Intake & Office Manager | Part-Time | $22.50/hr | 25–30 hrs | ~$32,175 | Normal | Active |
| Vivian Duarte | Administrative Assistant | Part-Time | $19.00/hr | TBD | ~$19,760 | Unknown | Confirm Hours |
| Ricardo (Richie) Montes Jr. | Strategic Comms & Marketing Mgr | Part-Time | $30.00/hr | 30 hrs/wk | ~$46,800 | Normal | Active · Jan 2026 |
| Luis Barlow | Creative Marketing Manager | Contractor | $2,800/mo flat | Flexible | $33,600 | Normal | Reports to Richie |
| OPEN — Backfill needed | Grant Writer & Development Coordinator | Part-Time | $35.00/hr | 20 hrs/wk | ~$36,400 | — | Must Hire — ROI Role |
🗂 Who Owns What — Accountability Matrix
Derived from employment contracts (Exhibit A). Red = currently falling on Verenice. Fix this.
| Function | Contract Owner | Reality Check | Status |
|---|---|---|---|
| Invoicing & billing to districts | Claudia Peterson | Preparing, sending, tracking all invoices | Executing ✓ |
| Payroll processing | Claudia Peterson | Gusto, timesheets, HR admin | Executing ✓ |
| CEO calendar & email management | Claudia Peterson | Calendar, correspondence, priority tracking | Executing ✓ |
| School-facing communications | Claudia Peterson | Program logistics, district coordination | Executing ✓ |
| Employee onboarding / offboarding | Claudia Peterson | Paperwork, orientation, benefits coordination | Executing ✓ |
| SOP development & systems | Claudia Peterson | Writing, updating, implementing SOPs | Executing ✓ |
| Corporate compliance & filings | Claudia Peterson | Annual reports, licenses, tax filings | Executing ✓ |
| District outreach & lead generation | Valerie Ramirez | Pipeline of leads, follow-up, presentations | Assigned |
| Parent & family consultations | Valerie Ramirez | Community engagement, Family Circles support | Assigned |
| Coaching program delivery | Liliana Barron | 1:1 coaching, school programs, curriculum | Assigned |
| Coach supervision & team development | Liliana Barron | Hiring coaches, onboarding, mentoring | Assigned |
| Client intake & scheduling | Isabella Jordan | Forms, intake, meeting coordination | Assigned |
| PR & communications strategy (overall) | Ricardo (Richie) Montes Jr. | Brand narrative, media, positioning, CEO messaging | Assigned · Jan 2026 |
| Media placements & earned PR | Ricardo (Richie) Montes Jr. | Regional + statewide. KPI: placements per month | Assigned |
| Email marketing strategy & GHL | Ricardo (Richie) Montes Jr. | Segmentation, campaigns, open rate tracking | Assigned |
| Marketing analytics & CEO reporting | Ricardo (Richie) Montes Jr. | Weekly KPI scorecard → signed off every Friday | Assigned |
| Creative direction & Luis oversight | Ricardo (Richie) Montes Jr. | Richie directs Luis on all creative execution | Assigned |
| Social media (3–4 posts/week) | Luis Barlow → Richie | Luis executes, Richie approves strategy | Assigned |
| Website maintenance | Luis Barlow | Events, offerings, landing pages, StanStore | Assigned |
| Email newsletters & GHL campaigns | Luis Barlow → Richie | Luis designs, Richie owns strategy and results | Assigned |
| Grant writing & funder relationships | OPEN — Nobody | WishUWell via Mission Edge San Diego fiscal sponsor | Critical Gap |
| Donor development & fundraising | OPEN — Nobody | Grant database, funder reports, campaigns | Critical Gap |
| District sales & contract close | VERENICE | Relationships, proposals, negotiations | CEO Only ✓ |
| Strategic vision & growth | VERENICE | Partnerships, new markets, board/investors | CEO Only ✓ |
Hiring Pipeline — 2 Critical Open Roles
Programs Director
🔴 Critical · Owns all program scaling · Every week empty = Verenice absorbs it
Grant Writer & Development Coordinator
🔴 Revenue role · $35/hr · 20 hrs/wk · WishUWell via Mission Edge San Diego · Backfill Veronica McMartin
No one owns grant writing right now. This is leaving $50K–$250K/year on the table.
Additional Program Facilitator
🟡 Medium · Needed when next 2 district contracts close · Target: Aug 2026
Task Management
Whole WishWell team · One shared list · Saves to database in real time
—
Total Tasks
—
Completed
—
In Progress
—
Overdue
Loading tasks from database...
SOP Library
19 Standard Operating Procedures — numbered, role-linked, expandable · My Playbook shows your SOPs
📋 My Playbook — Your SOPs
The SOPs that apply to your role. Click any to jump to the full procedure below.
Complete SOP Library — All 19 SOPs
Operations & Executive Support
Manager: Claudia Peterson · $30/hr · 30–40 hrs/wk · Jan 31, 2026
✓ Operations Department Tasks
0
Total
0
Completed
0
In Progress
0
Overdue
Invoices Outstanding
—
Update in Invoice Tracker
Timesheets This Cycle
Due 15th
Paid within 5 business days
Services Scheduled
100+
Across SUHSD + Garfield
Clearances Pending
Review
See HR tab
📋 Claudia's Weekly Non-Negotiables — SOP 14
MONDAY
Check CEO calendar · Confirm no conflicts · Send any pending invoices from prior week · Confirm all coaches have submitted timesheets
TUESDAY
Update Service Scheduler with any new bookings · Check invoice payment status from districts · Flag any 30+ day unpaid invoices to Verenice
WEDNESDAY
School-facing communications — confirm logistics for upcoming week's sessions · Reply to any district admin emails within 24hrs
THURSDAY
CEO support — prep materials for any Friday meetings · Update HR records with any new hires or clearance statuses · Draft any correspondence delegated by Verenice
15th & 30th
Collect all timesheets · Process payroll in Gusto · Confirm direct deposits cleared · Send payroll summary to Verenice
ONGOING
Maintain records · Update compliance calendar · Draft Verenice correspondence · Coordinate program logistics with Valerie + Liliana
📋 This Week's Operational Focus
Confirm all coach clearances in HR tab · Send any outstanding invoices from last week · Update Service Scheduler with all sessions delivered · Prep CEO calendar for upcoming week
Invoice Tracker
All school and district invoices · SOP 10 · Claudia owns — Verenice reviews weekly
Invoices Sent This Month
Update below
Log all invoices in tracker
Awaiting Payment
Update below
30+ days = escalate to Verenice
Paid This Month
Update below
Overdue (30+ days)
Check now
Flag to Verenice immediately
✅ Ready to Invoice — Delivered, Unbilled Sessions
This list is automatic — the moment a coach or Liliana marks a session Delivered in Coaching, it lands here. Check the sessions for one school, click Generate, and a real invoice is created and those sessions move to Invoiced. No re-typing.
💸 Contractor Payments Due (Accounts Payable)
Tied directly to delivered services. Approve, then mark paid — Mari Rios, per-session coaches, and any other contractor with a rate attached to a session shows up here automatically once that session is delivered.
💡 SUHSD Invoicing Protocol
SUHSD = $1,082,233 across 23 schools. Invoice by service milestone per school — do NOT wait to invoice all at once. Districts pay net 30–60. Every invoice delayed = delayed cash flow.
Invoice History (manual log)
| Invoice # | District / School | Service | Amount | Date Sent | Due Date | Days Outstanding | Status | Action |
|---|---|---|---|---|---|---|---|---|
| INV-2026-001 | SUHSD — National City MS | Family Circles Sessions 1-3 | $11,997 | Jan 15, 2026 | Feb 14, 2026 | 78 days | Overdue | |
| INV-2026-002 | Garfield HS | SEL Staff Training Sem 1 | $49,750 | Feb 1, 2026 | Mar 2, 2026 | 61 days | Pending | |
| INV-2026-003 | SUHSD — Bonita Vista HS | Parent Workshops Sessions 1-5 | $6,250 | Mar 1, 2026 | Mar 31, 2026 | 33 days | Pending |
Service Scheduler
All WishWell services scheduled across contracts · SOP 26 · Claudia owns this entirely
⚙️ This Is The Engine Room
Claudia schedules hundreds of services across 24 school sites. Every Family Circle, Parent Workshop, EmpowerMe Group, 1:1 session, and SEL training starts here. Valerie and Liliana execute what Claudia schedules. If it isn't here, it doesn't happen.
| Service ID | School Site | Program Type | Session # | Date | Time | Facilitator(s) | Est. Revenue | Status | Notes |
|---|
Payroll & Timesheets
Full team · Processed 15th & 30th · SOP 14 · Gusto
📅 Payroll Cycle Reminder
All team members submit timesheets by the 15th and 30th. Claudia processes in Gusto within 5 business days. Coaches using lot (session flat rate) submit invoice instead. Flag any missing timesheets to Verenice same day.
Full Team — Pay Structure & Status
| Name | Role | Pay Structure | Rate | Est. Hours/Wk | Est. Annual | Timesheet Due | This Period Status |
|---|---|---|---|---|---|---|---|
| Liliana Barron | Director of Coaching | Hourly | $78.73/hr | 35 | $110,200 | 15th & 30th | Pending |
| Claudia Peterson | Ops & Exec Support Mgr | Hourly | $30.00/hr | 35 | ~$54,600 | 15th & 30th | Self-managed |
| Valerie Ramirez | Dir. Programs & Partnerships | Hourly | $33.00/hr | 20 | ~$34,320 | 15th & 30th | Pending |
| Isabella Jordan | Intake & Office Manager | Hourly | $22.50/hr | 28 | ~$32,760 | 15th & 30th | Pending |
| Richie Montes | Strategic Comms & Marketing Mgr | Hourly | $30.00/hr | 30 | ~$46,800 | 15th & 30th | Pending |
| Vivian Duarte | Admin Assistant | Hourly | $19.00/hr | 20 | ~$19,760 | 15th & 30th | Pending |
| Luis Barlow | Creative Marketing Mgr | Flat/Contractor | $2,800/mo | Flexible | $33,600 | Invoice 1st | Invoice-based |
| Ericka | Facilitator (Team 2) | Per Session | $300/session | Varies | Varies | Per session | Invoice-based |
| Veronica | Facilitator (Team 3) | Per Session | $250/session | Varies | Varies | Per session | Invoice-based |
| Mari Rios | Parent Workshop Facilitator | Per Session | $175/session | Varies | Varies | Per session | Invoice-based |
| Estimated Annual Payroll (employees only) | ~$319,000+ | — | — | ||||
Mark Timesheets Received
${['liliana','valerie','isabella','richie','vivian'].map(name=>``).join('')}
HR & Onboarding
Employee records · Clearances · Benefits · Onboarding · SOP 12
🚨 Clearance Alert — Coaches Working in SUHSD Schools
All facilitators and coaches working at school sites must have: Live Scan Fingerprinting · Background Check · Child Abuse Training (SB 792) · Child Protection Reporting Training. Multiple coaches are showing as "Verify" status. Claudia must confirm all clearances this week.
Employee Status Board
| Name | Role | Start Date | Live Scan | Background Check | Child Abuse Training | Benefits Eligible | Status |
|---|---|---|---|---|---|---|---|
| Liliana Barron | Director of Coaching | — | ✓ | ✓ | ✓ | Eligible | Active |
| Claudia Peterson | Ops & Exec Support | Jan 31, 2026 | Verify | Verify | Verify | After Jul 2026 | Active |
| Valerie Ramirez | Dir. Programs | — | Verify | Verify | Verify | Verify | Active |
| Isabella Jordan | Intake Manager | — | Verify | Verify | Verify | Verify | Active |
| Richie Montes | Strategic Comms Mgr | Jan 20, 2026 | May be required | Verify | Verify | After Jul 2026 | Active |
| Vivian Duarte | Admin Assistant | — | Verify | Verify | Verify | Verify | Active |
| Ericka Stephenson | Facilitator | — | Verify | Verify | Verify | N/A | Active |
| ⬇️ All coaches below marked Verify — Claudia to confirm clearances this week | |||||||
| ${name} | Facilitator/Coach | — | Verify | Verify | Verify | N/A (Contractor) | Active |
| OPEN | Programs Director | — | — | — | — | — | Must Hire |
| OPEN | Grant Writer (WishUWell) | — | — | — | — | — | Must Hire |
CEO Support
Verenice's calendar, priorities, correspondence · SOP 14 · Claudia owns this lane
🎯 CEO Priorities This Week
Claudia confirms with Verenice every Monday — updates here
#1 Critical: Close Garfield 26-27 proposal ($540,977) — follow up this week
#2 Urgent: Hire Programs Director — post job description this week
#3 Important: SUHSD contract renewal 26-27 — begin outreach to district by June
📧 Correspondence Tracker
Emails/letters drafted or sent by Claudia on Verenice's behalf
| Date | To | Subject | Action | Status |
|---|---|---|---|---|
| Log correspondence as drafted | ||||
📅 School-Facing Communications Log
All communications with district and school administrators — logged by Claudia
| Date | School / District | Contact | Subject | Method | Follow-up Needed |
|---|---|---|---|---|---|
| Log all school-facing communications here | |||||
Records & Compliance
Annual filings · License renewals · Insurance · Key deadlines · SOP 14
📋 Compliance Calendar
Jul 2026 — Claudia + Richie Benefits Eligible
6 months continuous employment. Enroll per WishWell handbook. Claudia coordinates enrollment.
Annual — California LLC Statement of Information
Due annually — Claudia tracks date and coordinates with Verenice to file on time.
Annual — Business License Renewal
City of Chula Vista / San Diego. Track renewal date and submit on time.
Ongoing — Coach Clearances (SB 792)
All coaches working in schools must maintain current Live Scan, background check, and Child Abuse Training. Claudia audits quarterly.
SUHSD MOU — Board Approved 5/12/25
Track contract deliverable compliance — sessions delivered vs contracted. Flag any gaps to Verenice immediately.
📁 Key Records Maintained by Claudia
All signed employment agreements (Google Drive)
All signed district contracts and MOUs (Google Drive)
Payroll records and timesheets (Gusto + Drive)
Coach clearance certificates (Live Scan, background checks)
Child Abuse Training completion certificates — all staff
Business insurance policy and renewal date
WishWell LLC operating agreement and EIN documents
Employee handbook — current version
WishUWell / Mission Edge San Diego fiscal sponsor agreement
📌 Best Practice: All records backed up in Google Drive AND a secondary location. Never one copy only.
Claudia's Playbook
Your SOPs — everything you own as Operations & Executive Support Manager
Coaching & Development
Director: Liliana Barron · $110,200/yr · Reports to Verenice
Updated: Today
✓ Coaching Department Tasks
0
Total
0
Completed
0
In Progress
0
Overdue
⚠️ Department Priority This Week
No coach tracking system exists yet. Every coach must submit session notes within 48 hours. Liliana signs off on all submissions by Friday. This dashboard IS the system — use it.
Active Coaches
5
Teams 1–5 across SUHSD
Sessions This Week
0
Enter below ↓
Notes Submitted
0%
Target: 100% by Friday
Consistency Score
—
All coaches avg
⚡ Coach Status — This Week
Mark each coach's status for this week. Red = needs immediate follow-up call from Liliana.
| Coach | Team | Sessions Scheduled | Sessions Delivered | Notes Submitted | Status | Action |
|---|
📥 Sessions Scheduled by Operations — Awaiting Delivery
This list comes straight from Claudia's Service Scheduler. Mark a session Delivered here and it instantly updates Valerie's completion tracker and queues Claudia's invoice and any contractor payment — nobody re-types anything.
📋 Liliana's Weekly Non-Negotiables — SOP 15
Monday: Confirm all coach site assignments for the week — no coach goes to a site unconfirmed
Tuesday: Check-in calls with any coach who had issues last week — close the loop, not email
Wednesday: Review session notes submitted — flag any safety concerns to Verenice within 1 hour
Thursday: Conduct parent consultation for any families in the inquiry pipeline
Friday 4pm: Weekly coaching summary to Verenice — sessions delivered, flags, next week plan
Coach Roster
All WishWell empowerment coaches — active for 25-26
| Coach Name | Team | Role | Pay Rate | Sites Assigned | Bilingual | Clearance | Status |
|---|---|---|---|---|---|---|---|
| Liliana Barron | Team 4 Lead | Director of Coaching | $78.73/hr FT | All sites (oversight) | Yes | Cleared | Active |
| Ericka | Team 2 | Lead Facilitator | $300/session | Bonita Vista HS, Eastlake MS | Yes | Verify | Active |
| Veronica | Team 3 | Facilitator | $250/session | Castle Park MS, Eastlake HS | Yes | Verify | Active |
| Gidgitte | Team 3 | Facilitator | $200/session | Castle Park MS | Unknown | Verify | Active |
| Natalia | Team 3 | Support Coach | $18/hr | Castle Park MS, Eastlake HS | Unknown | Verify | Active |
| Angelica | Team 4 | Facilitator | $200/session | Castle Park HS | Unknown | Verify | Active |
| Brandon | Team 4 | Support Coach | $18/hr | Castle Park HS | Unknown | Verify | Active |
| Valerie Ramirez | Team 5 | Director of Programs (Delivery) | $33/hr | Multiple sites | Yes | Cleared | Active |
| Gabriela | Team 5 | Facilitator | $200/session | Chula Vista MS | Unknown | Verify | Active |
| Steven | Team 5 | Support Coach | $18/hr | Chula Vista MS, Bonita Vista HS | Unknown | Verify | Active |
| Arturo | Team 5 | Support Coach | $18/hr | National City MS, Bonita Vista HS | Unknown | Verify | Active |
| Jeffirie | Team 2 | Support Coach | $18/hr | Eastlake MS | Unknown | Verify | Active |
| OPEN | — | Programs Director (above Liliana) | TBD | All programs | — | — | Must Hire |
🚨 Clearance Alert
All coaches working in SUHSD schools must have: ✓ Background Check ✓ Fingerprinting ✓ Child Abuse Training (SB 792) ✓ CPR preferred. Update clearance status for all coaches marked "Verify" this week.
Session Note Tracker
Every coach must submit notes within 48 hours of delivery · SOP 21
🔴 No System Existed Before This
This is WishWell's first coach session tracking system. Liliana: start using this Monday. Every coach submits their note here. You review by Wednesday. Verenice checks the summary Friday. This is how inconsistent delivery gets fixed.
📝 Weekly Session Log — Week of May 3, 2026
| Coach | School Site | Program Type | Session # | Date | Students Present | Key Moments / Flags | Notes Submitted |
|---|
⚠️ Safety Flag Protocol — SOP 21
Any safety concern → Liliana notified within 1 hour of session
Liliana → Verenice within 2 hours
Verenice → School contact within 24 hours
All safety flags documented here AND in email thread with subject "WW Safety Flag — [School] — [Date]"
Coach Performance Scorecard
Monthly — scored by Liliana · SOP 20 · Shared with Verenice
🎯 Why This Exists
Inconsistent delivery is WishWell's biggest program risk. A coach underperforming at 3 schools ripples into SUHSD contract renewal conversations. This scorecard gives Liliana a fair, documented system. Score each coach monthly — coaches with 2 consecutive red months get a formal PIP.
Monthly Performance — May 2026
| Coach | Sessions On Time /10 | Notes Submitted /10 | Student Engagement /10 | WishWell Standards /10 | Communication /10 | Total /50 | Grade |
|---|
Scoring Guide
45–50
Exceptional
35–44
On Track
25–34
Needs Support
Below 25
PIP Required
Coach Check-in Log
Weekly structured check-ins — Liliana calls, not emails · SOP 20
📞 Call First, Email Never
Verenice's standard: close the loop by phone. When a coach has an issue, call them. Email creates ambiguity. A 5-minute call solves what 10 emails can't. Log every call here so there is a record.
Check-in Format (15 min per coach)
WIN (5 min)
"What went well this week? What are you most proud of?"
CHALLENGE (5 min)
"What was hard? What do you need from me to fix it?"
COMMIT (5 min)
"What is your one focus for next week? I'll check in on this."
| Date | Coach | Method | Win | Challenge | Commit | Follow-up Needed |
|---|---|---|---|---|---|---|
| No check-ins logged yet. Start Monday. | ||||||
Parent Consultations
Families exploring WishWell coaching — Liliana conducts, Isabella schedules · SOP 15
Consultations This Month
0
Enrolled in Coaching
0
Pending Follow-up
0
Conversion Rate
—
| Date | Family Name | Student Age/Grade | Concern Presented | Recommended Service | Outcome | Next Step |
|---|---|---|---|---|---|---|
| No consultations logged yet. | ||||||
Curriculum Library
All WishWell program curricula — coach reference and training · SOP 11
📚 12-Session Trauma-Responsive SEL Curriculum
Garfield High School · Staff Training Series · Developed 2025
${[['Session 1','Safety First: The Nervous System'],['Session 2','Emotion Coaching: Name It to Tame It'],['Session 3','Co-Regulation: You Go First'],['Session 4','Reducing Power Struggles'],['Session 5','Building Trust & Micro-Repair'],['Session 6','Connection Circles: Belonging'],['Session 7','Identity & Dignity'],['Session 8','Repair & Accountability'],['Session 9','Crisis Response'],['Session 10','Re-entry & Reintegration'],['Session 11','Trauma-Informed Instruction'],['Session 12','Integration & Sustainability']].map(([num,title])=>``).join('')}
${num}
${title}
🌿 Family Circles — 7-Session Series
Parent + Student · 90 min each · 5:30–7:00pm format
${['#1 Trust & Connection','#2 Building Connection','#3 Stronger Communication','#4 The Art of Family Repair','#5 All In, All Together','#6 Stronger Through Generations','#7 Full Circle Moments'].map(s=>`${s}`).join('')}
👨👩👧 Parent Empowerment Workshops
5 sessions per school · 60 min · Delivered by Mari Rios · $1,250/session
${['Session 1: Building Trust','Session 2: Building Connection','Session 3: Stronger Communication','Session 4: Art of Family Repair','Session 5: All In Together'].map(s=>`${s}`).join('')}
🎯 EmpowerMe Student Coaching Groups
Small group format · School-embedded · Curriculum TBD — Liliana to develop
⚠️ Action Required: EmpowerMe curriculum needs to be formalized and documented. Liliana owns this — target date: June 30, 2026.
Liliana's Playbook
Your SOPs — everything you own as Director of Coaching
Services & Partnerships
Director: Valerie Ramirez · Guardian of Promise · Growth Engine · External Truth of WishWell
✓ Programs Department Tasks
0
Total
0
Completed
0
In Progress
0
Overdue
⚡ Valerie's Core Mandate
Valerie = Growth + External Truth. Liliana = Delivery + Internal Truth. Valerie owns what is sold, promised, and experienced by every district. She is the bridge between market expectations and organizational delivery. What she sells must match what is delivered. What she promises must match what schools experience. That alignment is the non-negotiable standard.
Active School Partners
24
23 SUHSD + Garfield HS
Pipeline This Week
Enter below
In KPI Scorecard
Retention Rate
100%
No churned districts
Weekly Meetings Due
3
CEO · Liliana · Team
📋 Valerie's Weekly Non-Negotiables
MEETING 1 — Mon/Tue (60 min)
Growth + Delivery Alignment with Liliana — review every new deal promise, upcoming rollouts, and risk areas. No surprises go to the field without this meeting.
MEETING 2 — Mid-week (45 min)
Delivery Integrity — Liliana leads. Valerie attends as observer and client context provider. No unilateral delivery decisions.
MEETING 3 — Weekly (CEO Alignment)
Executive alignment with Verenice — pipeline, revenue, district relationships, strategic opportunities, major risks. This is Valerie's most important meeting.
5 PROACTIVE DISTRICT TOUCHPOINTS
5 proactive calls, visits, or check-ins with school/district administrators every week. Not reactive — proactive. Log every touchpoint in District Relationships tab.
FRIDAY 4PM — KPI SCORECARD
Submit weekly KPI scorecard across all 5 tracks to Verenice. Red items must include written explanation and corrective action.
SERVICE ALIGNMENT REPORT
After every field visit — submit formal Service Alignment Report: what was promised, what was observed, gaps, client sentiment, urgency. No exceptions.
⚖️ The 4 Non-Negotiable Rules
Rule 1
Sales cannot promise what Coaching cannot deliver.
Rule 2
Coaching has final say on delivery decisions.
Rule 3
Valerie owns perception, not execution.
Rule 4
Problems are surfaced through the system, never solved in silos.
KPI Scorecard
Director of Services & Partnerships · 5 tracks · Submit to Verenice every Friday 4pm
Track A
Growth & Revenue Generation — Domain 1
SOP 27SOP 28SOP 29SOP 4B
| KPI | Weekly Target | This Week | Last Week | Trend | Status |
|---|---|---|---|---|---|
| New district leads generated Qualified outreach to new superintendent, principal, or SEL coordinator | 5/week | — | — | ||
| Sales pipeline total value Active proposals + warm leads in GHL pipeline | $500K minimum | — | — | ||
| District presentations / demos Formal meetings where WishWell services were presented | 2/month | — | — | ||
| Proposals submitted Formal written proposals sent to districts this week | 1/week | — | — | ||
| Contracts closed (new) Signed new agreements this week | 1/quarter | — | — | ||
| Proposal-to-close conversion rate % of submitted proposals that become signed contracts | 40%+ | — | — |
Track B
Strategic Partnerships & District Relationships — Domain 2
SOP 30SOP 16
| KPI | Target | This Week | Last Week | Trend | Status |
|---|---|---|---|---|---|
| Proactive district touchpoints Calls, visits, or emails initiated by Valerie to school/district contacts | 5/week | — | — | ||
| Contract renewal conversations initiated Proactive renewal discussions started before contract end date | 1+/month | — | — | ||
| Contract expansion opportunities identified Existing partner accounts where upsell or expansion was discussed | 1/quarter | — | — | ||
| District retention rate % of active school partners renewing their contract | 100% | — | — | ||
| Administrator satisfaction (field visit score) 1–5 score based on principal/admin feedback at site visits | 4.5/5 | — | — |
Track C
Promise Integrity — Domains 3 & 4
SOP 31SOP 32
| KPI | Target | This Week | Last Week | Trend | Status |
|---|---|---|---|---|---|
| Field visits completed In-person site visits to validate client experience — not to manage delivery | 4/month | — | — | ||
| Service Alignment Reports submitted Formal post-visit reports — 1 required per field visit, no exceptions | 1 per visit | — | — | ||
| "No surprise" delivery incidents Times a school partner was surprised (+ or –) by what they received. Target is ZERO. | 0/week | — | — | ||
| New partner onboarding check-in (30-day) % of new contracts where Valerie checked in within 30 days of program start | 100% | — | — | ||
| Expectation alignment gaps identified & reported Gaps between what district expects and what was observed — documented and sent to Liliana via feedback loop | All gaps reported | — | — |
Track D
Service Delivery & Contractual Fulfillment — Domains 5 & 6
SOP 11SOP 22SOP 23SOP 24SOP 33
| KPI | Target | This Week | Last Week | Trend | Status |
|---|---|---|---|---|---|
| Sessions personally delivered Family Circles, Parent Workshops, or other direct delivery per contract | Per contract schedule | — | — | ||
| Sessions delivered on schedule (all sites) % of scheduled sessions that ran on time across all 24 school sites | 95%+ | — | — | ||
| Cancelled/missed sessions unrecovered Sessions cancelled with no rescheduled date. Target is ZERO. | 0/month | — | — | ||
| Contract deliverable completion rate % of contracted services delivered vs total contracted for the semester | 100% by semester end | — | — | ||
| Post-session feedback submitted to Liliana After every session Valerie personally delivers — structured feedback submitted to Coaching Director | 100% of sessions | — | — |
Track E
Team Leadership & Operating Rhythm
SOP 34SOP 35
| KPI | Target | This Week ✓/✗ | Notes |
|---|---|---|---|
| Meeting 1 held (Growth + Delivery Alignment w/ Liliana) | Weekly · 60 min | ||
| Meeting 2 attended (Delivery Integrity w/ Liliana) | Weekly · 45 min | ||
| Meeting 3 held (Executive Alignment w/ Verenice) | Weekly | ||
| Outreach Coordinator weekly check-in When Outreach Coordinator role is filled | Weekly | ||
| Richie's PR KPIs reviewed and approved Valerie reviews Richie's weekly scorecard as his department director | Weekly · Friday | ||
| District outreach sequences approved and deployed (Richie + team) Minimum 15 outreach sequences sent by team this week | 15/week from team |
Revenue Pipeline
Domain 1 — Valerie owns every deal from first contact to signed contract · SOP 4A + 4B
Active Pipeline Value
$540,977+
Garfield 26-27 + new prospects
Priority Close
Garfield 26-27
$540,977 · Awaiting signature
Target: New Districts
1/quarter
Min 1 new signed contract per quarter
Conversion Target
40%+
Proposals to signed contracts
| District / School | Contact | Service Interest | Est. Value | Stage | Next Action | Date | Owner |
|---|---|---|---|---|---|---|---|
| Garfield HS | TBD | Whole-School Transformation (6 components) | $540,977 | Proposal Sent | Follow up — close this week | — | Verenice |
| Add new district prospects below | |||||||
District Relationship Tracker
Domain 2 — Valerie is the face of WishWell to every administrator · 5 proactive touchpoints/week
📞 Proactive Standard
Every active school site gets a proactive call or visit from Valerie at minimum once per month. A principal who hears from WishWell consistently is 10x more likely to renew and refer. Log every touchpoint below — this is how trust is built systematically, not by accident.
| School Site | Contact Name | Role | Last Touchpoint | Next Scheduled | Relationship Health | Renewal Risk | Notes |
|---|---|---|---|---|---|---|---|
| Garfield HS | TBD | Principal / Counselor | — | This week | Active | Proposal Pending | 26-27 proposal $540,977 — close this week |
| SUHSD (District Office) | TBD | District Contract Manager | — | Monthly | Strong | Low Risk | $1.08M MOU · Renewal conversation needed by June |
Contractual Fulfillment Tracker
Domain 5 — Live from the Service Record · Updates automatically when Operations schedules or Coaching delivers a session · SOP 22
⚡ This Is Now Automatic
This table reads directly from the same Service Record that Claudia schedules and Liliana's coaches deliver against. Nobody re-enters numbers here — if a school shows 0%, it means Operations hasn't scheduled services for that site in the system yet, not that Valerie forgot to update a spreadsheet.
| School Site | Program Type(s) | Total Scheduled | Delivered | % Complete | Last Delivered | Status |
|---|
Field Visit Log & Service Alignment Reports
Domains 3 & 4 — Validate client experience, not delivery · 4 visits/month minimum
🎯 What Valerie DOES During Site Visits
Observe — not direct. Sits in on sessions, notes engagement. Does not interfere.
Listen to admin. Asks alignment questions about expectations and gaps.
Validate experience. Confirms services are visible, students engaged, school feels impact.
Capture gaps. Documents confusion or under-delivery — for the Service Alignment Report only.
📋 Service Alignment Report Log
Every visit requires a report covering: (1) What was promised (2) What was observed (3) Gaps identified (4) Client sentiment (5) Urgency level — submitted to Verenice same day
| Date | School Site | What Was Promised | What Was Observed | Gaps Identified | Client Sentiment | Urgency | Reported to Liliana |
|---|---|---|---|---|---|---|---|
| No field visits logged yet. Log visits after every school site observation. | |||||||
Direct Programming Delivery
Domain 6 — Valerie personally delivers sessions · Family Circles · Parent Workshops · EmpowerMe
💡 Why Valerie Delivers Directly
Direct delivery gives Valerie firsthand intelligence on client experience, student engagement, and real-world program impact. This intelligence directly feeds back into sales conversations, proposal content, and renewal positioning. It also builds irreplaceable trust — a director who shows up in the room is a different relationship than one who just sends emails.
Sessions Delivered This Month
0
Family Circles
0
$3,999/session
Parent Workshops
0
$1,250/session · Mari or Valerie
Feedback Submitted to Liliana
0%
Target: 100%
| Date | School Site | Program Type | Session # | Families / Students | Key Observations | Feedback to Liliana | Status |
|---|---|---|---|---|---|---|---|
| Log every session you personally deliver here. | |||||||
Team Leadership
Valerie's direct reports — Outreach Coordinator (open) + Richie Montes (Strategic Comms & PR)
📋 Reporting Structure Update
Richie Montes (Strategic Comms & Marketing) reports to Valerie as Director of Services & Partnerships. Valerie reviews Richie's weekly KPI scorecard every Friday. The Outreach Coordinator role (when hired) also reports to Valerie.
Ricardo (Richie) Montes Jr.
Strategic Comms & Marketing Manager · $30/hr · 30 hrs/wk · Reports to Valerie
Richie submits weekly KPI scorecard by Friday 4pm → Valerie reviews and signs off → forwards summary to Verenice
District outreach sequences: 15/week minimum — Valerie holds Richie accountable
All PR strategy aligned with Valerie's partnership priorities — no misaligned messaging
Richie's Luis oversight remains — Valerie does not direct Luis directly
Outreach Coordinator
🔴 OPEN ROLE — Must Hire
Reports to Valerie — executes outreach campaigns, manages district contact lists, supports lead generation
Without this role, Valerie is doing outreach herself — pulling her out of strategic relationship work
Hiring this role is a direct multiplier on Valerie's revenue output
Weekly Team Check-in Log
| Date | Team Member | Key Discussion | Decisions Made | Follow-up |
|---|---|---|---|---|
| Log weekly check-ins with Richie here. | ||||
Valerie's Playbook
Your SOPs — Guardian of Promise, Growth Engine, Director of Services & Partnerships
May 2026
WishWell Universe — all departments · Everyone sees this
Programs
Sales
Finance
PR & Marketing
HR
CEO / All Hands
Sun
Mon
Tue
Wed
Thu
Fri
Sat
📋 Upcoming Events This Month