OA

FiveTraks / Yardsy

Client Engagement Dashboard

All Clients
Overview
VA Performance
Communication
Strategic Advisory
Time Doctor
3
Active VAs
$5,685/mo
Monthly Investment
July 2024
Client Since
Active - On Track
Engagement Health

Company Information

Industry
Lawn Care / Landscaping Services
Domain
fivetraks.com / yardsy.com
Location
Atlanta, GA
Annual Revenue
Not disclosed
Employees
~20+
HubSpot ID
21157971745

Key Contacts

Primary POC
Zach Coward (Owner/CEO)
Secondary Contacts
Randall Tolbert (Managing Partner/Founder), David (New President), Tara Potts (Finance), Allan Gunter (Ops Manager)

Brad's Relationship

Randall Tolbert is an EO Atlanta member in Brad's chapter. Strategic anchor account for FieldRoutes Software-as-a-Managed-Service proof of concept.

Virtual Assistant Team (3 VAs)

Cristine (Christine Darla) Baguio

Sales & Customer Retention
Start Date: July 2024
Status: Active | On Track
Summary: Inside sales via AirCall, FieldRoutes lead management, Yardsy360 partner outreach, Rezi10K onboarding, Google review campaigns. 50 outbound calls/week target. High performer.

John Aivan Surbano

Operations & Routing (FieldRoutes)
Start Date: August 2024
Status: Active | On Track
Summary: Daily route optimization for all field teams using FieldRoutes. Scheduling, HubSpot tickets, production reports. Deep FieldRoutes expertise. Trusted to onboard new Ops Manager.

Reah Jane Sabalvaro

Finance & HR
Start Date: August 2024
Status: Active | On Track
Summary: Accounting for 3 companies (Yardsy, Maxwell, FiveTraks) via QuickBooks Online. Weekly payroll, OpEx budgets, HR tasks. Reports to Tara Potts.

Communication Channel

GChat Space
spaces/AAQAvY66j2M
Update Frequency
Weekly via GChat Dream Team

Communication Notes

Active engagement in Dream Team GChat space. Zach provides detailed, constructive VA feedback. New President (David) hired May 2026 signals growth trajectory. Randall featured in Automate & Delegate Magazine July 2026.

Advisory Document Status: Delivered

Strategic Insights & Recommendations

FieldRoutes Managed Service Model

Aivan's deep FieldRoutes expertise makes this the prototype for '1 specialist x 10-15 clients' managed service model. Flagship proof of concept.

Routing Efficiency Monitor

Zach flagged 123.55 hours in Feb on routing for 8-truck operation (5.7 hrs/day vs 1-2 hr benchmark). Monitoring continues.

Growth Expansion: GA/NC Markets

Partnership campaign targeting landscapers in Georgia and North Carolina. New President hire signals scaling intent.

Rezi10K Program

Structured customer retention program targeting 10,000 direct residential customers. Christine executing full onboarding touchpoint sequence.

Time Doctor Integration

Time Doctor Integration Coming Soon

Real-time productivity tracking and hours breakdown will appear here once the Time Doctor API integration is live.

Preview: What You Will See

MetricDescription
Daily Hours TrackedHours logged per VA per day with idle vs. active breakdown
Weekly Productivity ScorePercentage of tracked time spent on productive tasks
Top Applications UsedMost-used apps and websites during work hours
Screen ActivityScreenshot frequency and activity levels
Attendance & ScheduleClock-in/out times, breaks, overtime tracking
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