Check-in w/Karly — 2026-01-09

Attendees: Karly Oykhman, Mark Hope
Source: Fathom recording

Overview

Weekly check-in covering three client areas: Bluepoint (Gravity Forms → HubSpot mapping fix, budget pacing, and X-Ray access), Old World Popcorn (bag strategy and billing restructure), and Pop Popcorn (initial order quantity).

Key Decisions

Old World Popcorn — no new sizes. The 6lb bag is profitable and selling without resistance. The only problem to solve is bag breakage. Adding 2lb or 3lb sizes would dilute focus.
Pop Popcorn — order minimum run. Due to short shelf life and unknown market demand, start with the smallest quantity the manufacturer will produce.
Bluepoint form fields — split Full Name. Rather than building an automation to parse a combined name field, the form was updated in place to use separate First Name / Last Name fields. The old Full Name field was hidden (not deleted) to preserve historical entry data.
Bluepoint dropdown values — match HubSpot exactly. The Product Interest dropdown in Gravity Forms was updated to match the exact option values in HubSpot's Product property (Reverse ATM, Cash ATM, Battery Kiosk) so data maps cleanly on submission.

Action Items

[ ] Karly — Email Lucy re: Pop Popcorn; confirm minimum run quantity; place order.
[ ] Mark — Call Lucy re: invoice adjustment; propose separate Old World Popcorn invoice at $2,500–$3,500/mo (Lucy pays net increase; helps her apply grant funds).
[ ] Karly — Apply Gravity Forms → HubSpot fix to all remaining Bluepoint forms: add First/Last Name fields, align Product dropdown values, create HubSpot feed, flush WP Engine cache, test each form, delete test contacts.
[ ] Karly — Rename all Bluepoint forms in HubSpot from generic labels (e.g., "G Form 3") to descriptive names (e.g., "Website Contact Form," "PMAX Landing Page Form").
[ ] Karly — Email Melissa/Isak to confirm whether Bluepoint landing pages are built in WordPress or HighLevel.
[ ] Karly — Review Bluepoint budget pacing and adjust spend to avoid ~$800 overage.
[ ] Mark — Fix Karly's X-Ray 403 Forbidden permission error; log in as Karly to verify resolution before Monday.

Bluepoint: Gravity Forms → HubSpot Mapping Fix

Problem

Form submissions were not populating HubSpot contact fields correctly. Fields like company name and product interest were missing or mismatched due to field naming and dropdown value misalignment.

Fix Applied (Contact Form / G Form 3)

Split Full Name field
- Added separate First Name and Last Name single-line text fields to the form.
- Set the old Full Name field to hidden (via Advanced → Visibility: Hidden) and moved it to the bottom of the form to preserve existing entry data without displaying it to users.
Align Product Interest dropdown
- Identified that HubSpot's Product property uses specific values: Reverse ATM, Cash ATM, Battery Kiosk.
- Updated the Gravity Forms dropdown to use those exact values (removed prior mismatched options like "Cash to Card Kiosk").
Create HubSpot feed
- In Gravity Forms → Form Settings → HubSpot → Add New Feed.
- Mapped: Email → Email, First Name → First Name, Last Name → Last Name, Phone → Phone Number, Organization Name → Company Name, Message → Message, Product Interest → Product.
- Set Lead Status: New, Lifecycle Stage: Lead.
Renamed form in HubSpot
- Renamed from "G Form 3" to "Contact Form" via Marketing → Forms → Actions → Rename.

Incident: Homepage 404 During Testing

While attempting to flush the WP Engine cache by re-saving the homepage, the publish date was accidentally set to January 9 (a future time relative to the server's timezone), which scheduled the page offline.

Fix: Edited the homepage in Elementor, changed the publish date back to January 8, clicked Publish. Page went live immediately.
Then: Flushed WP Engine cache again (WP Admin → WP Engine → Caching → Clear All).

Lesson: When touching publish dates in WordPress/Elementor to trigger a cache-busting save, always use a past date and verify the page status shows "Published" (not "Scheduled") before clearing cache.

Test Result

A test submission confirmed all fields mapped correctly into HubSpot. Company name was also exposed in the HubSpot contact sidebar by editing the "About This Contact" card properties.

Remaining Work

Karly needs to apply this same fix to all other Bluepoint Gravity Forms. Landing page forms may be in HighLevel rather than WordPress — confirm with Melissa or Isak before proceeding.

Bluepoint: Budget Pacing

Metric	Value
Spend to date	$838
Target to date	$584
Projected overage	~$800

Karly needs to review and pull back spend to avoid ending the month significantly over budget.

Bluepoint: X-Ray 403 Permission Error

Karly cannot view Bluepoint data in ^[1]. Browser console (Inspect → Console) shows a 403 Forbidden error, indicating a backend permissions issue — not an account assignment problem (Bluepoint is correctly assigned to Karly in the system).

Mark will diagnose and fix the permission loop, then log in as Karly to verify the fix before Monday.

X-Ray Feature Demo (Context)

Mark demonstrated a new AI-powered feature in X-Ray that reads call transcripts and form submissions to classify lead intent and quality (e.g., "Warm Lead — Quote Request, 93% confidence" vs. "Cool Lead — Low Urgency"). This will be useful for Karly once access is restored.

Old World Popcorn

Strategy: Stay focused on the 6lb bag. It's profitable, priced well, and not meeting sales resistance. Do not add new sizes (2lb, 3lb).

Single problem to solve: The original bag breaks. Goal is a heavier bag with a different seal that can withstand rough handling.

Billing restructure (Mark to negotiate with Lucy):
- Lucy needs an invoice that looks more popcorn-related so she can apply a grant.
- Mark's proposal: keep the existing Asymmetric invoice as-is; create a second separate invoice for Old World Popcorn work.
- Proposed amount: bill $2,500–$3,500/mo on the new invoice; Lucy pays the net increase.
- This gives Lucy a grant-eligible line item without altering the existing retainer structure.

Pop Popcorn

Strategy: Experimental launch. Product has a short shelf life and market demand is unproven.

Decision: Order the minimum run quantity the manufacturer will accept. Do not over-invest in initial inventory.

Karly to email Lucy to confirm the minimum run and place the order.

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