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Orion vault — clean initial history

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Knowledge vault (Orion/PARA) migrated from the pre-Orion 484vault on
2026-10-01. Deliberately orphaned: prior history contained a plaintext
password and stays local-only on branch archive/pre-boilerplate-history.
Secrets and live Hermes state are gitignored.
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Avi 2026-10-02 08:34:04 -05:00
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---
type: meeting-readout
source: "Sapien CRM Onboarding Meeting 4-30-26.docx"
meeting-date: 2026-04-30
batch: 2/7
processed: 2026-09-05
related: "[[Sapien Meeting Halfocracy Governance Outputs 4-27-26 Readout]]"
---
# Sapien CRM Onboarding — 2026-04-30 (Readout)
Short onboarding session (Steph: logins/roles; ZenZ: project management & tasks). Its main artifact: hero assignments for the 15 Sapien roles chartered 4/27.
## 1. Decisions
| decision | who | date |
|---|---|---|
| CRM users created: Justin, Asif, Jenelle, TomStacey (default passwords shared "tomorrow") | Steph | 2026-04-30 |
| Heroes assigned to Sapien roles (see table below) | team / ZenZ | 2026-04-30 |
### Role → Hero assignments (Sapien)
| Role | Hero |
|---|---|
| Event Approval & Policy Manager | Mackenze |
| Facilities & Operations | Mackenze |
| Finance & Allocation | Jen |
| Membership Systems | Poly |
| Safety & Liability Coordinator | Jen |
| Space Planning & Building | Jen |
| Community & Membership Experience | Jay |
| Logistics & Delivery Coordinator | Jay |
| Outdoor Comfort | Jen |
| Retail & Front-Store Manager | Asif |
| Technology & Network Ops | Allen |
| Marketing & Communications | Jenelle |
| SOP & Process Documentation | Jen |
| Bodyworker & Healers Coordinator | Jenelle |
| **Kitchen & Food Operations** | **UNASSIGNED** |
**Cross-check vs 06-DECISIONS:** consistent with the 4/27 charter. ⚠️ Role 6 (Kitchen & Food Operations) has no hero.
## 2. Action Items
| owner | task | due date | project | status |
|---|---|---|---|---|
| Steph | Share default CRM passwords (crm.l484.com) with new users | 2026-05-01 ("tomorrow") | Sapien / CRM | open |
| all new users | Verify login to crm.l484.com | NO DATE | Sapien / CRM | open |
| heroes | Assign heroes to any remaining unassigned roles (Kitchen & Food = open) | NO DATE | Sapien / CRM | open |
| heroes | Update captured roles & responsibilities as they change | ongoing | Sapien / CRM | open |
| Jay | "Next steps by X date" (no specifics recorded) | NO DATE | Sapien | open |
| Jenelle | Set a meeting time (for what, unrecorded) | NO DATE | Sapien | open |
## 3. Project Links
- **Sapien** → new project candidate (this is its role-assignment milestone)
- **Sapien / CRM** (crm.l484.com, SuiteCRM circles) → sub-track
- Keynctr ([[keynctr 1]]) — not mentioned
## 4. Knowledge
- The CRM is at **crm.l484.com** (public hostname) — distinct from the SuiteCRM instance deployed on Avi's machine in the 4/10 L484 note; the 4/30 note treats "the CRM" as the circles/roles system used for governance. [INFERRED — possibly the same system exposed at this domain]
- Roles & Accountabilities module: captures roles/responsibilities, lets you "Assign Heroes" to unassigned roles, and update captured roles.
- "Baby Jay vs. Jay" — a noted distinction: there are two Jays in the system/people; keep them separate in CRM records. (Also in 3-20 note: "BabyJay" joining; Jay = food truck.)
- ZenZ is a participant (role/relationship not described in the note). [LOW CONFIDENCE]
## 5. Troubleshooting
- **Default passwords** — security smell: 4 users on default passwords pending individual setup. Workaround: shared "tomorrow"; should be rotated.
- **Identity confusion: Baby Jay vs Jay** — explicitly flagged as a CRM hygiene issue.
## 6. Open Questions
- Who takes Kitchen & Food Operations (role 6)?
- What are Jay's "next steps" and the X date?
- What meeting is Jenelle trying to schedule, and for when?
## 7. Gaps
- Only ~1.2k chars of notes — likely incomplete capture of a longer session.
- No confirmation the logins actually worked for all four users.
- Kitchen & Food Operations unassigned — the role that owns the 3-meal+snack schedule and waste conversion.
- "TomStacey" is recorded as one string — possibly "Tom" + "Stacey" two users, or one name. [LOW CONFIDENCE]
## 8. My Follow-Ups (Avi)
- **None assigned.** Avi is not mentioned.
- Adjacent [INFERRED]: crm.l484.com is the lab's public CRM surface; if it fronts the SuiteCRM data hosted on Avi's machine, Avi is the de-facto availability owner for it.
## Email Summary
4/30 CRM onboarding: Steph got Justin, Asif, Jenelle, and TomStacey into crm.l484.com (default passwords, to be rotated) and walked through circles, roles & accountabilities, and hero assignment. ZenZ then assigned heroes to 14 of Sapien's 15 chartered roles — Mackenze (Facilities + Event Approval), Jen (Finance, Safety, Space Planning, Outdoor Comfort, SOPs), Poly (Membership Systems), Jay (Community + Logistics), Asif (Retail/Front Store), Allen (Tech & Network Ops), Jenelle (Marketing + Healers Coordinator). One role is still unowned: Kitchen & Food Operations.