Session kit · markdown

Facilitator runbook

This runbook is for Tom and for the two or three floaters. It covers the H2 Command Center session on Tuesday, November 17, 2026, from 2:45 PM to 4:15 PM Eastern.

About a dozen revenue leaders are in the room. Each leader uses Claude to build a tool for one part of their H2 plan. The room goal is rung 3 or rung 4.

Technical names

Technical names in this runbook: Cowork, Claude Code, Salesforce, CSV, JSON, HTTPS, MCP, connector, board, card, rung, floater, room code, personal code, facilitator key, facilitator page.

  • Board: the live room board at https://cro-offsite.sc.rhapsody.health/board. It shows one card for each leader and an activity feed.
  • Card: the box for one leader on the board. It shows progress dots and the results that the leader posted.
  • Red card: a card for a leader who selected Need help, or whose Claude reported a step as blocked.
  • Rung: one level of the ladder in the table below.
  • Floater: a helper who watches the board and goes to a leader who is blocked.
  • Room code: the code that lets a person join the session and see the board.
  • Personal code: the code that identifies one leader on each call from their Claude.
  • Connector: the connector named "CRO Offsite". Its MCP address is https://cro-offsite.sc.rhapsody.health/mcp.
  • Facilitator page: the page at https://cro-offsite.sc.rhapsody.health/admin?key=<facilitator key>. Only Tom and the floaters have the facilitator key.
Rung Name Meaning
1 Static dashboard A snapshot the leader opens and reads.
2 Refreshing dashboard The view rebuilds from the newest Salesforce export.
3 Alerting It tells the leader when a deal, a number or a hire changes.
4 Acting It drafts the update, the follow-up or the task.
5 Shared It is a skill or routine that a peer can reuse.

The build path has ten steps, in this order: setup, join, plan, data, view, alert, act, schedule, share, commit. The step share is the stretch.

Before the offsite

Complete each check by Monday, November 16. Write down the result of each check.

1. Every leader finished the setup check

  1. Open the board.
  2. Make sure that each leader has a card.
  3. Make sure that each card shows the step setup as done.
  4. Send the setup check again to each leader who is not done.
  5. Ask each of those leaders which step failed.

2. The connector decision is made

  1. Ask the owner of the Claude organization to add the connector. The steps are in Connect your Claude.
  2. Turn on the connector in one Cowork account, and send the check prompt from that page.
  3. If the owner cannot add the connector by Monday, decide to use the prompt and the HTTPS path.
  4. Tell the floaters which path the room uses.

3. The scheduled-task test is recorded

  1. Use one Cowork laptop.
  2. Do the scheduled-task test from section 4 of the setup check with the lid open.
  3. Do the same test again, and close the lid before the task runs.
  4. Record the two results: the task ran, or the task did not run.
  5. Give the two results to the floaters. Tom tells the room the results in the demo.

4. The room code is sent

  1. Send the room code and the address https://cro-offsite.sc.rhapsody.health/join to each leader.
  2. Send the room code only to the people at the offsite.

5. Stuart confirmed the data rules

  1. Ask Stuart to read the data rules.
  2. Record the date of the confirmation and each change that Stuart asks for.
  3. Change the status line on that page from "proposed" to "confirmed".

6. The floaters are named and briefed

  1. Name two or three floaters.
  2. Give each floater this runbook, the facilitator key and the guide at https://cro-offsite.sc.rhapsody.health/claude.md.
  3. Ask each floater to do the build path one time with the sample files.
  4. Agree which part of the room each floater covers.

7. The demo is ready

  1. Do the "Before you start" checklist in the demo script.
  2. Do one dry run of the demo on Tuesday morning.

Room setup

Do these steps before 2:45 PM.

CAUTION: Do not show the facilitator page on the projector. The page shows the personal code of each leader.

  1. Show https://cro-offsite.sc.rhapsody.health/board on the projector.
  2. Open the facilitator page on Tom's laptop only.
  3. Open the home page on a floater's laptop. The home page shows the agenda clock.
  4. Make sure that the agenda clock shows the correct block.
  5. Put the room code where each leader can see it.
  6. Give each floater the facilitator key on paper, or in a direct message.
  7. Make sure that Tom's demo folder holds only the sample files.

Run of show

The site follows the agenda clock. A Start ... now button on the facilitator page moves the site to that block, and the later blocks follow from that time. The button Back to the schedule returns the site to the clock.

Clock Block What the facilitator does What to watch on the board If the room runs late
2:45 PM Frame the goal (10 min) State the goal: one part of the plan, rung 3 or rung 4. Show the ladder. Tell each leader to open their page. Each leader has a card. At 2:57 PM, stop. Select Start Live demo now.
2:55 PM Live demo (15 min) Follow the demo script. Floaters help leaders who have no card to join. The card "Tom (demo)" moves to rung 4. At 3:12 PM, show the schedule prompt and do not run it. Select Start Build time now.
3:10 PM Build time (50 min) Tom and the floaters walk the room. Send a message to the room at 3:35 PM and at 3:50 PM. Red cards. Cards with no new dot for ten minutes. The step data done by 3:25 PM. Do not make build time shorter than 45 minutes. At 4:02 PM, select Start Lightning shares now.
4:00 PM Lightning shares (12 min) Call each leader in the order of the board. Keep each share to one minute. The card of the leader who speaks. If six leaders are not done at 4:07 PM, ask for one line each. At 4:12 PM, select Start Monday commitments now.
4:12 PM Monday commitments (3 min) Ask each leader to record one change that they make by Monday. Each card shows a commitment. End at 4:15 PM. Collect each commitment that is not recorded by message after the session.

Select Back to the schedule when the room is on time again.

Messages to the room

Send these messages from the facilitator page.

  • At 3:10 PM: "Build time. One part of your plan. Select Need help when you are stuck for three minutes."
  • At 3:35 PM: "Halfway. You need a view on your page now. Next: one alert rule."
  • At 3:50 PM: "Ten minutes. Post what you have. Prepare three lines for your share."

Floater guide

Watch the board

  1. Keep the board open on your laptop or your phone.
  2. Go to a leader as soon as their card turns red.
  3. Read the note on the card before you speak to the leader.
  4. Give the fix. Do not take the keyboard.
  5. If a block takes more than five minutes, move the leader to the fallback and continue.
  6. Look for quiet cards also. A card with no new dot for ten minutes needs a visit.

Block 1: the export is missing

The leader has no Salesforce export, or the export does not open.

  1. Tell the leader to save the two sample files in the H2-Command-Center folder.
  2. The files are at https://cro-offsite.sc.rhapsody.health/kit/files/sample-pipeline.csv and https://cro-offsite.sc.rhapsody.health/kit/files/sample-closed-won.csv.
  3. If the leader has no plan on hand, give them the sample plan.
  4. Tell Claude to write "sample data" in the title of each result.
  5. Tell the leader to change to the real export after the session. The rule and the prompts stay the same.

Block 2: the totals do not agree

Claude gives a row count or a total that does not agree with Salesforce.

  1. Check the report filter first. The filters are in Export your Salesforce reports.
  2. Make sure that the export is Details Only and not a summary.
  3. Ask Claude which rows have an empty Amount.
  4. Ask Claude if the file has a total row at the end.
  5. If the totals still do not agree, record the difference in a note and continue. Do not use more than five minutes.

Block 3: Claude cannot reach the site

Claude has no connector tools, and the curl commands fail.

  1. Tell the leader to open their page at https://cro-offsite.sc.rhapsody.health/u/<their-id>.
  2. Tell the leader to select Done on each step by hand.
  3. Tell the leader to paste each result into Post a result.
  4. If the leader lost the personal code, ask Tom. The facilitator page lists each leader with their personal code.
  5. Continue the build. The build does not need the site.

Block 4: the schedule does not run

The scheduled task is set, but it gives no output.

  1. Make sure that the Claude app is open and that the laptop is awake.
  2. Ask Claude to run the task one time now.
  3. If the task still does not run, tell the leader to keep the app open.
  4. Record the leader, the app and what occurred. Give the record to Tom.
  5. Tell the leader to post the schedule prompt as the result, and move on.

Block 5: the leader tries to build all five parts

The card shows many results at rung 1 or rung 2, and no alert.

  1. Bring the leader back to one part.
  2. Ask this question: "Which one part worries you most?"
  3. Tell the leader to send this prompt to Claude.
Stop the work on the other parts. We build one part: <part>.
The next step is one alert rule for that part.
  1. Tell the leader that the other four parts follow the same pattern after the session.

Other things a floater can do

  • A leader joined two times: ask Tom to remove the second entry on the facilitator page.
  • A leader posted data that the data rules do not permit: ask the leader to post the result again with totals only.
  • A leader is at rung 4 before 3:45 PM: point them to the step share.

CAUTION: Do not remove a leader unless the entry is a duplicate or a test. This runbook has no step that restores a removed leader.

Lightning shares

Each leader has one minute. The block is 12 minutes.

  1. At 3:50 PM, tell each leader to prepare three lines.
  2. Line 1 is "What I built".
  3. Line 2 is "What it does without me".
  4. Line 3 is "What I would reuse".
  5. Call the leaders in the order of the cards on the board.
  6. Show the card of the leader who speaks on the projector.
  7. Ask a floater to keep the time and to give a signal at 50 seconds.
  8. Do not ask questions between shares. Hold the questions until the session ends.
  9. If a leader has no result, ask for line 3 only.

After the session

CAUTION: Download the JSON before you take the site down. The results are not available after the site is down.

  1. Ask the room if a leader wants a result removed before the export. The data rules promise this.
  2. On the facilitator page, select the download for everything as JSON.
  3. Open the JSON file. Make sure that it holds each leader and their results.
  4. Save the file in two places.
  5. Send the group the board address, https://cro-offsite.sc.rhapsody.health/board, and the date that the site goes down.
  6. Send each leader their own commitment on Tuesday night.
  7. On Monday, November 23, ask each leader if the commitment is done. Record the answers.
  8. In the week after that, follow up with the CRO on the rollup across the leaders.
  9. Give the floaters' records of failed schedules and failed connections to Tom.
  10. Take the site down only after the export is saved and the group has the date.