A proposal, for the next three months

Ashley Engbrecht, Operations Lead and Systems Architect. Continuing to support the core team day to day, and taking full ownership of getting Holos onto one system.

Two things, both mine to carry:

• Core team support: day-to-day requests from the team, troubleshooting, and whatever comes up that isn't part of the migration.
• Systems consolidation: finishing what's been started, so nothing is split across systems anymore.
  • Sales forms migrated from Zoho to Notion
  • Maintenance forms migrated from Zoho to Notion
  • Lot Sales forms migrated from Zoho to Notion
  • Venue Request forms migrated from Zoho to Notion
  • Airtable retired, Service Program forms moved to Notion
  • Google Drive audited, organized, and linked into Notion
• Operations documentation: onboarding and offboarding procedures for the team and all digital tools, written down so the system holds regardless of who's on the team. This includes reviewing how a team member is properly removed so no data is lost.

If additional scope comes up beyond this, we'll agree on it in writing before I take it on.

We're split across systems and need to hone in on one. This is where the confusion comes from.

1. Zoho's renewal will come up this December. To stay ahead of it and have enough time to cross-reference, we should consolidate all data before then.
2. Getting the foundation right also moves us toward something bigger: expanding Holos into other areas of the world, a goal I've held with you since I started four years ago. Doing this work properly now is how we get there faster.
3. The bandwidth to get this done requires my skills and additional time. Now that we're utilizing Notion, we need to wrap up Zoho related items and move on. This will help bring everything else into place, like everything I shared in the beginning.

Effective start date: July 15, 2026. Three months, phased so nothing is rushed:

• Month 1, Jul 15 to Aug 14: Zoho to Notion migration: Sales, Maintenance, Lot Sales, and Venue Request forms
• Month 2, Aug 15 to Sep 14: Airtable retired, Google Drive cleaned up and integrated into Notion
• Month 3, Sep 15 to Oct 14:
  • Onboarding/offboarding documentation
  • Final review of Zoho to confirm every app and agreement has been properly merged or closed out, and identifying a new platform for agreements (DocuSend is the leading option)

This timeline assumes I have what I need to keep moving, meaning access to accounts, approvals, or decisions, when I need it. If something's delayed on the Holos side, I just ask that the timeline shifts with it rather than reflecting on the work itself.

At the end of the three months, we'll re-evaluate together and decide what makes sense next.

• If there's room left over in a given month, I'll use it to support you directly, whatever gives you clarity on the digital side.
• No need for a standing bi-weekly call unless you want one.
• I'll send you an update every second Thursday via WhatsApp either way.

So you have full visibility into what's already in motion alongside this proposal:

• Add the testimonial videos from the website to YouTube
• Website
  • Add images to the folder for Avi
  • Look into SEO
• Testimonials: gathering via Airtable for SP, with Katherine's help
• Asking the team on our call about pitching in for the IG live with a retreat host
• Newsletter: currently awaiting Sheida's approval, then using Claude to build it out on the new Avi platform
• Supporting the team with new requests to add to Notion for better digital support
  • Mauricio's requests are in progress
  • Will ask the rest of the team on our team call