Embarc Collective — Systems Map

All tools in stack

Airtable Stacker Calendly Typeform Zapier Slack Disco Notion Gatsby (Embarc.app) Metabase ⚠ BigQuery Stripe HubSpot Bill.com QuickBooks Appspace OpenPath Envoy

Workflows

Current Connection Map

Future State Map

Automations & Pipelines

Data Points Map

Current Connection Map — hover nodes to highlight connections

Active connection

Changing / transitioning

Future / planned

Broken

Future State Map — Spontivly as Data Operating System

Spontivly replaces Metabase and BigQuery as the unified analytics layer, sitting above all workflows as Embarc's Data OS — ingesting from every tool and surface, replacing fragmented exports and broken BI queries with a single intelligence layer.

⬡ Spontivly = Data OS Layer

⊗ Metabase — retired

⊗ BigQuery — retired

Active

Spontivly data ingestion

Spontivly insight output

Planned / future

Workflow Cards

Coaching — Session Tracking

Current

Data tracked

Coaching hours Coach ratings Quarterly hours Stats by company Session notes ─ Stats by individual (add)

Tool flow

Calendly → Slack (zap) → Stacker form → Airtable

Note: Coach submits notes via Stacker form → Airtable stores (member + company attribution). Feedback also stored in Airtable. Coach hours sortable by coach/total.

Coaching — Feedback Surveys

Changing

Data tracked

Post-session feedback Survey responses

Tool flow

Airtable trigger → Zapier → Typeform → Airtable

Note: Survey triggered by "Calculation" field in Airtable (Automatic Survey Systems tab). Custom Typeform links per session — creation method unknown. Typeform to be replaced. Look into Calendly API to pull survey data or port into Airtable.

Coach Coordination / Callouts

Current

Data tracked

Coach comms ─ No structured tracking beyond Slack

Tool flow

Slack (per-company channel)

Note: Each member company has a dedicated Slack channel. Coaches document meetings, request introductions, and coordinate there. No system-of-record beyond Slack.

Intro Tracking / Wins

Current

Data tracked

Coach intros / wins

Tool flow

Stacker form → Airtable

Note: Coaches/EC team submit wins (intros) via Stacker; recorded in Airtable. Called out as a workflow needing fuller mapping.

Programming (Events/Sessions)

Changing → Disco

Data tracked

Program ratings Attendance RSVP counts Stage categorization Content/speaker ratings

Tool flow (current)

Manual → Airtable → Airtable Dashboards

Note: Currently captured manually into Airtable. Automation via Disco coming soon — full flow will migrate.

Event Management (Current)

Being Deprecated

Data tracked

Event listings RSVPs

Tool flow

Gatsby (embarc.app) → Airtable forms (RSVP) → Airtable

Note: Events displayed on Gatsby site. RSVP via Airtable forms. Form changes require code changes. Being replaced by Disco.

Event Management (Future State)

Future

Data tracked

Events RSVPs

Tool flow

Disco (full management)

Education / Learning Hub

Migrating

Data tracked

Member learning content

Tool flow

Notion (current) → Disco (future)

Note: Content lives in Notion now. Notion being phased out; Disco replacing as LMS/content hub.

Member Directory (External)

Current

Data tracked

Member profiles Public directory

Tool flow

Disco (profiles) + Airtable embedded view

Member Directory (Internal)

Current

Data tracked

Coached member engagement Staff view

Tool flow

Airtable

Onboarding Intake — Individual

Moving to Airtable

Data tracked

Onboarding form data Headshot uploads

Tool flow (transitioning)

Airtable form → Airtable → Zapier → Slack notification

Note: Was Typeform; moving to Airtable forms.

Onboarding Intake — Company

Current

Data tracked

Company onboarding data Headshot uploads

Tool flow

Airtable form → Airtable → Zapier → Slack notification

Automated Provisioning (Post-Onboarding)

Manual

Platforms provisioned

Appspace Slack OpenPath Notion → Disco Envoy

Current flow

Airtable form completed → Bo manually provisions all platforms

Note: Automation intended (Airtable trigger) but not built. Envoy → Appspace migration TBD per Chris/Tom transition.

Membership Reporting

Current

Data tracked

Active companies (time-based) Average tenure Member counts Companies supported YTD Members supported YTD

Tool flow

Airtable → Airtable Dashboards

Dashboards / Reporting (Current)

Manual

Output

Manual filtered reports

Tool flow

Airtable export → Manual filter/assembly

Note: Fully manual download + filter process. No live BI.

BI / Analytics Layer

Broken

Intended use

Dashboards Field calculations

Current state

Metabase (failing queries) → Falls back to Airtable exports

Note: Metabase queries failing. Team not using it. Fallback is manual Airtable exports.

Data Warehouse / Investigation

Available

Use

Dataset investigation Metric logic

Tool

BigQuery

Note: BigQuery project exists with access. Logic/definitions may live there. Used ad-hoc for investigations.

Grant-Specific Reporting

Incomplete

Data intended

Grant-specific metrics ─ Build started, not completed

Tool flow

Airtable → Dashboards (incomplete)

Payments / Billing Integration Targets

To Integrate

Target sources

Stripe HubSpot

Goal

Stripe + HubSpot → Reporting stack

Invoicing Process

Current

Data tracked

Invoice processing PDF generation

Tool flow

Bill.com → QuickBooks (PDF) → Email (accounting CC'd)

Automations & Zapier Pipelines

Coaching booking → Slack alert

Member books via Calendly

Zapier fires on booking event

Notification posted to Slack channel (office hours booked)

Post-session feedback survey

Coaching session logged in Airtable

"Calculation" field triggers Zapier

Custom Typeform link sent to member

Survey responses stored in Airtable

Onboarding form → Slack notification

Member/company completes Airtable onboarding form

Zapier fires on form completion

Notification sent to Slack channel

⚠ Broken pipelines (historical)

Zapier pipelines between tools have broken historically

Current state of all Zapier automations not fully documented

Planned: Post-onboarding provisioning

Airtable form completion

Automation (unspecified) triggers

Auto-provision: Appspace, Slack, OpenPath, Disco, Envoy

Currently — Bo does this manually

Data Points Map — Add field mappings below

Workflow	Data Point / Metric	Source Tool	Stored In	Field / Table Name	Notes

Click any "Field / Table Name" or "Notes" cell to add your field mapping details.