Scout Rep

User Guide

Last updated: May 2026

Scout is your AI sales rep. It works permit data, drafts your outreach, books meetings, and keeps your pipeline current — over plain SMS or WhatsApp. You stay the human; Scout does the legwork.

This page is the complete tour. Skim it once, then come back to the prompts when you want ideas.

Getting started (30 seconds)

1. Sign up at scoutrep.build. Drop your mobile number + work email. That's it.
2. Scout looks you up. It reads your email domain, researches your business, and figures out your trade, cities, and sweet-spot project size.
3. You get a text in ~30 seconds. Confirm or correct what Scout found — “I'm framing not concrete,” “add Sherwood Park,” “sweet spot is $1M-$8M.” Scout updates your profile on the fly.
4. You're live. Tomorrow at 7:30 AM you get your first brief.

If WhatsApp is enabled on your number, Scout routes everything there automatically — interactive buttons, quick replies, richer formatting. If not, plain SMS works the same. Same Scout, same brain.

The daily rhythm

• 7:30 AM local — Morning brief. Today's hottest permits in your territory and trade, scored and ranked. Network warm leads bubble to the top.
• 11:00 AM — Follow-up nudge. Any lead you pitched yesterday that hasn't moved? Scout reminds you.
• 5:00 PM — End-of-day reconcile. Quick “anything close today?” check. Mark wins/losses so Scout learns.

Don't want a brief on a given day? Just say “pause briefs for a week” — Scout handles it.

How Scout scores a lead

Every lead is rated 0–100. Tier bands:

• HOT (75+) — drop everything.
• WARM (55-74) — worth a real pitch.
• COLD (35-54) — only when it's quiet.
• SKIP (<35) — Scout filters these out for you.

Scoring weighs nine factors: trade-timing window (huge — a roofer wants an 80-day-old permit, not a 5-day-old one), freshness, project type fit, value fit, territory, distance, your relationship to the builder, how many other permits that builder is pulling, and how reachable they are.

Tap any lead and ask “why did this score 82?” — Scout breaks it down factor by factor.

Your pipeline

Every lead Scout surfaces lives in your pipeline. Stages:

• new — Scout served it, you haven't decided.
• pitched — you fired off the handoff.
• follow up — pitched but no answer yet; Scout will nudge you.
• won — congrats. Scout remembers.
• lost — that's fine. Scout learns from the why.

Move stages from chat: “mark Pinewood won,” “lost the Garrison Woods one — they went in-house,” “follow up on Khera Friday at 10 AM.”

View the full board anytime: “show me my pipeline” or “open the board.” Scout will send a link to a clean web view of every lead, score breakdown, and contact info.

The handoff (this is the magic)

Scout never messages a builder for you. Youdo — from your number. Here's how:

1. Scout finds a permit and drafts a message in your voice.
2. It texts you a one-tap link like /h/AB12.
3. You tap it. Your phone opens with the text pre-filled and the builder's number ready.
4. You hit send. Scout silently marks the lead pitched and notes the time.

Same flow for email (opens your mail app with body pre-filled) and calendar invites (opens a Google Calendar URL with the time pre-set). Scout supports SMS, email, and calendar handoffs out of the box.

Adding your network — builders you already know

Scout's superpower is your relationship graph. Builders, GCs, and developers you've worked with get flagged the second they pull a permit. This is the single most important thing you'll do in your first week.

Step 1 — Ask Scout for the link

Text Scout: “send me my network link” or “let me add my contacts.” Scout replies with a private magic link to /network — tied to your account, 14-day TTL, only you can use it.

Step 2 — Paste, type, or upload

On the network page you can:

• Paste a CSV copied from your contacts app or a spreadsheet.
• Type contacts one per line — Scout's parser is lenient.
• Upload a .csv exported from Outlook, Google Contacts, HubSpot, anywhere.

Formats Scout will happily eat:

• Khera Homes Ltd, Walter Khera, 780-555-1234, walter@kherahomes.ca
• Pacesetter Homes
• Crew H Properties Inc Walter 7805551234

Names vs. companies, multiple phones, missing fields — Scout sorts it out. Just get the data in. You can edit or delete any contact later.

Step 3 — Watch tomorrow's brief change

Scout matches your contacts against every new permit. When one of yours pulls one, the brief leads with “FROM YOUR NETWORK”. Those are your warmest possible leads — someone you can actually call by name.

Adding colleagues — other trades you work with

You don't only know builders. You know other trades — the drywaller, the framer, the electrician you cross paths with on every job. Scout's colleague network lets you invite them, and when one of them loads their builder list, the overlap warms up your leads too. Wins flow both ways.

To invite a colleague:

1. Text Scout: “invite my drywaller,” “invite Mike at Prairie Electric,” or just “invite a colleague.”
2. Scout asks 3 quick questions: their trade, their name, their number. (Or share a contact card directly — Scout reads vCards.)
3. Scout sends them a personalized intro from you, not a cold pitch from a robot. They sign up, load their own network, and the graph thickens.

When a colleague signs up in your city, Scout will tell you: “Mike from Prairie Electric just joined — you've got 4 builders in common.” Those overlaps are gold.

Prompts to try

Copy any of these into your chat with Scout. They're starting points — Scout's smart about variations, so phrase it however feels natural.

Set up your profile

• “I'm a framing contractor in Edmonton, Sherwood Park, and St. Albert.”
• “Sweet spot is $500K to $5M residential.”
• “Add commercial tenant improvements to what I do.”
• “What does Scout think my business does?”
• “Update my territory to Calgary and Airdrie only.”

Find permits and new leads

• “What's hot today?”
• “Any new permits in Calgary over $2M this week?”
• “Show me permits within 10 km of 10180 101 St.”
• “Pull anything from Martini Homes in the last 90 days.”
• “Any data center or multiplex permits this month?”
• “Single-family residential under $1M only.”
• “Show me the freshest 10 permits in my territory.”

Research a builder

• “Tell me about Pacesetter Homes.”
• “Find a phone for the builder on the 312 Whyte Ave permit.”
• “Do you have anything on Khera Group?”
• “Look up Streetside Developments — LinkedIn or website.”
• “Has Crew H been active in Edmonton this year?”

Pipeline management

• “Show me my pipeline.” / “Open the board.”
• “Mark Pinewood pitched.”
• “Lost the Saskatoon Crescent one — they hired internal.”
• “Follow up on Khera Friday at 10 AM.”
• “What's in chasing right now?”
• “Anything I haven't touched in 7 days?”
• “Show me my wins this month.”

Outreach drafting

• “Draft a pitch for the new Crew H permit.”
• “Make it shorter.”
• “Make it sound more like me — casual, no hard sell.”
• “Send a follow-up to the Garrison Woods builder.”
• “Email this one instead — find me their info.”

Calendar & meetings

• “Book a site visit at the Hilltop project Wednesday 2 PM.”
• “Calendar invite for the Khera walkthrough — Friday morning.”
• “Remind me to call back about Riverbend next Tuesday.”

Network & colleagues

• “Send me my network link.”
• “How many of my contacts has Scout matched?”
• “Invite my drywaller — Mike at Prairie Drywall, 780-555-9988.”
• “Who in my network just pulled a permit?”
• “Show me my warm leads only.”

Meta & control

• “Pause briefs for a week.”
• “Switch me to WhatsApp.” (or “switch me to SMS”)
• “What did I close last month?”
• “Why did Hilltop rank above Riverbend?”
• “Slow down on the cold ones — only show me HOT and WARM.”

SMS vs. WhatsApp

Scout auto-detects whether your number is registered on WhatsApp at signup. If it is, you get richer messages — tappable handoff buttons, Won/Lost/Waiting quick-replies, list pickers, and an interactive lead card. If you're on SMS, you get the same content as text. Either way Scout is fully usable.

To switch: “use SMS instead” or “move me back to WhatsApp.”

Compliance, the short version

• Scout never messages a builder for you. You always send.
• Every contact you upload must come from a legitimate business relationship or public records.
• STOP / UNSUBSCRIBE replies are honored instantly and forever.
• Your network contacts stay private. We don't share them with other contractors on the platform.

Full detail: Privacy · Terms · Compliance.

Quick commands

• DELETE — purge your account and all data within 30 days.
• STOP — opt out of all messages immediately.
• HELP — sender info and contact email.
• PAUSE — pause briefs (Scout will ask how long).

Stuck or need a human?

Most things you'd ask support, just ask Scout in chat first. It can update your profile, change your channel, pause briefs, explain a score, or escalate to a real person if it can't help.

For anything else: info@buildmapper.com. Real person, real response.

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