Build Your AI Employee

I want you to help me build a personalized "AI Chief of Staff" system in this Cowork project. This is a daily assistant that knows how I work, keeps me prepped for every meeting, tracks what I need to do, and makes sure nothing falls through the cracks.

Before you build anything, onboard me first. Then I'll pick which modules I want and you'll set up only those.

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## STEP 0 — ONBOARD ME

Before creating any files, skills, or schedules, do two things:

**First**, check which connectors are active in this project. You need at minimum Gmail and Google Calendar. If either is missing, tell me and help me get them connected before we continue. Also check for Slack, Airtable, and Google Drive — note which are available since they'll affect which modules I can pick.

**Then**, run through the onboarding below. Present each section as interactive multiple-choice question cards — don't type out questions as plain text. Group related questions together. For open-ended questions (like name, email addresses, or brain dumps), use a single question card with a text input option. Wait for my answers before moving to the next section. Use my answers to configure everything that follows.

### About You
1. What's your name? (How I'll address you in briefings.)
2. What's your role in one line? (e.g., "I run a marketing consultancy" or "I'm a product manager at a mid-stage startup" or "I'm a freelance designer.")
3. What's your business or company name? (Used for naming your project files.)

### How You Communicate
4. What email address(es) do you use? (All of them — work, personal, any alias clients reply to.)
5. What calendar do you use? (Google Calendar, Outlook, etc.)
6. Do you use Slack? Want end-of-day summaries sent there? (If yes, I'll need your Slack user ID or display name.)
7. Any other channels where important messages reach you? (LinkedIn DMs, iMessage, a contact form, etc. I'll note these even if I can't pull from all of them automatically.)

### What You Want
8. Which modules do you want me to set up? Pick all that apply:

   **A) Daily Briefings** — Every morning I pull your email and calendar, summarize what matters, and prep you for the day. Optional mid-day and evening check-ins.

   **B) Meeting Prep** — Before every call or meeting, I write a brief: who they are, context from past interactions, talking points, and your goal for the meeting. (Works best paired with A.)

   **C) Task & Priority Tracking** — I maintain a daily checklist grouped by priority. Tasks carry forward automatically — nothing gets dropped.

   **D) CRM & Pipeline Tracking** — I set up a lightweight CRM to track contacts, deal stages, follow-ups, and revenue. Can live in Airtable, Google Sheets, or as a simple local file right in this project folder — no extra accounts required. Includes a visual pipeline dashboard.

   **E) Scheduled Sessions** — Automated daily touchpoints (morning briefing, mid-day check-in, evening wrap) that run on their own. (Requires module A.)

   You can always add modules later. Start with what feels useful now.

### Schedule Preferences (if you picked modules A, B, or E)
9. What's your timezone?
10. When do you want briefings? Defaults:
    - Morning (full pull): 7:00 AM
    - Mid-day (what changed): 12:00 PM
    - Evening (wrap + tomorrow prep): 6:00 PM
    - Want to adjust times, skip any, or start with just the morning one?
11. Weekdays only, or weekends too?

### CRM Preferences (only if you picked module D)
12. Where do you want your CRM?
    - **Local file** — A structured CSV right in this project folder. No extra accounts or connectors. I read and update it every session. Simplest option.
    - **Airtable** — Structured database, scales well, great for linked records and filtered views. Requires the Airtable connector.
    - **Google Sheets** — Simple, familiar, shareable. Works with the Google Drive connector.
    - **I already have one** — Tell me what you use and I'll connect to it.
13. What are your pipeline stages? (Default: New Lead → Contacted → Qualified → Proposal Sent → Negotiating → Active Client → On Hold → Lost. Want to customize?)
14. What contact types matter? (Default: Prospect, Client, Partner, Referral Source, Vendor.)

### Existing Context
15. Any active projects, key contacts, or ongoing work you want me to know about from the start? (Even a brain dump works — I'll structure it.)
16. Have a contact list or spreadsheet to import? (Optional.)

---

Once I have your answers, I'll show you exactly what I'm going to build. Nothing gets created until you confirm.

---

## STEP 1 — PROJECT IDENTITY (CLAUDE.md)

Using onboarding answers, create the project's CLAUDE.md. This is the most important file — every future session reads it automatically.

Include ALL of the following:
- **Framing**: This is [name]'s personal assistant workspace. It manages daily briefings, meeting prep, tasks, and context across sessions. Not a code repository.
- **First-session rule**: Every session reads `daily-handoff.md` FIRST. It's the system of record for what's in flight.
- **User profile**: Name, role, business name, timezone — everything from the About You and Communication sections.
- **Data sources**: ALL email addresses, calendar type, Slack user ID, CRM identifiers (if applicable), and any other connection details. No future session should ever need to ask.
- **Active modules**: List which modules are enabled so future sessions know what to run.
- **Schedule**: Briefing times and days (if applicable).
- **Tone**: Efficient, conversational, no fluff. Think "quick huddle with your chief of staff." Close every briefing with: *"Anything to flag? Texts, calls, or updates I should log?"*

Record every onboarding answer here. This file is how future sessions know the full configuration without scrolling back through the original conversation.

---

## STEP 2 — THE HANDOFF FILE

Create `daily-handoff.md` — the living document that carries context between sessions. Every session reads it first and updates it when done.

Structure (include sections for enabled modules only):

    # Daily Handoff
    **Last updated:** [date and time] — [Session Type]

    ## Today's Schedule
    [Calendar events with times, who's involved, and context]

    ## Meeting Prep Briefs
    [For each upcoming meeting: who, context, last interaction, talking points, goal]

    ## Priority Actions
    | Priority | Task | Status | Notes |
    |----------|------|--------|-------|
    | Critical | [task] | [status] | [context] |
    | High | [task] | [status] | [context] |

    ## Active Threads
    [Running context on ongoing conversations, projects, or commitments]

    ## Pending / Deferred
    [Items not yet actioned but must not be dropped]

    ## Flags from [Name]
    [Things flagged verbally, via text, or in conversation — carries forward until resolved]

    ## Notes for Next Session
    [Instructions or context for the next session to pick up]

### Handoff Rules (add to CLAUDE.md):
- Carry forward unresolved items. Never silently drop anything. If it wasn't resolved, it stays.
- Use absolute dates. Convert "Thursday" to the actual date so it stays accurate across sessions.
- Meeting Prep Briefs are highest priority — must be thorough enough to prep cold, 5 minutes before a call.

---

## STEP 3 — MODULE: DAILY BRIEFINGS (if selected)

Create a skill called `daily-briefing`:

1. **Pull sources in parallel** — Calendar (today + 5-day lookahead), Gmail (three parallel searches: inbox/primary last 7 days, sent mail from all addresses last 3 days, meeting signals like "accepted"/"confirmed"/"calendly" last 3 days).
2. **Cross-reference** — Flag conversations in email not reflected in CRM (if CRM module is active) or in the handoff's Active Threads.
3. **Deliver briefing**:
   - TODAY'S CALENDAR
   - ACTION REQUIRED TODAY
   - ACTIVE THREADS — STATUS
   - UPCOMING THIS WEEK
   - SIGNALS & GAPS (anything that needs attention but hasn't been flagged yet)
4. **Update all system files** — after delivering the briefing, update every active file:
   - `daily-handoff.md` — new timestamp, today's schedule, updated meeting prep briefs, priority actions, active threads, next session note
   - `daily-checklist.html` (if Task module active) — update the DATA object: **windows** = today's calendar events with times and names; **tasks** = all Priority Actions from the briefing, each with id, priority (critical/high/medium/track), title, context line, and tags
   - `pipeline-state.json` (if CRM module active) — reflect any new contacts, stage changes, or deal updates discovered in email or calendar
   - `contacts.csv` / CRM (if CRM module active) — add new contacts found in email; update Last Action Date and summary for existing contacts touched this session
5. **Close**: "Anything I missed? Flag texts or other activity and I'll log it."

### Operational rules (add to CLAUDE.md):
- Always pull Calendar, Gmail (and CRM if active) simultaneously — never sequentially.
- Run Gmail searches in parallel across all user email addresses.
- Contact matching: Some people reply from personal addresses — match by name, not just email.
- Delta reporting: Mid-day and evening sessions report what CHANGED, not the full picture again.
- Weekend/off-schedule runs: If today is Saturday or Sunday, frame the briefing as a week-ahead preview. Note that no business meetings are expected today unless the calendar says otherwise. Keep the tone lighter — this is a planning session, not a workday briefing.

---

## STEP 4 — MODULE: MEETING PREP (if selected)

This is either part of the daily-briefing skill or a standalone behavior. For every meeting on the calendar:

1. Look up the contact in the handoff's Active Threads (and CRM if active).
2. Search recent email for the latest exchange.
3. Write a prep brief:
   - **Who**: Name, company/role, how you know them
   - **Context**: Deal stage or project status (if applicable), last interaction, what was discussed
   - **Talking Points**: Based on context — what to bring up, what to ask
   - **Goal**: What a good outcome looks like for this meeting
4. Place briefs in the handoff's Meeting Prep section, ordered by meeting time.

These briefs should be thorough enough that you could walk into the meeting cold and sound prepared.

---

## STEP 5 — MODULE: TASK & PRIORITY TRACKING (if selected)

Create a `daily-checklist.html` file — an interactive, single-file HTML checklist:

- Tasks grouped by priority: **Critical → High → Medium → Track**
- Each task: title, one-line context, relevant tags (deadlines, dollar amounts, quick-win flags)
- "Today's Windows" section pulled from calendar gaps
- Checkboxes with localStorage persistence, date-keyed per day
- Clean, mobile-responsive design (checked on a phone between meetings)
- Single HTML file, no external dependencies except CDN-hosted Tailwind CSS
- READ-ONLY visualization — all task management happens through Claude sessions

Also maintain a simplified task table in the handoff under Priority Actions:
| Priority | Task | Status | Notes |

### Carry-forward rule (add to CLAUDE.md):
Morning sessions create the day's checklist fresh from the handoff. Incomplete tasks from yesterday carry forward automatically unless explicitly removed. Nothing gets silently dropped.

---

## STEP 6 — MODULE: CRM & PIPELINE (if selected)

### CRM Setup

Based on their CRM preference:

**Local file**: Create a `contacts.csv` in the project folder with columns: Name, Company, Email, Phone, Status (their pipeline stages), Contact Type, Priority (High/Med/Low), Source, Tags, Last Action Date, Last Action Summary, Next Follow-Up Date, Deal Value, Win Probability, Notes. Also create a `meetings.csv` with columns: Title, Date/Time, Type, Status, Related Contact, Agenda, Outcome/Next Steps, Meeting Link. These files live right in the workspace — Claude reads and writes them directly every session. No connectors needed.

Record file names and column structure in CLAUDE.md.

**Airtable**: Create a base called "[Business Name] - CRM" with three tables:
- **Contacts** — Same fields as local file above
- **Meetings** — Title, Date/Time, Type (Discovery/Follow-up/Proposal Review/Check-in/Workshop), Status (Scheduled/Completed/Cancelled/No-Show), Related Contact (linked), Agenda, Outcome/Next Steps, Meeting Link
- **Companies** — Name, Type (Lead/Client/Partner/Vendor), Status (Active/Inactive/Prospect), Website, Industry Tags, Notes

Record all Base and Table IDs in CLAUDE.md.

**Google Sheets**: Same structure as tabs in a single sheet. Data validation dropdowns, frozen headers, conditional formatting for overdue follow-ups.

Record Sheet URL and tab names in CLAUDE.md.

**Existing CRM**: Connect, map fields, note gaps.

### CRM Skill

Create a skill called `crm-operations`:
- Pre-map every table/sheet/file reference — no "which base?" or "which file?" questions ever.
- Natural-language commands: "Add contact: [Name], [Company]" / "Move [Name] to [Stage]" / "Had a call with [Name] about [Topic]" / "What's due this week?"
- Smart defaults: new contacts start at first pipeline stage, type Prospect, priority Medium.
- One command = one action, no back-and-forth.
- For local CSV: read the file, make the change, write it back. For Airtable: use MCP tools. For Google Sheets: use Drive tools.

### Pipeline Dashboard

Create `pipeline-dashboard.html` — a single-file HTML dashboard:
- Reads `pipeline-state.json` on load, auto-refreshes every 60 seconds
- Pipeline funnel: count and deal value per stage, color-coded
- Today's meetings: cards with time, contact, company, stage, goal
- Actions required: status indicators, overdue items highlighted
- Active threads: sorted by next follow-up, overdue flagged
- Pipeline health: overdue follow-ups, stale contacts, meetings this week, pending proposals
- Week ahead: upcoming meetings and follow-ups
- Single file, Tailwind CSS via CDN, mobile-responsive, light/dark toggle

Also create `pipeline-state.json` — structured data that powers the dashboard. Every session that changes pipeline data updates both the handoff AND this file.

### Pipeline in the Handoff

Add a "Pipeline by Stage" section to the handoff: deals grouped by stage with revenue and next action per deal.

---

## STEP 7 — SCHEDULED SESSIONS (if selected)

Using times from onboarding, create recurring scheduled tasks:

### Morning Briefing
Schedule: [user's morning time], [weekdays/daily]
Prompt: "Read daily-handoff.md first. Run the daily-briefing skill. Pull all sources in parallel. Deliver full briefing. Update all system files: daily-handoff.md, daily-checklist.html (if Task module active — populate windows from calendar and tasks from Priority Actions), pipeline-state.json and contacts.csv/CRM (if CRM module active). If today is a weekend, frame as a week-ahead preview."

### Mid-Day Check-In (optional)
Schedule: [user's mid-day time]
Prompt: "Read daily-handoff.md. Delta session — only report what changed since morning. Check Gmail and Calendar for updates. Refresh afternoon meeting preps. Update all system files: daily-handoff.md, daily-checklist.html (if tasks changed), pipeline-state.json and contacts.csv/CRM (if CRM data changed)."

### Evening Wrap (optional)
Schedule: [user's evening time]
Prompt: "Read daily-handoff.md. Compare planned vs. actual. Summarize completed, open, and slipped items. Prep tomorrow's briefs. Update all system files: daily-handoff.md (with next session notes), daily-checklist.html (mark completed tasks, carry forward incomplete), pipeline-state.json and contacts.csv/CRM (if anything changed). [If Slack enabled: Send Slack DM with 5-line summary.]"

---

## STEP 8 — SEED CONTEXT

Do two things to warm-start the system:

**Import data**: If the user shared contacts, deals, or context during onboarding:
1. Import contacts into CRM (if active) or add to Active Threads in the handoff.
2. Set follow-up dates where applicable.
3. Create meeting records for any scheduled calls mentioned.

**Seed memory**: Use the built-in memory system (auto-memory) to save key context from onboarding:
- User profile (role, business, communication style)
- Any contacts, projects, or decisions they mentioned
- Reference pointers (which CRM platform, which calendar, Slack details)

This ensures future sessions — even months later — have full context without the user repeating themselves.

---

## STEP 9 — VERIFY

1. Show CLAUDE.md for review — confirm all onboarding answers are recorded.
2. Show daily-handoff.md structure.
3. Confirm all selected modules are set up correctly.
4. If CRM active: confirm tables/sheets with correct fields and stages.
5. If scheduled sessions active: confirm all tasks registered at right times.
6. If dashboard active: open it and confirm it renders.
7. Run a test briefing so the user sees the system end-to-end.
8. Ask: "Want to adjust anything before we go live?"

---

## STEP 10 — ORIENTATION

After verification, explain the system in plain language. Tailor this to only the modules they chose:

"Here's how your system works:

- [If briefings] Every morning at [time], I pull your email and calendar and write a briefing into daily-handoff.md. Glance at it before your first call.
- [If mid-day] At mid-day, I check what changed and refresh the afternoon.
- [If evening] Every evening, I recap the day, prep tomorrow, and [send you a Slack summary / update the handoff].
- [If meeting prep] Before every meeting, you'll have a brief with context, talking points, and a goal. No more walking in cold.
- [If tasks] Your daily checklist carries forward automatically. If it's not done, it's still on the list.
- [If CRM] Your pipeline dashboard at pipeline-dashboard.html always reflects the latest state. Check it on your phone between meetings.
- The more we work together, the more context I build up. I learn your contacts, your preferences, and how you like things done.
- Anytime you want to talk, open this project. Tell me about a call, a text, a decision — I'll log it and update everything.
- Nothing gets dropped. If it's unresolved, it carries forward.

The magic phrase is: 'Log this.' Say it and I'll make sure it persists."