AESOP for TBG

How to generate AI Adoption Roadmaps for your executive clients. A practical guide for Paige & Aparna.

01 The Big Picture
29
Questions in the intake
~20
Minutes to complete
~2
Minutes to generate roadmap
~15s
Your time per report (download + file)
flowchart LR
    A["✉️ TBG sends
intake link"] --> B["📝 Client fills
29 questions"]
    B --> C["⚙️ AESOP generates
roadmap (~2 min)"]
    C --> D["📧 Charlie gets
email notification"]
    D --> E["📄 Charlie reviews
& downloads PDF"]
    E --> F["📁 Charlie files in
client Drive folder"]
    F --> G["🔄 Charlie syncs
to TBG team"]
    G --> H["🤝 TBG uses in
1-on-1 coaching"]

    style A fill:none,stroke:#b8860b,color:#2d2418
    style B fill:none,stroke:#475569,color:#2d2418
    style C fill:none,stroke:#0f766e,color:#2d2418
    style D fill:none,stroke:#b8860b,color:#2d2418
    style E fill:none,stroke:#475569,color:#2d2418
    style F fill:none,stroke:#0f766e,color:#2d2418
    style G fill:none,stroke:#b8860b,color:#2d2418
02 Sending the Intake
What TBG Does
1. Email the link
Send client https://aesopstudio.com/executive-intake. Tell them: ~20 minutes, no AI knowledge needed, every field optional except business name.
2. Set expectations
"This generates a personalized AI Adoption Roadmap we'll review together in our next session. Your answers are confidential — you own the data."
then the client sees
What the Client Experiences
STEP 1
Privacy Disclosure
Read how data
is handled
(~90 seconds)
→
STEP 2
Accept & Continue
Check "I understand
and accept"
checkbox
→
STEP 3
Fill 29 Questions
5 sections
about their business
(~20 minutes)
→
STEP 4
Submit
Click "Generate
My Roadmap"
→ confirmation page
The privacy disclosure is critical. Clients are told how their data is collected, stored, and used before they type a single answer. Consent is recorded with timestamp, IP address, and browser info for audit trail. This builds trust before the engagement begins.
03 Roadmap Ready
From Submission to Coaching Session
MOMENT
Client Submits
AESOP begins
generating roadmap
in background
→
~2 MIN
Roadmap Ready
Charlie receives
email notification
with direct link
→
IMMEDIATE
Charlie Reviews
Open results page
→ review roadmap
→ download PDF
→
SAME DAY
Sync to TBG
File PDF in Drive
→ notify Paige/Aparna
→ ready for coaching
→
SESSION
Coach
TBG reviews roadmap
before 1-on-1
→ discuss with client
Charlie Receives
  • Subject: "Executive Intake: [Business Name] — Roadmap Ready"
  • Confidence score + direct link
  • View Roadmap button
  • Opens results page → reviews → downloads PDF
Charlie Syncs to TBG
  • Files PDF in client Drive folder
  • Notifies Paige / Aparna
  • TBG reviews roadmap before session
  • Roadmap is a discussion starter — coaching makes it actionable
What the Client Gets
  • If they provided email: "Your roadmap is ready" with token link
  • Same results page (self-serve)
  • Roadmap is theirs to keep
04 Day-to-Day
Your Workflow
  1. TBG sends link. Paige or Aparna emails the intake URL to a new client before their coaching engagement.
  2. Client fills form. ~20 minutes. Privacy disclosure first, then 29 questions. Every field optional except business name.
  3. AESOP generates. ~2 minutes in background. Client sees confirmation page.
  4. Charlie gets notified. Email arrives with direct link to results page. Charlie reviews the roadmap, downloads the PDF.
  5. Charlie syncs to TBG. Files PDF in TBG > Clients > [Client Name] > AI Adoption Roadmap.pdf. Notifies Paige / Aparna.
  6. TBG preps for 1-on-1. Review the roadmap before the session. The roadmap is a discussion starter — coaching makes it actionable.
If the Client Loses Their Link

Find their submission in the admin dashboard at /admin/platform (Intake Submissions tab). Copy the token URL: https://aesopstudio.com/executive-intake/results/{token}. Send it to the client.

If Something Goes Wrong

Roadmap didn't generate? Check admin dashboard — status may be failed. Charlie investigates.

Client wants data deleted? Forward to Charlie or email privacy@waifinder.org. Deleted within 7 business days.

05 Self-Service Guide
Task You can do this? How
Send intake link to client Yes Email https://aesopstudio.com/executive-intake
View completed roadmap Yes Click link in email notification
Download PDF Yes Download button on results page
File PDF in client Drive folder Yes Drag downloaded PDF to Drive
Check if a submission is done Yes Admin dashboard → Intake Submissions tab
Find a lost client link Yes Admin dashboard → copy token URL
Resend roadmap to client Yes Forward token URL from admin dashboard
Add a new admin user Charlie Requires platform admin access
Fix a failed roadmap generation Charlie Requires backend investigation
Change the intake form questions Charlie Requires code change + deploy
Handle a data deletion request Charlie Via email to privacy@waifinder.org
Deploy updates Charlie Fly.io (backend) + Vercel (frontend)
Goal: Move more items to the "Yes" column over time. The current split keeps Charlie as the technical backstop while TBG handles every client-facing step independently.
06 Key URLs
What URL Who uses it
Executive intake form https://aesopstudio.com/executive-intake TBG clients
SMB intake form https://aesopstudio.com/smb-intake Broader audience
Admin dashboard https://aesopstudio.com/admin/platform Charlie (TBG pending)
Privacy / deletion requests privacy@waifinder.org Anyone
Security posture doc TBG/AESOP-security-posture.md TBG internal