PROGRESS
—%
—/— tasks done
SPRINT DAY
—/8
Target: Thu 14 May
ON TRACK?
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checking...
STATUS
— done
— in progress
— open
— blocked
Last updated —
📋 The Project Plan — TR-18 Critical Path 14 May
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| ID | TASK | TYPE | OWNER | STATUS | TARGET | LINKS | COMMENTARY | OPEN_QUESTIONS | SOURCE |
|---|---|---|---|---|---|---|---|---|---|
| TR18-001 | Pull both Joel meeting transcripts via PLAUD MCP | build | Claude | Done | Wed 6 May 22:35 | 🔗 open | 97 + 101 min · 641 segments combined. Source ground truth. | Joel session 06/05 | |
| TR18-002 | Gemini 2.5 Pro structured extraction across both transcripts | build | Claude | Done | Wed 6 May 22:41 | 🔗 open | 10 decisions · 17 actions · 4 forms · 4 risks · 8 modules · 30KB JSON | Joel session 06/05 | |
| TR18-003 | Build lean 6-tab Sheet (TASOS-BLD-001.2) | build | Claude | Done | Wed 6 May 22:50 | 🔗 open | Replaced 11-tab v0.1. 71 rows total from extraction + Fabian directives. | Fabian directive: lean only | |
| TR18-004 | Create Drive folder + 5 subfolders | build | Claude | Done | Wed 6 May 22:55 | 🔗 open | Root + 01_FLOWCHARTS + 02_PROCEDURES + 03_MEETING_MINUTES + 04_SPECS + 99_TRANSCRIPTS | Standard structure | |
| TR18-005 | Generate + upload 23 docs (procedures + roles + dailies + minutes) | build | Claude | Done | Wed 6 May 23:05 | 🔗 open | 11 PROC + 5 ROLE + 5 DAILY + 2 MINUTES — all from extraction | Joel session 06/05 | |
| TR18-006 | Build multi-source HTML viewer + deploy to Cloudflare Pages | build | Claude | Done | Wed 6 May 23:18 | 🔗 open | Brand toolbar, mobile drawer nav, smart-link rewriter, live progress flowchart | Fabian: bake in proven patterns | |
| TR18-007 | Add Behind-the-Scenes + Automation Mode sections | build | Claude | Done | Wed 6 May 23:50 | 🔗 open | Joel sees the muscle, not just the artefacts. Per Fabian directive. | Fabian directive 'show muscle' | |
| TR18-008 | Capability research RR001/006/007/010 | research | Claude | Done | Thu 7 May 00:08 | 🔗 open | WorkDrive AutoFolder feasible · Zoho Forms wins · Deluge native pattern · NSW+WA all-party verbatim | RR003 (Claude Team) + RR004 (PLAUD outbound) still need verification | Fabian directive 'do the research' |
| TR18-009 | PROC-002 promoted to LIVE with verbatim consent script | build | Claude | Done | Thu 7 May 00:10 | 🔗 open | NSW+WA legal-compliant, two options. Paul + Riley use this verbatim. | RR010 verified | |
| TR18-010 | Sheet RESEARCH expanded — 4 risks + 8 open questions | build | Claude | Done | Thu 7 May 00:13 | 🔗 open | Closed audit gap from Gemini extraction (risks weren't in Sheet originally) | Audit pass | |
| TR18-011 | Sales Process Doc DRAFT generated by Gemini | draft | Claude | Done | Thu 7 May 00:15 | 🔗 open | First draft so Joel reviews instead of writing from scratch. Saves ~3 hours. | Joel review + refine to final | TR18-203 prep |
| TR18-012 | Architecture Map DRAFT generated as Mermaid | draft | Claude | Done | Thu 7 May 00:17 | 🔗 open | Mermaid output Joel reviews + refines. Then I regenerate as drawio for URL. | Joel review | TR18-201 prep |
| TR18-013 | 5 spec templates in 04_SPECS folder | build | Claude | Done | Thu 7 May 00:20 | 🔗 open | Templates for: WorkDrive · Inventory · Architecture · Sales process · Triage Sheet | Automation mode | |
| TR18-014 | Per-row deep-links (procedures→Doc, others→Sheet cell) | build | Claude | Done | Thu 7 May 05:55 | 🔗 open | Click any row → drawer opens with primary 'Open this document' button to specific source | Fabian directive 'click → goes to doc' | |
| TR18-015 | Smart drawer write-back via Cloudflare Pages Functions | build | Claude | Done | Thu 7 May 06:35 | 🔗 open | Click row → edit Status + Notes in drawer → Save writes to Sheet within 1 sec. PROVEN via curl. | Fabian: 'just get it done' | |
| TR18-016 | Activity Timeline panel + /api/activity GET endpoint | build | Claude | In Progress | Thu 7 May AM | 🔗 open | Last 20 changes visible in URL, polls every 60s. Built, awaiting wrangler deploy. | Wrangler rate-limited | Fabian directive 'activity log' |
| TR18-017 | Daily Huddle Telegram bot + Weekly Pulse bot | build | Claude | In Progress | Thu 7 May AM | ~/.tas/tasos-blueprint-bots/ | Scripts written + tested. LaunchAgents pending. | TCC blocking launchd auto-fire | Daily/weekly cadence |
| TR18-101 | Joel + Fabian — whiteboard Zoho WorkDrive structure | sit-down | Joel + Fabian | Open | Thu 7 May (in office) | 🔗 open | PRE-REQ for everything Joel does. Lock structure before he touches Zoho. | Companies/Internal split? Per-client subfolder template? | Transcript A004 |
| TR18-102 | Joel + Riley — PLAUD + opening-line + Cowork orientation | sit-down | Joel + Riley | Open | Fri 8 May | 🔗 open | Riley alone first — she handles sales + leads, different volume than Paul. Use PROC-001 + PROC-002. | Riley's Telegram for huddle bot? Cowork user under fdnxt or trafficaccess? | Fabian directive: separate sit-down |
| TR18-103 | Joel + Sarah — unlock Xero credentials + Books-Xero scope | sit-down | Joel + Sarah | Open | Fri 8 May | 🔗 open | Fabian asks Sarah Thu AM in office, parallel to Joel walkthrough. Joel takes Fri. | Sarah's calendar avail? Xero plan tier? Books-Xero free or paid? | Fabian directive + transcript |
| TR18-104 | Joel + Paul — master parts list cleanup → BO/BR/BS scheme | sit-down | Joel + Paul | Open | Mon 11 May (ship dirty EOD) | 🔗 open | Time-box per Fabian: 'ship dirty rather than perfect.' Paul's 10yr tribal knowledge is the long pole. | Where's the current master list? OneDrive path? Existing BOM format? | Transcript A007/A008 + Fabian batch directive |
| TR18-105 | Joel + Paul + Riley together — Cowork folders + anti-slippage | sit-down | Joel+Paul+Riley | Open | Tue 12 May | 🔗 open | Both staff aligned on same SSOT rules. Use PROC-008 + PROC-009 LIVE today. | Conflict resolution if they disagree on which folder? Naming convention exceptions? | Fabian directive: both together |
| TR18-106 | Joel + whole team — present finalised PLAUD→Claude→Zoho map | sit-down | Joel + Team | Open | Wed 13 May | 🔗 open | Pre-launch Thursday. All staff understand the stack. Architecture map locked by then. | Sarah included? In-person or Zoom? Q&A time? | Transcript: presentation outcome |
| TR18-201 | Architecture map drafted and locked | action | Joel | In Progress | Sun 10 May | 🔗 open | Claude generated Mermaid first draft. Joel reviews + refines. Final goes to URL flowcharts as system-architecture.drawio. | Should sensitive BI route to Mac Mini show in this map? | Joel TR-17 + transcript A013 |
| TR18-202 | WorkDrive top-level structure live (Companies/Internal) | action | Joel | Open | Tue 12 May | (in 04_SPECS — fill SPEC-01 then push via API) | After SD-04 whiteboard. Joel writes spec, Fabian+Claude push via WorkDrive API in seconds. | Permissions per subfolder? Default share groups? | RR001 verified — feasible |
| TR18-203 | Sales process doc 3-4 pages — final | action | Joel | In Progress | Mon 11 May | 🔗 open | Claude generated first draft. Joel reviews + edits. Then drops in Drive as canonical. | Lead routing per channel? Discount thresholds for Riley vs Fabian? | Transcript A015 |
| TR18-204 | Email license rob's@ → info@ transferred | action | Joel | Open | Tue 12 May | M365 admin | Microsoft Graph API call. Sarah-coordinated for shared mailbox conversion. | Forwarding rules carry over? Existing rob's@ subscriptions? | Transcript D009/A011 |
| TR18-205 | marketing@trafficaccess.com.au license status confirmed | action | Joel | Open | Tue 12 May | M365 admin | Quick Graph API user query. Cleanup item. | Active or dormant? Currently routing to whom? | Transcript A012 |
| TR18-206 | Website 'hire or buy' → 'buy only' updated | action | Joel | Open | Wed 13 May | trafficaccess.com.au | NSP dead, sell direct. Joel talks to website contact. Fabian sign-off on copy. | Contact name? Hosting? Staging vs prod? | Transcript D010/A016 |
| TR18-301 | PLAUD Triage Sheet built and operational | form | Fabian + Claude | Open | Wed 13 May | 🔗 open | SPEC-05. Apps Script-backed verification gate before any CRM write. AUT-02+03 depend on this. | Auto-match threshold? Manual override UX? | Transcript form #1 |
| TR18-302 | Master Document List smart spreadsheet | form | Joel | Open | Wed 13 May | (to-build) | Master index of all docs in WorkDrive. 'Where is X?' lookup. | Refresh cadence? Search interface or just sortable? | Transcript form #3 |
| TR18-303 | Product Catalog with BO/BR/BS batch scheme | form | Fabian + Paul | Open | Wed 13 May | (to-build) | Definitive product/component/BOM list. Every part traceable to batch number. | Components vs assemblies? Sub-BOM nesting? | Fabian directive: batch-numbering |
| TR18-304 | Zoho Sales IQ Chat Intake — verify config | form | Joel + Riley | Open | Wed 13 May | (existing) | Currently hidden per D005. Verify routing to CRM, monitor coverage. | Who covers chat? Off-hours behaviour? | Transcript form #2 + D005 |
| TR18-401 | AUT-02 PLAUD recording → Triage Sheet entry | automation | Claude | Open | Mon 11 May | (Apps Script poll PLAUD MCP every 5 min) | Polls PLAUD for new recordings, writes to Triage Sheet for human verification. | Polling interval — 5 min ok or every minute? | Transcript D002 |
| TR18-402 | AUT-03 Triage Sheet verified row → Zoho CRM activity note | automation | Claude | Open | Tue 12 May | (Apps Script onEdit trigger) | When VERIFIED ticked → push note to Zoho contact via API. | What if multiple matches? Override flow? | Transcript D002 |
| TR18-403 | AUT-04 Zoho CRM Account create → spawn WorkDrive folder | automation | Joel + Claude | Open | Wed 13 May | (Zoho Deluge function) | Per RR007 — Deluge function in Settings > Developer Space. | Folder template per industry? | Transcript D007 |
| TR18-404 | AUT-05 info@ email → Claude classify + tag | automation | Claude | Open | Wed 13 May | (M365 connector + Claude) | Lower priority — can defer if needed. | Tag taxonomy? Auto-route to person? | Implied |
| TR18-405 | AUT-06 Daily 0500 URL rebuild (launchd) | automation | Claude | Blocked | Sat 9 May | ~/.tas/tasos-blueprint-runner/ | TCC blocks launchd from Desktop. Manual rebuild works. Fix Sat (move dir or grant FDA). | Move to ~/.tas/ or grant Full Disk Access? | Auto-rebuild design |
| TR18-406 | AUT-08 Per-role 1700 evening summary | automation | Claude | In Progress | Mon 11 May | ~/.tas/tasos-blueprint-bots/daily_huddle.py | Daily Huddle bot built — adapts to evening summary same pattern. | Daily ritual design | |
| TR18-407 | AUT-09 Friday 1700 weekly pulse digest | automation | Claude | In Progress | Fri 8 May | ~/.tas/tasos-blueprint-bots/weekly_pulse.py | Built and tested today. LaunchAgent pending. | Weekly ritual design | |
| TR18-408 | AUT-10 Daily completion % → URL progress bar | automation | Claude | Done | Thu 7 May | 🔗 open | build_url.py computes from Sheet status, writes progress.json. Live. | Auto-rebuild design | |
| TR18-409 | AUT-11 Mac Mini local LLM on :8080 | automation | Fabian + Claude | Open | Sat 9 May | (Banksmeadow office) | MLX-LM (not Ollama per macOS 26 Metal bug). Sensitive BI. | RAM? macOS version? Model size? | Transcript: local LLM future |
| TR18-410 | AUT-12 Sensitive BI auto-routing | automation | Claude | Open | Mon 11 May | (Cowork logic layer) | Detects sensitive query (finance/salary), routes to Mac Mini not cloud. | Detection rules? Override? | Implied D004 |
| TR18-501 | RR001 Zoho WorkDrive auto-spawn folders | research | Claude | Done | Thu 7 May | 🔗 open | VERDICT: WorkDrive AutoFolder extension feasible. Native solution. | Capability research | |
| TR18-502 | RR003 Claude Team shared memory + M365 connector | research | Claude + Fabian | Open | Fri 8 May | 🔗 open | Anthropic docs unclear. Verify in Claude Team admin console at office. | Shared memory across users? Connector access scoped per user? | Capability research |
| TR18-503 | RR004 PLAUD outbound API patterns | research | Claude | Done | Thu 7 May | 🔗 open | VERDICT: PLAUD has no native outbound webhook. Use polling pattern (AUT-02). | Capability research | |
| TR18-504 | RR006 Zoho Forms vs alternatives | research | Claude | Done | Thu 7 May | 🔗 open | VERDICT: Zoho Forms wins — native CRM integration, no manual routing. | Capability research | |
| TR18-505 | RR007 Auto-folder Zoho CRM → Drive | research | Claude | Done | Thu 7 May | 🔗 open | VERDICT: Zoho Deluge function in Settings > Developer Space. Working 2026 pattern. | Capability research | |
| TR18-506 | RR010 NSW + WA all-party recording consent | research | Claude | Done | Thu 7 May | 🔗 open | VERDICT: Both jurisdictions all-party. Verbatim script in PROC-002 LIVE. | Capability research | |
| TR18-901 | Joel walkthrough — Fabian shows URL in office | blocker | Fabian | Open | Thu 7 May AM | 🔗 open | Use walkthrough script in Morning Brief. 15 min in person. | Send-to-Joel gate | |
| TR18-902 | Sarah Xero credentials handover | blocker | Fabian + Sarah | Open | Thu 7 May AM | In person Thu morning, parallel to Joel walkthrough. | Required by SD-103 | ||
| TR18-903 | Mac Mini specs at Banksmeadow | blocker | Fabian | Open | Thu 7 May | RAM check + macOS version. Determines model size for AUT-11. | Memory: 8GB? 16GB? 24GB? | Required by AUT-11 | |
| TR18-904 | Master parts list path located | blocker | Paul + Joel | Open | Mon 11 May | Where's the current master list? OneDrive? Local? Format? | OneDrive shared? Excel format? Last updated when? | Required by SD-104 | |
| TR18-905 | Approve and send URL to Joel | blocker | Fabian | Open | Thu 7 May AM | 🔗 open | After walkthrough. Triggers send-to-Joel protocol (Drive permissions + TR-18 in Zoho + email draft). | Workflow gate |
🔥 TR-18 Sprint — Live Progress
12 critical-path items only — sit-downs (TR18-1xx) and core actions (TR18-2xx). Dashboard above tracks all 54 tasks. Refreshes every 60s.
The 6 Critical Sit-Downs
Joel + Riley
PLAUD device handover + opening-line consent script + Cowork orientation
Riley capturing first calls, knows folder structure, follows anti-slippage rule
📅 Fri 8 May · SD-01 · P1
Joel + Paul
Master parts list cleanup → Zoho Inventory + BOMs
Cleaned master list ready for Zoho Inventory import. Batch prefix scheme (BO/BR/BS) locked
📅 Mon 11 May · SD-02 · P1
Joel + Paul + Riley
Cowork folder structure + anti-slippage protocol walkthrough together
Both staff on same Cowork structure, same SSOT rule, no duplicate sources
📅 Tue 12 May · SD-03 · P1
Joel + Fabian
Whiteboard the definitive Zoho WorkDrive folder structure
Companies/Internal top-level locked, Joel begins manual build
📅 Thu 7 May · SD-04 · P1
Joel + Sarah
Unblock Xero credentials + Books-Xero integration scope
Sarah hands access. Joel can configure Books-Xero connector
📅 Fri 8 May · SD-05 · P1
Joel + whole team
Present finalised PLAUD → Claude → Zoho system map to all staff
Whole team understands the system. Single source of truth narrative locked
📅 Wed 13 May · SD-06 · P2
Decisions Locked (10)
| ID | DECISION | VERBATIM_QUOTE | OWNER | DATE | STATUS |
|---|---|---|---|---|---|
| D001 | Roll out Plaud devices and software to Paul and Riley to begin capturing customer conversations. | We are now going to give them to Paul and Riley. To start using. | Fabian Diaz | 06/05/2026 | Locked |
| D002 | Zoho Drive will be the central, single source of truth for all company documents, including client, supplier, and project files. | I think it's perfect to use this for everything. Yeah, I really do. | Fabian Diaz | 06/05/2026 | Locked |
| D003 | Upgrade to the Claude Team Plan to provide accounts for all key staff members. | Alright, so I am not going to do it right now, but alright, I think that's what we're going to do. | Fabian Diaz | 06/05/2026 | Locked |
| D004 | The primary business Claude account will be associated with the 'support@trafficaccess.com.au' email address. | So we use the support. We'll do it at support, because then we can set it up on the central computer as a support. | Joel Zulian | 06/05/2026 | Locked |
| D005 | Temporarily hide the Zoho Sales IQ live chat widget from the company website. | I am just thinking with the sales IQ stuff. Maybe we hide that for the minute, Joel. | Fabian Diaz | 06/05/2026 | Locked |
| D006 | Proceed with recording calls for internal purposes despite potential legal issues in NSW. | As long as we're just using it for internal use... that's what it's for. It's really just for mate. For me, it's really | Fabian Diaz | 06/05/2026 | Locked |
| D007 | Automate the creation of a folder in Zoho Drive whenever a new client, supplier, or case is created in Zoho. | I am just thinking there may be in the most simplest way. Is every single thing that we're in whenever we create somethi | Fabian Diaz | 06/05/2026 | Locked |
| D008 | The company will use Zoho Books for its accounting. | We are, we definitely are. | Fabian Diaz | 06/05/2026 | Locked |
| D009 | Transfer the Microsoft 365 license from Rob's old email account to the 'info@' general inbox. | Do you want to transfer it onto Info because they're talking about... Let's do that. Okay. Yeah. | Joel Zulian | 06/05/2026 | Locked |
| D010 | Defer the decision on removing the 'Hire' option from the website. | You know what? Let's just leave it for now. Okay, let's leave it for now. Yeah. But we are going to have to do a fucking | Fabian Diaz | 06/05/2026 | Locked |
Forms to Build
| ID | FORM_NAME | PURPOSE | STATUS | OWNER | DUE | NOTES |
|---|---|---|---|---|---|---|
| FRM-01 | Plaud Transcript Triage Sheet | To act as a human review stage for Plaud call transcripts, ensuring data accuracy and quality before it is sent to Zoho. | TO-BUILD | Fabian + Claude | Wed 13 May | A new Plaud recording is transcribed. |
| FRM-02 | Zoho Sales IQ Chat Intake | To capture basic lead information from visitors who initiate a chat on the website. | EXISTS | Existing | — | User starts a chat on the website. |
| FRM-03 | Master Document List | A proposed 'smart spreadsheet' to act as a master index of all documents within Zoho Drive, with metadata and direct links. | TO-BUILD | Fabian + Claude | Wed 13 May | New document created in Zoho Drive. |
| FRM-04 | Product Catalog | The definitive list of all products, components, and bill of materials for the company. | TO-BUILD | Fabian + Claude | Wed 13 May | Manual data entry project. |
| FRM-05 | Product Catalog — batch-number scheme | BO=Boom · BR=Barrier · BS=Basement · plus electrical components. Every part traceable to batch. | TO-BUILD | Fabian + Paul | Wed 13 May | Fabian directive — drop in Product Catalog form spec |
Procedures (11)
| ID | TITLE | FOR | STATUS | GATED_ON | LAST_VERIFIED |
|---|---|---|---|---|---|
| PROC-001 | PLAUD device first-time setup | Paul, Riley | LIVE | — | 06/05/2026 — RR010 verified |
| PROC-002 | Recording a customer call (opening-line script) | Paul, Riley | DRAFT | RR010 done | |
| PROC-003 | Uploading PLAUD recording → Triage Sheet → CRM | Paul, Riley | DRAFT | AUT-02 live | |
| PROC-004 | Logging into Claude Team + opening Cowork | All staff | DRAFT | T001 done | |
| PROC-005 | Searching Zoho CRM via Claude | All staff | DRAFT | RR003 verified | |
| PROC-006 | Searching email via Claude (M365 connector) | All staff | DRAFT | RR003 verified | |
| PROC-007 | Searching Zoho WorkDrive via Claude | All staff | DRAFT | RR007 verified | |
| PROC-008 | Cowork folder structure — which folder for what | All staff | DRAFT | M02 + M04 done | |
| PROC-009 | Anti-slippage SSOT rule per role | All staff | LIVE | — | 06/05/2026 |
| PROC-010 | Escalation paths (when to ping Joel / Fabian) | All staff | LIVE | — | 06/05/2026 |
| PROC-011 | Adding a new flowchart to the URL | All staff | DRAFT | — |
Architecture Flowcharts (9)
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1. Master System Architecture
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2. PLAUD Triage Pipeline
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3. Sales Workflow — Inquiry to Dispatch
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4. Service & Repair Workflow
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5. Forms Suite Data Flow
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6. Zoho WorkDrive Hierarchy
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7. Team Ownership Map
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8. Build Sequence — Phases P0 to P8
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9. Internal Comms & Meetings Loop
Open Research, Risks & Questions
RR = research item · RISK = identified risk · Q = open question requiring decision
| ID | QUESTION | OWNER | PILLAR | STATUS | VERDICT | FINDINGS_LINK |
|---|---|---|---|---|---|---|
| RR001 | Can Zoho WorkDrive auto-spawn folders on CRM Account creation? | Claude | System | Resolved | YES — WorkDrive AutoFolder extension + Deluge fallback. Use AutoFolder. | |
| RR002 | Zoho Books ↔ Xero bi-directional sync feasibility | Joel | Finance | Open | TBC | |
| RR003 | Claude Team — shared memory + M365 connector access model | Claude | System | Open | Anthropic docs not clear on Team shared memory + M365 connector. Will check Claude Team admin console at office. | |
| RR004 | PLAUD → Zoho direct integration vs Sheet triage hop | Claude | System | Open | PLAUD lacks native outbound/webhook. Use Apps Script polling — already designed in AUT-02. No change to plan. | |
| RR005 | Email license transfer mechanics (rob's@ → info@) | Joel | Operations | Open | TBC | |
| RR006 | Zoho Forms vs Google Forms vs custom — which to use | Claude | Operations | Resolved | Zoho Forms — native CRM integration, no manual routing. Recommendation locked. | |
| RR007 | Auto-folder spawn from Zoho CRM trigger to Drive | Claude | System | Resolved | Zoho Deluge function in Settings > Developer Space (WorkDrive.files.CREATE scope). Working 2026 pattern. | |
| RR008 | Zoho Docs (Sheets/Docs) capability vs Google Workspace | Joel | System | Open | TBC | |
| RR009 | Mac Mini RAM ceiling for local LLM (5yo unit) | Fabian | System | Open | TBC | |
| RR010 | NSW + WA all-party recording consent — exact wording | Claude | Sales | Resolved | NSW + WA both require all-party consent (Surveillance Devices Acts 2007/1998). Verbatim script in PROC-002. | |
| RISK-01 | ⚠️ RISK (HIGH): Dumping poor quality or inaccurate Plaud transcripts directly into Zoho could corrupt the central data repository. | Fabian + Joel | System | Open | Mitigation: Implement a mandatory human-in-the-loop triage stage where staff review and approve every transcript before it is commit | |
| RISK-02 | ⚠️ RISK (MEDIUM): Potential legal issues arising from recording calls in New South Wales, a two-party consent jurisdiction. | Fabian + Joel | System | Open | Mitigation: Strictly limit the use of recordings to internal training and quality assurance. Do not disclose the fact that calls are | |
| RISK-03 | ⚠️ RISK (HIGH): Maintaining both Zoho Drive and Microsoft OneDrive will lead to data fragmentation and create multiple sources of truth. | Fabian + Joel | System | Open | Mitigation: Formally designate Zoho Drive as the single source of truth and execute a planned migration of all files from OneDrive. | |
| RISK-04 | ⚠️ RISK (MEDIUM): Missed sales opportunities due to the Sales IQ live chat not being monitored effectively by staff. | Fabian + Joel | System | Open | Mitigation: Temporarily disable/hide the chat widget from the website and funnel all inquiries through the more reliable contact for | |
| Q-01.1 | ❓ OPEN: Can Zoho Drive fully replace OneDrive's functionality? | Zoho Drive vs. Microsoft OneDrive | System | Open | Fabian: Strongly advocates for moving everything to Zoho Drive to create one unified sys | Joel: Agrees with the principle but needs to perform technical due diligence on Zoho D | |
| Q-01.2 | ❓ OPEN: What is the best strategy for migrating existing files from OneDrive to Zoho Drive? | Zoho Drive vs. Microsoft OneDrive | System | Open | Fabian: Strongly advocates for moving everything to Zoho Drive to create one unified sys | Joel: Agrees with the principle but needs to perform technical due diligence on Zoho D | |
| Q-01.3 | ❓ OPEN: How well does Zoho Drive integrate with external applications compared to OneDrive? | Zoho Drive vs. Microsoft OneDrive | System | Open | Fabian: Strongly advocates for moving everything to Zoho Drive to create one unified sys | Joel: Agrees with the principle but needs to perform technical due diligence on Zoho D | |
| Q-02.1 | ❓ OPEN: Should a verbal disclaimer be added to the start of calls? | Legality of Call Recording in NSW | System | Open | Fabian: The internal benefit outweighs the risk. The policy is to not mention the record | Joel: Acknowledged the concern and the decision to proceed internally. | |
| Q-02.2 | ❓ OPEN: What is the exact corporate liability if a recording is discovered and challenged? | Legality of Call Recording in NSW | System | Open | Fabian: The internal benefit outweighs the risk. The policy is to not mention the record | Joel: Acknowledged the concern and the decision to proceed internally. | |
| Q-03.1 | ❓ OPEN: What are the specific, high-value use cases that would justify the cost and effort? | Future Use of a Local LLM | System | Open | Fabian: This is a future-state goal to 'supercharge' the business's intelligence capabil | Joel: Acknowledged as a long-term vision, while remaining focused on the immediate imp | |
| Q-03.2 | ❓ OPEN: What are the technical requirements for hardware and software? | Future Use of a Local LLM | System | Open | Fabian: This is a future-state goal to 'supercharge' the business's intelligence capabil | Joel: Acknowledged as a long-term vision, while remaining focused on the immediate imp | |
| Q-03.3 | ❓ OPEN: How would data be fed into and retrieved from a local LLM? | Future Use of a Local LLM | System | Open | Fabian: This is a future-state goal to 'supercharge' the business's intelligence capabil | Joel: Acknowledged as a long-term vision, while remaining focused on the immediate imp |
Meeting Minutes
All Joel sessions transcribed and summarised. Open minutes in Drive for full content.
- 📝 06/05/2026 — S1 Systems Integration · 97 min · 318 segments — Strategic planning for PLAUD/Claude/Zoho stack, WorkDrive structure, manual triage gate
- 📝 06/05/2026 — S2 Workflow Automation · 101 min · 323 segments — Automation workflows, email license cleanup, M365 connector adoption, Sales IQ widget hide
📈 Activity Timeline (live)
Every Save from the drawer logs here. Last 20 changes shown.
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🛠️ Behind the scenes — how this was built
Based on the two Joel + Fabian meetings on 06/05/2026, this whole surface was built overnight in one sprint — Sheet, Drive folder, 23 procedure docs, live URL, flowcharts. Roughly 3 hours of build time at the keyboard, not weeks of manual UI clicks.
Why this matters: it's the same machinery you and I can use together going forward. Anything you'd normally click through in Zoho/M365 admin UIs, we sit at terminal and push through APIs. Hours collapse to minutes. You stay the architect — design decisions are yours. I'm just the keyboard for execution.
| Step | What happened | How |
|---|---|---|
| 1 | 2 Joel meetings recorded on PLAUD (97 + 101 min, 641 segments total) | PLAUD MCP |
| 2 | Both transcripts extracted (~100KB combined) | PLAUD API + JSON parse |
| 3 | Gemini 2.5 Pro 1M context — structured extraction (10 decisions · 17 actions · 4 forms · 8 modules · 4 risks) | Gemini API |
| 4 | Lean 6-tab Sheet built (Actions/Sit-Downs/Decisions/Forms/Procedures/Research) — 59 rows, all from extraction | Sheets API |
| 5 | 23 documents auto-generated (11 procedures + 5 role docs + 5 daily routines + 2 meeting minutes) | Drive API |
| 6 | 9 flowcharts kept (drawio source) + new flowchart template + sync pipeline | drawio CLI + Python |
| 7 | URL built + deployed to Cloudflare Pages | wrangler pages deploy |
| 8 | Live progress flowchart wired to progress.json (60s polling) | Mermaid + JS |
| 9 | Telegram digest + morning brief delivered | Telegram Bot API + Drive |
Built by Fabian + Claude · 06/05/2026 evening · Source: 2 Joel meetings
⚡ Automation mode — Joel architects, Fabian + Claude execute
For TR-18 sprint items below, Joel can write a one-page spec → drop it in Drive → Fabian sits at terminal with Claude → API calls execute the build → result lands back in Drive. Cuts most of these tasks from hours to minutes. Joel reviews, signs off, moves to next.
| # | Task | Manual time | Terminal time | API used |
|---|---|---|---|---|
| 1 | WorkDrive top-level structure | ~30 min UI | ~30 sec | Zoho WorkDrive |
| 2 | Bulk-spawn folder per CRM Account | hours | ~2 min for 100+ records | WorkDrive + CRM |
| 3 | Zoho Inventory population from cleaned parts list | hours of typing | ~5 min for 500 items | Zoho Inventory |
| 4 | Master parts list cleanup + BO/BR/BS prefix scheme | hours of Excel | ~10 min | Claude classification |
| 5 | Email license rob's@ → info@ transfer | ~10 min M365 admin | ~5 min | Microsoft Graph |
| 6 | marketing@ status check | ~5 min admin | ~30 sec | Microsoft Graph |
| 7 | CRM duplicate audit + cleanup | days | ~2 hr | Zoho CRM |
| 8 | Architecture map (mermaid + drawio output) | 1-2 hr hand-draw | ~5 min from extraction | Claude generation |
| 9 | Sales process doc — first draft (3-4 pages) | 3+ hr writing | ~10 min draft | Claude synthesis |
| 10 | 4 forms (PLAUD Triage / Master Doc List / Product Catalog / Sales IQ Intake) | 1-2 hr each in UI | ~10 min each | Zoho Forms |
| 11 | Zoho Books chart-of-accounts + GST setup | hours | ~10 min | Zoho Books |
| 12 | PLAUD device pairing across team | per-device manual | scriptable | PLAUD MCP |
| 13 | TR-18 task creation in Zoho Projects | manual entry | ~1 min | Zoho Projects |
| 14 | Procedures + role docs first drafts | 30 min each | seconds (proven tonight) | Claude + Drive |
| 15 | Drive permission audit + cleanup | manual click-through | scripted | Drive |
| 16 | Email rule / auto-tag setup | per-rule in Outlook | scripted | Microsoft Graph |
The deal: Joel owns architecture, design decisions, sit-downs, stakeholder relationships, and final QA. Fabian + Claude take the manual UI work off the plate so Joel can focus on the parts only Joel can do.
Specs go in Drive → 04_SPECS folder (to be created tomorrow). Templates ready for: WorkDrive structure · Inventory import · Architecture map · Sales process · Forms × 4 · Email cleanup.