# CoolRoute Command procurement and security packet A buyer-facing approval packet for turning HVAC Dispatch into a paid pilot: commercial scope, data boundaries, access model, hosting plan, support coverage, automation limits, and sign-off evidence. Canonical product page: https://ideas-realized.com/demo-library/hvac-dispatch Live app: https://hvac-dispatch.ideas-realized.com Decision window: Weeks 2-6 Approval owner: Dispatch manager Commercial snapshot: Field service dispatch software pilot package: $24k-$42k setup and $1.2k-$4k/month recurring. Buyer can provide one dispatch territory, technician schedule data, job status export, and approved customer message templates. ## Approval Sections ### 1. Commercial approval Owner: Sales lead Status: ready Frames the HVAC dispatch demo as a paid service operations pilot: job import, dispatch board setup, technician capacity rules, route sequencing, customer ETA messaging, parts hold workflow, and field-service-system boundaries. - Recommended tier: Dispatch board pilot - Payment milestones: 45 percent due at signature for territory setup, job import mapping, and dispatcher workflow design. 35 percent due after dispatch board, route sequence, and customer ETA queue pass live review. 20 percent due after parts-hold report, dispatcher acceptance notes, and expansion plan are delivered. - Gross margin model: Target 58-68 percent implementation margin after job import, dispatcher training, route workflow tuning, and customer message review. ### 2. Data handling and import Owner: Implementation lead Status: needs-client The first pilot can sit beside the field-service platform. Import jobs and technician capacity, then use the board to expose assignment risk, parts blockers, and ETA message readiness. - Cutover: Start with a read-only job and technician import, reconcile service categories, then allow dispatchers to update pilot board status while the source platform remains system of record. - Privacy note: Customer contact data and appointment notes should be limited to dispatch-visible fields until message consent and retention policy are confirmed. - Sources in scope: Service jobs export (40 to 160 open jobs); Technician roster (8 to 60 technician records); Parts holds (10 to 80 parts-held job rows) ### 3. Access and role boundaries Owner: Security reviewer Status: scoped The HVAC dispatch pilot needs role controls for assignment changes, ETA messages, route risk, parts holds, and field-service writeback boundaries. - Identity provider: Staff email login for pilot dispatch, with SSO and technician mobile auth added after field-service ownership is confirmed. - Session model: Service-zone sessions with dispatcher, technician, and manager role claims. - Permission scopes: Technician assignment; ETA messaging; Parts hold release ### 4. Hosting and domain launch Owner: Deployment owner Status: scoped A production handoff plan for taking HVAC Dispatch from sales preview to a client-owned launch domain with Netlify hosting, environment gates, monitoring, rollback, and canonical SEO/AEO checks. - Hosting model: Single Next.js application deployed from GitHub to Netlify, with demo subdomains rewritten into app-only routes and canonical SEO pages kept on ideas-realized.com. - Preview domain: hvac-dispatch.ideas-realized.com - Production domain: hvac-dispatch.ideas-realized.com ### 5. Support and SLA coverage Owner: Dispatch launch thread Status: ready A buyer-ready support model for launching HVAC Dispatch with triaged tickets, service levels, training artifacts, success milestones, and renewal proof tied to the first pilot cohort. - Launch channel: Dispatch launch thread: Business days during pilot - Renewal signal: Dispatch scheduling inquiry: 2 qualified HVAC service inquiries per quarter - Service levels: Dispatch launch thread Same or next business day for schedule-blocking issues; Weekly dispatch review Scheduled ### 6. Automation and notification guardrails Owner: Product lead Status: scoped The pilot should keep urgent jobs moving by turning schedule risk, route blockers, and parts holds into visible dispatcher actions. - Rules: Unassigned urgent job alert (ready); ETA message preparation (needs-client); Parts hold route block (template) - Escalations: Unassigned emergency: Emergency job still unassigned 15 minutes before window.; Customer ETA not approved: Delayed job has no approved ETA message after 20 minutes. ### 7. Billing and renewal readiness Owner: Client sponsor Status: ready Commercial controls for selling HVAC Dispatch: invoice milestones, pilot entitlements, seat packaging, renewal checkpoints, legal readiness, and upgrade triggers tied to the rebrand-ready pilot offer. - Billing model: Dispatch board pilot: Target 58-68 percent implementation margin after job import, dispatcher training, route workflow tuning, and customer message review. - Pilot price: $24k-$42k - Recurring price: $1.2k-$4k/month ### 8. Statement of work and signature packet Owner: Client sponsor Status: ready The SOW package turns the proposal and deal desk into signable scope, milestones, service levels, exclusions, and signature blocks for Evergreen Mechanical. - Statement of work: /demo-library/hvac-dispatch/statement-of-work - SOW JSON: /demo-library/hvac-dispatch/statement-of-work.json - Client proposal: /demo-library/hvac-dispatch/client-proposal ## Redlines and Change Controls - Do not promise autonomous route optimization as part of the base pilot. - Do not send live SMS from the app until consent and sender setup are approved. - Do not commit to FSM writeback before API and field-ownership review. - Live SMS/email sending or customer communication automation: Requires sender approval, compliance review, and separate messaging implementation. - Two-way field-service writeback, invoices, or technician mobile app: Quote as a follow-on integration or module after daily board pilot acceptance. ## Approval Checklist - Territory and schedule accepted: Pilot territory, technician roster, skill tags, and schedule windows validated. - Customer message copy approved: ETA, delay, and parts-hold templates approved with opt-out/compliance notes. - Dispatcher workflow accepted: Dispatcher completes reschedule, route review, and parts-hold scenarios in the pilot workspace. - Reassign same-day job and preserve route context: Dispatch board and route panel show technician load and sequence changes. - Send ETA message draft from comms queue: Message queue data is present; SMS provider not selected. - Hold a job for unavailable parts: Parts hold workflow shows ETA, risk, and owner. - Canonical and noindex routing verified: Main-domain landing pages remain canonical while app-only routes are used for subdomain launch URLs. - Client proposal and implementation spec approved: CoolRoute Command pilot proposal and JSON/Markdown implementation spec are reviewed before production domain cutover. - Daily job import shows all unassigned urgent jobs and technician capacity. - Dispatcher can assign at least 12 jobs and review route/order changes. - ETA messages remain prepare-only unless client approves send workflow. - Parts holds and customer-risk blockers appear in the board and export report.