Unlikely Professionals | Unlikely Ops v2.0
7 actor cards · Entirely portal roles, Kilroy, unlikely.pics / unlikely.pl, email, SMS
Unlikely Ops · Role Workflows

Who does what

Seven actor cards. Each task shows what triggers it and where it happens. Built from the portal role model (up_owner, up_admin, scheduler, assistant, goa, goa_readonly, ap, triage, plus field and client), the routing tables in config, and the scheduler crons as of 2026-08-21.

Unlikely Owner and Admin

Dustin Thacker (owner, up_owner) · Jacob (admin, up_admin). Certifying professionals sign: Charles Diehl, AIA (Anne Arundel, Montgomery MD); John C. Valerio, PE (all other MD, VA, CT, NC) · Entirely portal · Guy Friday · Kilroy (Telegram) · Email · Telnyx SMS
36 tasks · 9 phases · 4 esc
Project intake5
  1. Review new intake submissions (field or desk review): duplicate check, enrichment (address, jurisdiction, certifier, forms, guardrails)Portal submission lands in Action Center → IntakePortal
  2. Approve, edit, or decline with reason (submitter notified by email and portal)Review completePortal
  3. Project, SOW lines and site visit created in Supabase on approvalApprovedunlikely-api
  4. Verify parsed SOW: permit and plans parsed by Vision at intake; Reparse Permits if needed; add-ons and parent lines auto-attachedProject createdPortal
  5. Desk reviews only: apply the as-built proposal when the submitter declared scope changed (Mark As-Built Applied)Proposal generatedPortal
Scheduling3
  1. Confirm the date proposed at intake; assign tech (field → Darius, desk review → Dustin)ApprovalPortal
  2. Review schedule change requests (reschedule, cancel, add, hold, cancel project; under 24 h = ADM-RUSH $400)Action Center → Schedule / CancelPortal
  3. Morning snapshot of today + tomorrow to branch schedulers, 6:30 AM ET weekdays ("call with changes")CronTelnyx SMS
Field inspection3
  1. Darius performs the field visit; desk reviews are Dustin's office work from the PPDR calendarScheduled dateOn-site / Portal
  2. Photos and pier logs arrive through the per-stop unlikely.pics link (pier log via unlikely.pl); GPS kept, Vision proposalsDuring visitunlikely.pics / unlikely.pl
  3. As-built quantities, closeout, production days and notes written to Supabase and portal NotesCloseout / EODunlikely-api
Outstanding items (needs engine)4
  1. Work the living checklist: pier logs, photos, permit/plans, holds over 30 days, cert blockers, computed hourly from the project folderNeeds watcher (hourly)Portal → Outstanding Items
  2. Pier-log chain: 6:45 AM link SMS to branch scheduler, 6:00 PM follow-up, 7:15 AM next-day escalation (scheduler → office manager → GM)Inspection yesterday, pier scope, no logTelnyx SMS
  3. Twice-weekly needs digest email to branch contacts with no-login upload links (Mon/Thu 8:00 AM ET; preview mode, Dustin only) [VERIFY go-live]CronEmail
  4. Waive a need when the item is unavailable (owner/admin, note)Manual decisionPortal
RFIs and escalations3
  1. Create a manual RFI for a genuine information gap (owner, admin, scheduler, GOA, triage may create)Scope conflict or missing infoPortal
  2. Escalation routing per branch: scheduler → office manager → general manager (Baltimore caps at office manager; VB scheduler tier Ronnie Stamp)Escalation raisedPortal + email
  3. Process responses (portal resolve, Messages, email, phone)Response receivedPortal / Email
Certification7
  1. Auto-validation at Field Complete (in-situ photo, permit number, expiry, SOW coverage, visit, pier log JSON, no open RFIs)Status → Field Completeunlikely-api
  2. Reconcile permitted vs as-built (SOW gate; invoice blocks on unconfirmed changes)Validation passedPortal
  3. Brand and certifier set automatically (Unlikely since 2026-01-01; certifier by jurisdiction)Date + jurisdictionAuto
  4. Generate cert package (Jinja2 → Playwright/Chromium; jurisdiction forms appended; NC Appendix G on field visits only)Ready for CertPortal → Workbench
  5. Review and route: Jacob Send Direct or Queue for Review; guardrails ($5,000+, Anne Arundel, Montgomery, Prince William, unreconciled ABSoW) queue to Owner Review; Dustin approves or requests revision; Dustin sees every PDF before sendPackage generatedPortal
  6. Cert saved to the project folder and published at unlikely.report/{project_id}/{permit} (HTML + Download PDF)Approvedunlikely-api
  7. Handle revisions (regenerate; Needs Another Look loop)Revision requestPortal
Invoicing5
  1. Build the invoice from SOW lines together with the cert (one decision); BALT-INV-#### numbering, v2 format builtCert draftedPortal / invoice_service
  2. Apply 2x post-production pricing (desk review or flagged lines, incl. PRD-DAY; ADM never doubles)review_type / line flagsAuto
  3. Add PRD-DAY ($600/day, UND/ANC/BRC only, min 1, max 12) and ADM-RUSH / ADM-MISSAuto-calculatedAuto
  4. Send the invoice PDF by email to Invoices@groundworks.com, CC branch office manager (direct clients per account)Send Direct / owner approveEmail (Gmail)
  5. Track payment: remittance PDFs auto-ingested from Gmail (Tue/Thu), smart reconciliation (high auto, medium parked, $5K+ always reviewed), Payments pageRemittance receivedunlikely-api / Portal
Delivery3
  1. Cert delivery email carries the unlikely.report link; tracked copy per recipient, routed by account; legacy (≤ 2025-12-31) and PPDR certs route to the triage contactSendEmail
  2. Project closes when cert Approved and invoice PaidReconciliationAuto
  3. Reopen (owner only) on a revision requestRequest by email / MessagesPortal
Permit monitoring3
  1. Shepherd alerts: permit expiring ≤ 30 d (warning), ≤ 14 d and expired (critical), only on projects still needing a certNightly 2:15 AM scanPortal / Kilroy
  2. Kilroy weekly permit-expiry check to DustinSunday 9 PMTelegram
  3. Contact the branch about an expiring permit [VERIFY: manual practice]Dustin decisionEmail / phone

Unlikely Field Inspector

Darius Mckindra, lead field inspector (field work only; never desk reviews) · Kilroy (Telegram) · Telnyx SMS · unlikely.pics · unlikely.pl
14 tasks · 4 phases
Pre-visit3
  1. Receive the day's stops (address, maps link, divisions, history, one Photos & pier log link per stop) at 6:00 AM ET weekdays; tomorrow preview at 4:00 PMCronKilroy Telegram (SMS fallback)
  2. Ask Kilroy for scope, plans, permits, history for a stopBefore departureKilroy
  3. Same-day changes pushed as route-change alertsSchedule change approvedKilroy / SMS
On-site inspection6
  1. Arrival photo through the stop's unlikely.pics link (or Kilroy arrival log)Arrivalunlikely.pics
  2. Inspect every SOW line; flag scope additions (new lines are legitimate)WalkthroughOn-site
  3. Photograph each product (at least one in-situ work photo is required for cert)Per productunlikely.pics
  4. Confirm or edit the Vision quantity proposal (writes as-built)Per photo batchunlikely.pics
  5. Photograph the crew's handwritten pier log (Vision parse, confirm)Pier productsunlikely.pl
  6. Job-relevant notes by chat are filed to portal Notes the same turnAs neededKilroy
Closeout3
  1. Close the stop: as permitted or issue, notes, production days (runs the EOD closeout)Items reviewedunlikely.pics
  2. Flag return visit needed; schedule it if the date is known, else it queues for the schedulerNot readyKilroy / Portal
  3. EOD recap of still-open stops at 6:30 PM; completion prompts every 10 minutesCronKilroy / SMS
Post-visit2
  1. Upload missing photos via the permanent link unlikely.pics/s/{PROJECT-ID}; chat uploads are blockedOutstanding itemunlikely.pics
  2. Clarify findingsDustin / Jacob questionKilroy / SMS / phone

JES / GW Scheduler and Assistant

Groundworks corporate scheduling staff under Angie Lathrum. Baltimore Julia Marketis (+ Charity Johnson); Manassas Zoe Kelley (+ Madison Carder); New Haven Kai Perkins; Roanoke Summer Sowash; Virginia Beach Ronnie Stamp · Entirely portal (unlikely.engineer) · Email · Telnyx SMS
17 tasks · 5 phases · 2 esc
Request submission4
  1. Submit the project in the Intake wizard (field inspection or post-production desk review); duplicate prompt offers Add VisitInstallation complete / permit openPortal
  2. Upload permit and plans (auto-parsed)SubmissionPortal
  3. Site details: address validated, jurisdiction derivedSubmissionPortal
  4. Preferred date (under 24 h = rush fee) and, for desk reviews, production completed date and scope changed yes/noSubmissionPortal
Scheduling3
  1. Confirm the 6:30 AM today + tomorrow snapshot; call 202-868-3616 with changesWeekday morningSMS / phone
  2. Notify the crew; forward the pier-log link SMS to the crew on siteVisit confirmedInternal
  3. Request reschedule / cancel / hold / add through Schedule Changes (admin, owner, or GOA decides)ConflictPortal
Outstanding items4
  1. Pier log: act on the morning link SMS; 6 PM follow-up; next-day escalation to office manager then GMPier scope, no logSMS → unlikely.pl
  2. Respond to manual RFIs on the Open RFIs page (upload, schedule, or text)RFI assignedPortal
  3. Upload missing documents via portal or the no-login link in the needs digest [VERIFY digest go-live]Digest / requestPortal / Email
  4. Escalations follow the branch chain scheduler → office manager → GMEscalation raisedPortal / Email
Cert receipt4
  1. Receive the cert email with the unlikely.report link (routing by branch; see SOP 7.2)Cert sentEmail
  2. Review for accuracy (HTML view or Download PDF)Receivedunlikely.report
  3. Request a correctionError foundEmail / portal Messages
  4. File with the jurisdiction (Anne Arundel forms appended; MDIA accepts UP certs on the county's behalf)ApprovedInternal
Permit expiration2
  1. Receive an expiring-permit contact from UP [VERIFY practice]UP outreachEmail / phone
  2. Provide renewal documentsRenewedPortal / Email

JES / GW Office Manager (GOA)

Nicole Lovo (Baltimore), Lily Jacobs (Manassas), Lauren Chenault (Richmond), Candice Yi (Virginia Beach, read-only), Shejdie Childs (New Haven GM tier), Angie Lathrum (corporate, all branches) · Entirely portal · Email
5 tasks · 1 phases · 1 esc
Oversight5
  1. Branch Dashboard oversight; approve or decline schedule change requests for the branchDailyPortal
  2. View SOW gate compare and project files; submit projects on the branch's behalfAs neededPortal
  3. Office-manager tier of pier-log and escalation chainsDay 1 / escalationSMS / Email
  4. CC on branch invoices and (Manassas) certsSendEmail
  5. Raise or answer escalations in the portal threadIssuePortal

JES Triage / Desk-Review Lane

Stephaney Bilyard (triage, through 2026-08-31); Virginia Beach custodian Ronnie Stamp from 8/24; Dustin performs the desk reviews · Entirely portal (unlikely.icu until 8/31) · Email · Tracker
5 tasks · 1 phases
Backlog and desk reviews5
  1. Maintain the regional open-permits tracker (workbook upload: overdues + closures)JES dataPortal → The Backlog
  2. Queue permits for desk review from the tracker; start pre-filled intakes from Desk Review PrepPermit selectedPortal
  3. Triage pipeline Kanban for stale pre-2026 projects (auto-transfer for completion ≤ 2025-12-31)Shepherd transferPortal
  4. Receive legacy and PPDR certs (Permits.Inspections CC)Cert sentEmail / unlikely.report
  5. Hand off successor routing before 8/31 [VERIFY successor]DepartureDustin decision

JES / GW Field Crew

Contractor installers and foremen; no login · unlikely.pl · unlikely.pics · phone
8 tasks · 3 phases
Pre-inspection2
  1. Ensure the work area is accessibleScheduler notifiesInternal
  2. Have the pier driving log and as-built counts readyInspection dayOn-site
During inspection3
  1. Provide site access (no access = missed appointment, trip charge)Inspector arrivesIn-person
  2. Answer questionsInspector asksIn-person
  3. Flag scope changes (as-built differs)As-built differsIn-person
Post-inspection3
  1. Upload the pier log: open the link the scheduler forwarded (or unlikely.pl, enter permit + job number or address), photograph the log, confirm the parsed piers; no match → call 202-873-5555Pier log request SMSunlikely.pl
  2. Upload missing photos at unlikely.pics (permit + job number / address lookup)Request via schedulerunlikely.pics
  3. Confirm as-built quantities with the inspector or via the scheduler's desk-review intakeDiscrepancyIn-person / Portal

Groundworks Corporate AP

Invoices@groundworks.com (dSilo-backed); branch office managers CC'd; direct clients billed per account (Founders Waterproofing: management@) · Email · AP portal (role ap)
6 tasks · 3 phases · 1 esc
Invoice receipt2
  1. Receive the invoice PDF from operations@unlikely.pro (usually with the cert)UP sendsEmail
  2. Review line items by PDF or in the AP portal (search by invoice, address; line items; payment history)ReceivedPortal (ap role)
Payment2
  1. Pay by EFT and email the remittance advice; UP auto-ingests and reconciles [VERIFY stated terms]Due dateEmail / EFT
  2. Request corrections; UP resends or writes offDiscrepancyEmail
Overdue2
  1. UP follows up by email on invoices unpaid 30+ days (internal aging alerts drive the follow-up; no automated reminders to AP)Past dueEmail
  2. Communicate payment timelineUP follows upEmail

Reading the grid

Left column = the task. Middle = what triggers it. Right = where it happens. ESC marks a task that is part of an escalation chain with a clock on it.