Team Onboarding Guide
The agency
that runs.
Everything your team needs to start using AgencyOS from Day 1 — how it works, how to use it, and how to get the most from it.
01The Situation
Everything lives
in one person's head.
A boutique agency running 60–80 transactions a year operates through interruptions, memory, texting, and heroics. The systems that exist are duct tape.
"The lead from Monday is still waiting. The inspection amendment expires tomorrow. My newest agent Slacks me at 11pm asking which document goes where."
The problem AgencyOS was built to solve
This is not a technology problem. It is an operational memory problem. When knowledge lives in one person, that person becomes the bottleneck — and everything stops when they stop.
02The System
A team that runs
in parallel with yours.
Seven AI specialists, each owning one part of your workflow. Together they form the operational layer that keeps every lead, deal, and client from falling through the cracks.
The Orchestrator
00 — Front Door · Routes Every Request
Every request starts here. Nothing gets lost between inboxes. Initializes every case and routes it to the specialist who can answer it.
The Lead Qualifier
01 — Inquiry → Structured Profile
First contact within the hour. Every new prospect gets a structured response before the day is out — with an emotional read of who they are, not just what they want.
The Property Researcher
02 — Interpretation, Not Data
Before every showing, the agent knows the comps, the hidden risks, and the neighborhood. A brief that reads like a colleague's notes — not a spreadsheet.
The Client Communicator
03 — Drafted In The Agent's Voice
The anxious first-time buyer and the analytical investor get different emails — automatically. Drafts in the agent's own voice, calibrated to who is on the other end of the message.
The Transaction Coordinator
04 — Mission Control For Active Deals
Every deadline tracked. 72-hour and 24-hour alerts. No amendment expires unnoticed, no contingency drifts past its date without someone being told first.
The Daily Deal Desk
05 — Situational Awareness · Decision Queue
Every morning, one document answers the only question that matters: what needs attention today? Reads from every other specialist's state.
03The Agency File
One source of truth.
Every client and every deal has a single Agency File — a structured record that every specialist reads before acting and updates after acting.
It holds everything: the lead profile, the client's emotional state, property research findings, the full communication history, every transaction deadline, document status, and live risk flags.
When a new agent joins the team, they don't ask Diana what's happening on a deal. They open the file.
→Client profile
Budget, timeline, financing, preferred areas, constraints, communication style.
→Emotional profile
Client type, confidence level, anxiety, responsiveness, reassurance needed.
→Transaction state
All deadlines, all documents, all parties, risk flags, next human action.
→Communication log
Last touch, next touch due, health status, sentiment.
04The Morning Brief
This is what Monday
morning looks like.
Every morning before 9am, the Daily Deal Desk scans all active Agency Files and produces one document.
Urgent
Requires action today.
Garcia / Barton Springs
Financing contingency · Deadline tomorrow
Lender has not issued commitment letter. Last contact: three days ago.
Agent — call loan officer before noon. If no confirmation by 3pm, Diana needs to decide on an extension request.
Morales / Travis Heights
Inspection amendment · Response due 5pm
Amendment submitted two days ago. No response from listing agent.
Agent — call listing agent immediately. If no response by 3pm, escalate to Diana. Option period expires tomorrow.
§
Attention
Monitor — may escalate.
Webb / Active buyer
Last contact: 2 days ago
Hot buyer, pre-approved, hard July 1 relocation deadline.
Agent — check in today.
Johnson Family / Bouldin
Offer submitted · Awaiting seller
Offer submitted yesterday. Awaiting seller response.
Agent — monitor through end of day.
§
In Progress
Healthy — no action needed.
Patel / Dawson Rd
Under contract · Closing June 5
All documents current. Closing disclosure expected from lender June 2. On track.
§
Diana's Queue
Decisions only she can make.
Garcia / Barton Springs
Decision needed by 3pm today
If lender cannot confirm commitment letter by 3pm: extend contingency window, or advise buyers of risk.
Morales / Travis Heights
Decision needed by 3pm today
If listing agent unresponsive by 3pm: request a 48-hour option extension, or proceed as scheduled.
§
Pipeline
Snapshot at 06:00.
The brief replaced the morning standup.
05How to Use It
Three things you'll
do most often.
AgencyOS works from natural language. Describe the situation. The right specialist handles it.
01New lead arrives
"New buyer lead — Marcus Webb, Zillow inquiry. 4/3 in Barton Hills, $900k budget, 60-day timeline. Phone number: 512-555-0142."
→ Orchestrator creates a case, lead qualifier profiles the client, a first follow-up draft comes back ready for your review.
02Research brief needed
"Research 2847 Barton Springs Rd for the Garcia family. Showing Thursday. Two kids, schools and commute are their top priorities. Budget ceiling $950k."
→ Research specialist produces an interpreted brief — comps, hidden risks, negotiation leverage, emotional fit — before the showing.
03Morning operational review
"Generate the daily brief. Active cases: Garcia under contract closing June 12, Webb hot buyer last contacted 2 days ago, Patel clean closing June 5."
→ Daily deal desk produces the full brief — URGENT through STALE ALERTS — with Diana's decision queue populated.
06Connected Intelligence
Gets smarter
when connected.
AgencyOS connects to the tools your team already uses — Gmail, Google Calendar, your transaction software — and synthesizes them into a single operational picture. Not another dashboard with more data. One document that tells every agent exactly where to focus, every morning.
Gmail
Reads actual email threads before drafting communications. Detects stale leads from real gaps, not logged dates.
Google Calendar
Cross-references every contractual deadline against your actual calendar. Surfaces today's showings and closings with exact times.
Web App (Q3 2026)
Native connectors to Follow Up Boss, Dotloop, DocuSign, and MLS feeds. The tools real estate teams actually use.
To connect: Open Claude.ai → Settings → Integrations → Connect Gmail and Google Calendar with your team's Google account. Two minutes. The specialists detect the connection and adapt automatically.
07Getting Started
Operational in
one week.
Three steps to get your team live. The system is designed to be taught in a day, not a semester.
01
Set up your Claude Project
Open claude.ai → Projects → New Project. Name it AgencyOS. Upload all files from the repo maintaining the folder structure. The seven specialists activate automatically — no additional setup required.
02
Run your first session
Open the JUDGE_GUIDE.md file in the repo and paste one of the four test prompts. Watch the orchestrator route the request, see the specialist respond, and get a complete output in real time. This is your proof of concept before the team is trained.
03
Connect your tools
Link Gmail and Google Calendar in Claude.ai Settings → Integrations. From this point forward, the specialists read your actual email threads and calendar when acting. The daily brief begins surfacing live data rather than manually logged state.
→Update the case state after anything significant
Every client interaction, every lender call, every document received — update the relevant fields in the Agency File. The morning brief is only accurate if the files are current. This takes 2–3 minutes. It saves you from answering "what's the status on this?" twelve times a week.