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My Desk

Quick launch

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Mission alignment

The north star

Train, equip, and launch birth workers to end preventable maternal mortality. 100,000 doulas trained by 2030.

The pace that gets us there: 3 Foundation and 2 Bridge enrollments weekly, about 350 students a year, and the Apiary expanding the model beyond Maryland.

Where you stand this week

Claude refreshes these signals. Disagree with one? Say so on the Improve page.

Your goals

Yours to edit: check off what is done, add what is real, remove what is stale. Every goal saves straight into ClickUp, so your 1:1 with Leah starts from the same page.

This month

This quarter

Sweet Bee Services

Welcome to the Sweet Bee OS

This is the one page that explains how Sweet Bee runs. Two wings, one team. If you are new, read this page top to bottom and you will know where everything lives, who owns what, and how the work moves.

Wing one

Sweet Bee Academy

We train and form doulas. The pathway is The Foundation, then The Bridge, then The Colony. This wing is how students find us, enroll, learn, and launch careers.

Wing two

Sweet Bee Apiary

We license the Sweet Bee model to institutions. Health departments, hospitals, MCOs, and universities buy programs built on what the Academy proves every day.

Front desk

Ask Summer

Stuck on a question? Summer answers instantly from the OS. Anything she cannot answer goes to Leah's queue, once, with no chasing.

Shared

Numbers

Enrollment pace, pipelines, and open flags, live from ClickUp.

Shared

How we work

The enrollment funnel, handoffs, coaching schedule, and standing processes, written in plain steps.

Shared

Tool directory

Every system we use, what it is for, and who owns it. When in doubt about where something lives, start here.

Three rules that make this OS work

1. ClickUp is the source of truth

Every lead, deal, task, goal, and check-in lives in ClickUp. This OS is the friendly window onto it.

2. Ask Summer before Leah

Summer answers most questions instantly. What she cannot answer lands in Leah's queue, so nothing gets lost and nobody waits on a text back.

3. This OS belongs to all of us

See something wrong, missing, or clunky? Drop it on the Improve page and Claude, our designer, ships the fix.

Front desk · Ask Summer

Ask Summer

Summer is the OS front desk. Ask anything about how Sweet Bee runs: pricing, process, who owns what. She answers from this OS instantly. If she does not know, she files your question for Leah.

Try: "when is the welcome call" · "who handles Medicaid" · "what does the Apiary cost"

Waiting for Leah

Questions Summer could not answer. They land in ClickUp the moment you send them; Leah's answers appear right here.

Nothing waiting. Summer has it covered. 🍯

Wing one · Sweet Bee Academy

The Academy

We train, equip, and launch birth workers to end preventable maternal mortality. Enrollment is rolling, coursework is self paced, and coaching is live. The 2030 goal is 100,000 doulas trained.

The pathway

Step 1

The Foundation™

$3,000

6 modules. Pay in full, or $1,000 deposit to reserve a seat. Payment plans plus Klarna, Affirm, and Afterpay. No refunds.

→

Step 2

The Bridge™

$197/month

8 modules of mentorship. Opens after The Foundation is complete. Leah and Kelsey lead calls at least monthly.

→

Step 3

The Colony™

$15/mo and up

Membership community on Skool, open to all doulas. Tiers from $15/month to $1,000/year. Sweet Bee grads carry the seal.

The Foundation, The Bridge, and The Colony are trademarked names. "The" is always capitalized.

How a student reaches us

Prospect fills the Flodesk formBea (front desk) makes sure the form link reaches every channel: website, IG replies, Quo texts, and email. The form sorts interest into Foundation, Bridge, or Colony.
Owner: Bea desk · watched by Helena
Junie qualifies and schedulesJunie reviews the form, sends the VSL, and books the discovery call.
Owner: Junie desk
Leah closes the discovery call5 to 7 calls per week on Leah's calendar.
Owner: Leah
Deposit paidThe student gets access to the private Before You Begin course right away.
Owner: NyJa
Group welcome callOnce tuition is paid in full, the student joins the group welcome call, first Tuesday of each month, hosted by Leah.
Owner: Leah
Enrolled in The FoundationLearnWorlds access provisioned, coaching calendar shared, student lifecycle begins.
Owner: NyJa
Foundation complete, Bridge opensGraduates are invited into The Bridge, then The Colony.
Owner: NyJa

Coaching rhythm

Call	When	Led by
Group welcome call	First Tuesday of each month	Leah
Foundation weekly call	Weekly (Leah about once a month, facilitation team otherwise)	Leah + team
The Bridge coaching call	At least once a month	Leah + Kelsey

Curriculum production

Leah is recording all module videos in Riverside, module by module through The Foundation, then The Bridge. Module 1 targets 3.5 blended hours of seat time. Blended means video plus workbook, scenarios, quiz, reflection, homework, and live coaching.

Each module carries its own Additional Resources section. Third party audio and video clips go there, never cut into lessons.
Corrections ship as written addenda in the workbook, so publishing never waits on a re-record.

Wing two · Sweet Bee Apiary

The Apiary

Institutions buy the Sweet Bee model. Every offer runs on the same delivery engine the Academy proves daily: recruit, train, credential, place, sustain.

What we sell

Workforce Pipeline

from $75,000

The org has no doula program and needs one built: training, credentialing, and placement. Buyers: CBOs, workforce boards, universities.

Managed Maternal Network

custom

The org has a mandate or benefit but no operating capacity. We run referral workflows, navigation, documentation, and the outcomes dashboard. Buyers: hospitals, MCOs, university health systems.

Full Replication

from $125,000

The entire Sweet Bee model running inside their organization, unchanged.

Health departments and FQHCs get a pilot ask of $25K to $50K. Hospitals, MCOs, and universities stay at the $75K+ tiers. Partner cohorts: $3,000 per seat, 10 seat minimum, ideal size 25.

Active pipeline

Organization	Stage	Contacts	Status
Dwyer Workforce Development	Stage 2 · Qualified	Rachel Foster, Lakita Green	▲ Stalled 16 days
Baltimore City Health Dept	Nurture	Sinmidele Badero	Hold until FY27 subcontract signs
Howard County Health Dept	Outreach	Sam Cribbs, Erin Anderson	Framed as Colony + Academy invite
Maryland Dept of Health	Relationship	Dr. Ben Wormser, Andrea Augustine, Jamila Witt	Peer briefing, Leah direct
Anchor targets	Prospect	Morgan State, Johns Hopkins Maternal Health, Howard University	Warm via Leah's seats

Stage notes curated by Claude; the deal count on Numbers is live from ClickUp. Live detail: Growth & Sales → 🍯 Apiary Interest.

The five guardrails on every deal

Buyer specific scope. Hospital, MCO, employer, and workforce versions share one backbone but differ in enrollment source, care pathway, reporting, and payment model.
Defined care episode. Intake, matching, prenatal contacts, labor support coordination, postpartum outreach, navigation, escalation, referral closure, reporting.
Service level commitments. Time to outreach, time to match, contact cadence, escalation response, monthly reporting.
Data boundary. De-identified aggregate performance data only. No clinical records, no clinical determinations.
Outcome language. We guarantee reporting on engagement, continuity, access, experience, and referral completion. We never price on clinical outcome reductions unless the buyer funds a formal evaluation.

Sales cycle target

30 to 45 days from first conversation to signature. The one-pager locks on Leah's sign-off; attorney review happens at the LOI stage.

Shared · Numbers

Numbers

The pace we are holding ourselves to, and where each pipeline stands, straight from ClickUp.

Weekly targets

The Foundation

3/week

enrollment target

The Bridge

2/week

enrollment target

Annual scale

350

students per year at full pace

Pipeline snapshot

Loading live numbers…

Foundation leads

–

in Junie's list

Bridge leads

–

▲ Needs sourcing

Colony leads

–

invite batch of 5 pending confirmation

Apiary deals

–

open in the Institutions list

Foundation leads right now

Lead	Archetype	Status
Loading…

Open flags

▲The Bridge pipeline is empty. Source it from the educator list.

▲Colony invite batch of 5: delivery unconfirmed. Verify and re-send if needed.

▲Dwyer Workforce Development has sat 16 days at Stage 2. Needs a touch this week.

▲The Bridge term conflicts between the website (finish at your pace) and Stripe (3 month term). Reconcile before more copy ships.

▲Flodesk subscriber access is blocking lead intake automation.

Flags curated by Claude. Numbers above are live.

Shared · How we work

How we work

The standing processes, written so anyone can run them on day one. Each one names its owner. Check the SOP twice, then ask Summer, then ask the owner.

The clean handoff chain

Bea → Junie → Leah → NyJa. Bea gets the form to every prospect. Junie qualifies and books. Leah closes. NyJa owns the student from deposit through graduation. A handoff is complete when the next owner has everything they need without asking.

Standing SOPs

Each one opens into a play card: steps you can run top to bottom, like a recipe. Your checkmarks are private to you; use Reset when you start a fresh run.

Run the enrollment funnelJunie desk / NyJa

Prospect fills the Flodesk form (Bea keeps the link flowing on every channel).

Junie qualifies, sends the VSL, books the discovery call.

Leah closes the discovery call.

Deposit paid → NyJa opens Before You Begin access.

Tuition paid in full → invite to the first-Tuesday group welcome call.

Enroll in The Foundation: LearnWorlds, coaching calendar, lifecycle begins.

Foundation complete → invitation into The Bridge, then The Colony.

Provision a new studentNyJa

Confirm payment status in Stripe: deposit or paid in full.

Deposit: open Before You Begin. Paid in full: enroll in The Foundation on LearnWorlds.

Send the welcome email: coaching calendar plus the first-Tuesday welcome call invite.

Confirm the student can see their courses within 24 hours of payment.

Mark the handoff complete in ClickUp so Bea and Junie see it landed.

Close out a payment planHelena

Open Stripe → Subscriptions, filter active payment plans.

Confirm payment 3 cleared.

Cancel the subscription before a fourth charge fires.

Note it on the student's ClickUp record.

Route a benefits or Medicaid questionPachet

Sort it: credentialing, claim, or the benefit itself (runs through Dec 31, 2026).

Verify current status in ePREP before answering. All nine MCOs are credentialed.

Answer in writing; escalate policy-level calls to Leah with a recommendation.

Keep The Colony backend currentNyJa

Weekly: update the Skool calendar with every upcoming call and event.

Add any new courses or resources to the Skool classroom.

Flag member questions that need Leah for the live Colony call (she coaches it personally).

Send Apiary outreachLeah

Outreach goes from leah@sweetbeedoula.com personally during this sprint.

Use the one-pager for that buyer's lane; it locks on your sign-off.

Log the touch in the Apiary pipeline in ClickUp and set the next follow-up date.

Hold the 30 to 45 day clock; attorney review waits for the LOI stage.

Handle a legacy "hire a doula" leadHelena

Direct services are sunset; the lead does not enter the Academy funnel.

Log it in HoneyBook (legacy leads only live there).

Reply warmly with directory/referral guidance and close with "Have a sweet day! 💛"

Communication standards

Voice rules

The Foundation, The Bridge, The Colony: "The" is always capitalized.
"Birthing person" over "mother" in curriculum and copy.
Grand Midwives is always capitalized.
Public content shares the what and the why. The how stays inside the Academy.
External messages close with "Have a sweet day! 💛"

Claims we never make

We never say "EBB-certified."
We never use "trade school" language publicly.
Leah's study role is "designed and led," never "PI."
Record: over 200 families served, 100% maternal survival.

Calendar rules

Core hours	10am to 4pm ET. After 4pm, a 24 hour response window applies.
Meetings	Only as necessary. Report-backs replace team meetings when consistent.
Winter closure	Offices close Thanksgiving through MLK Day. Anyone not in process by end of October rolls to the next year.
Cohort lead time	Partner cohorts need 14 to 30 days before start for applications and setup.

Shared · Resources

Resources

Everything the team reaches for: links and folders by seat, the words we reuse, and how-to guides. Want something added or fixed? Drop it on the Improve page and Claude ships it.

Links & folders

Scripts & templates

The words we reuse. Copy, paste, personalize.

Quo / SMS auto-reply (Academy inquiry)

"Hi there! So glad you reached out about Sweet Bee Academy! 🐝 Ready to get trained and make an impact? Start here: [FLODESK FORM LINK] We'll connect with you soon to talk through what's the best fit for you."

Email rules of the house

Subject line says exactly what is needed. The ask goes in the first two lines. One ask per email.
Readable from a phone without scrolling. Last line says who does what by when.
Every external message closes with "Have a sweet day! 💛"

Prospect reply (any channel)

Every interested person gets the Flodesk form link, whatever channel they arrive on. The form sorts them; Junie takes it from there. If someone seems lost, send the link again with one warm sentence.

Need more templates?

Ask Summer first; if it is missing, drop it on the Improve page and Claude adds it here.

How-to guides

Short walkthroughs for the moves we make weekly. Draft steps; each owner refines their own. Your checkmarks are private to you.

Enroll a new student in LearnWorldsNyJa

Confirm full tuition cleared in Stripe (or deposit for Before You Begin only).

In LearnWorlds admin, add the student with the email from their application.

Enroll them in The Foundation courses; deposit-only students get Before You Begin only.

Send the welcome email with the coaching calendar and first-Tuesday welcome call invite.

Confirm with the student that they can see their courses. Mark the handoff done in ClickUp.

Check the Flodesk form is flowingHelena

Open Flodesk and check new form submissions since your last look.

Spot-check each channel weekly: website form, IG reply link, Quo auto-text, email footer.

Every new submission should appear in ClickUp under Academy Interest. Flag any that did not.

If a channel is broken, fix the link or flag it on the Improve page the same day.

Close out a finished payment plan in StripeHelena

Open Stripe → Subscriptions and filter for active payment plans.

Confirm payment 3 has cleared for the student.

Cancel the subscription so no fourth charge fires.

Note the close-out on the student's ClickUp record.

Answer a Medicaid or benefits questionPachet

Check whether the question is about credentialing, a claim, or the benefit itself.

Verify current status in ePREP before answering.

Answer in writing so it can be reused; anything policy-level goes to Leah with your recommendation.

If it will come up again, send the Q&A to the Improve page so Summer learns it.

Shared · Tool directory

Tool directory

Every system we run on, in one table. When in doubt about where something lives, it is here.

Tool	What it is for	Owner
ClickUp	System of record. Tasks, pipelines, every lead and deal, and this OS's own data.	Helena
LearnWorlds	Course platform for The Foundation and The Bridge. Student provisioning happens here.	NyJa
Skool	Home of The Colony community, its courses, and its calendar.	NyJa
Flodesk	Email marketing plus the intake form that sorts every prospect.	Helena
Stripe	Payments: tuition, deposits, payment plans, Bridge subscriptions.	Leah
ePREP / Maryland Medicaid	Medicaid credentialing and the doula benefit (through Dec 31, 2026). All nine MCOs.	Pachet
Gmail	leah@ and hello@sweetbeedoula.com. Institutional outreach goes from leah@ directly.	Helena
Quo / Google Voice	Phone and SMS lines. Auto-reply texts the Flodesk form link to Academy inquiries.	Helena
Google Drive	Documents and assets, including the SBS Pivot 2026 folder and Apiary packet.	Helena
Canva	Design and brand assets.	Helena
Riverside	Recording studio for all Academy module videos and captions.	Leah
HoneyBook	Legacy directory referral leads only. Renewal decision April 2027.	Helena

Owner means the person who keeps the tool healthy and answers questions about it. If an owner here looks wrong, tell Leah and this page gets corrected.

Shared · Team & rhythm

Team & rhythm

A small team, on purpose. Everyone gets a weekly 1:1 with Leah, and everyone owns their lane end to end.

The team

Leah R. Hairston

Founder & CEO. Closes discovery calls, hosts welcome calls, coaches The Colony live call, records curriculum, and runs Apiary deals personally.

Helena

Admin. Owns ClickUp, Gmail, Flodesk, phones, Drive, and the standing admin SOPs. First stop for "where does this live?"

Pachet

Benefits. Owns Medicaid credentialing, ePREP, the doula benefit, and benefits questions across all nine MCOs.

NyJa

Education. Owns the student lifecycle from deposit to graduation: LearnWorlds, Skool backend, and student experience. Facilitators join under NyJa later this year.

The Hive Office AI desks (Bea, Junie, Buzz, Sterling, and others) support Leah behind the scenes. Summer, the OS front desk, is one of them. Claude is this OS's designer. They are internal tooling, never external roles.

The weekly rhythm

Weekly 1:1	Every team member meets Leah once a week. Bring your report and your improvement ideas unprompted.
Report-backs	Short written updates to the team replace standing meetings.
First Tuesday	Group welcome call for newly enrolled students, hosted by Leah.
Sales cadence	5 to 7 discovery calls on Leah's calendar weekly.

What we promise each other

A non-toxic, flexible, remote-first workspace in exchange for emotional maturity, intellectual curiosity, and mission loyalty. We are justice centered and person centered, we hold dignity for everyone who comes through our doors, and our standard is excellence. The mission: educate, equip, embolden, and empower doulas for thriving careers, emotionally and financially, until preventable maternal mortality ends.

Shared · Improve the OS

Improve the OS

This OS belongs to the whole team, and Claude is its designer. If something is wrong, missing, or clunky, drop it below: it lands in ClickUp instantly, and Claude ships the good ones.

Drop an idea

Improvement log

No ideas yet. Be the first. 🐝