We're building one app to replace our tools. What do you need in it?
Right now our work is scattered across Monday, GoHighLevel, PandaDoc, Time Doctor, Slack, Gemini and more — and none of them talk to each other, so we re-enter the same thing in three places and click between apps all day. We're building one app for all things Heroes & Sidekicks, where the data actually connects. This is your chance to design the tool you wish you had.
It doesn't have to be realistic — dream. Fill in your section (pick your name below and it'll show you the right one), hit Copy my answers, and send it to Nick or Mae.
How to think about this — two prompts
Department-specific: what functions would make your job faster or better? What do you wish a tool did that none of ours do?
Cross-tool combinations: where do you do one thing that spans several tools? Picture it as one action in one place. Example: today a candidate applies (form) → you track them (Monday) → screen them (DISC) → schedule an interview (calendar) → email the client a shortlist (Gmail). → one app: a candidate flows from applied to placed without ever leaving it.
01
Who are you?
Pick your name — the form will show your department's section. You can always tick "show every department" at the bottom if you've got ideas for other teams.
02
Your day today
03
Operations / Chief of Staff
your section
What this role does today: day-to-day ops, calendar & scheduling, client communication, task management for Nick, coordinating standups, SOPs, and now AI workflows (KPI/P&L automation, the Monday audit bot, job-order alignment).
Cross-tool combos to imagine
A message lands (Slack / GHL) → today you hand-make a Monday task and note the client. One app: a message becomes a task with the client already attached.
Standup happens (Meet) → Gemini notes → you build the tasks by hand. One app: the meeting ends and the action items are already assigned tasks.
03
Client Success / Account Management
your section
What this role does today: primary client relationships (Paul Davis, Aspen Ridge, Spatial Vision/TengSol), Sidekick onboarding paperwork, invoice corrections, offboarding, bonus processing, escalations, and the weekly client cadence.
Cross-tool combos to imagine
A client's health is in Monday, their contract in PandaDoc, their hours in Time Doctor, their invoices in Stripe/Xero. One app: a single client page with health, contract, hours, margin, and open issues all together.
Onboarding a client = paperwork (PandaDoc) + Monday setup + a Slack channel + a kickoff booking. One app: one "onboard a client" flow that does all four.
03
Recruitment / Talent Acquisition
Dindin
What this role does today: sources, screens and endorses Sidekick candidates; sends "we found X Sidekicks for you!" emails; schedules interviews; runs the candidate pipeline + DISC; works from client job orders.
🔴 Dindin — you've already built the ATS, so this is different for you
Your H&S ATS is Phase 1 done: Claude auto-screening against every active role, kanban pipeline (New → Screened → Passed → Interview → Endorsed → Hired/Failed), branded UI, GHL webhook ready. Phase 2 = OnlineJobs.ph sourcing + multi-user + Fly hosting.
So don't re-spec it from scratch. Two questions instead: (1) what would make the ATS itself better — features it's missing? (2) how should it plug into the rest of the one-app — e.g. a candidate you mark "Hired" auto-becomes a Sidekick in the roster, flows into onboarding (Client Success) and a contract (PandaDoc), with no re-entry?
03
Finance / Bookkeeping
your section
What this role does today: weekly client invoices, payments & overdue follow-ups, invoice corrections, Sidekick payroll via Wise; plus the books in Xero, Everglow, expense categorization, and the Kimmel/tax work.
Cross-tool combos to imagine
Hours (Time Doctor) → build invoice (by hand) → send (email) → track payment (Stripe) → book it (Xero). One app: hours auto-roll into a draft invoice you review, send, and reconcile in one place.
Payroll = hours per Sidekick → rates → Wise batch. One app: one payroll-run button with the hours already in it.
04
Our current tools — what do you use & want?
Everything our current tools can do, laid out. For each tool you touch: set how much you use it, then tick the features you'd want carried into the new app. Skip any tool you don't use — no need to read the whole thing.