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👥 Contacts
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🙎♀️ Ara — Customer Service & Sales Assistant
Master Switch (all channels)
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When OFF, Ara skips every poll cycle on every channel. Hard kill switch.
Dry Run (all channels)
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When ON, intended outbound is logged but NOT sent. Flip OFF only after watching the activity feed.
Channels
iMessage LIVE ▾
Model:
—API base:
—Owner phone:
—Poll interval: —
xAI key: —
Last poll: —
Last inbound: —
Recent (would-be) sends: —
Reads
~/Library/Messages/chat.db every 30s · sends via Messages.app AppleScript (SMS-first, iMessage fallback).ManyChat (IG · FB Messenger) LIVE ▾
Inbound:
POST /webhook/manychatPublic URL:
stones-macbook-pro.tail41be58.ts.netTunnel: Tailscale Funnel (--bg)
Reply path: sync — response body
ManyChat's External Request action POSTs to the webhook above; Ara composes the reply in <9s and returns it in the JSON response (
{reply}). ManyChat's Response Mapping extracts reply and ships it via internal Send Message (bypasses Meta's IG 24h-window REST restriction). Tailscale Funnel runs as a background service — stable URL, no expiry.
LinkedIn DM (Playwright bot, dedicated profile) LIVE ▾
Bot:
linkedin_dm_bot.pyRunner: FieldApp companion thread
Cadence: every 5 min, Mon–Sat 8 AM–7 PM
Inbound:
POST /webhook/linkedinChrome profile: dedicated
LinkedInChromeMode:
dry_run=false (LIVE)
Playwright bot polls
Status: LIVE — Ara's replies are being sent. If LinkedIn shows a Captcha on the profile, the bot pauses on that cycle and logs
linkedin.com/messaging/?filter=unread every 5 min using a dedicated persistent Chrome profile (CDP-attach to main Chrome is dead on Chrome v136+ — DECISIONS.md). For each unread thread, scrapes context + a stand-down signal (last sender is Stone), POSTs to /webhook/linkedin, types Ara's reply via the LinkedIn composer. Runs as a subprocess child of FieldApp (NOT a LaunchAgent — macOS TCC blocks launchd from ~/Desktop).Status: LIVE — Ara's replies are being sent. If LinkedIn shows a Captcha on the profile, the bot pauses on that cycle and logs
checkpoint_detected_on_unread_view; double-click LinkedIn DM Bot - Clear Captcha.command to clear it.
Telegram (Ara ⇄ Stone — private owner channel) LIVE ▾
Bot:
@StoneAraBotInbound:
getUpdates long-poll (pull)Transport: FieldApp pulls — no public URL needed
Outbound: Telegram Bot API
sendMessageOwner chat: captured (see
logs/telegram_state.json)Config:
scheduling_config.py → TELEGRAM_*
Ara's private back-and-forth channel with Stone — completely separate from every customer thread. She pushes escalations, leads needing follow-up, and new bookings here, and Stone can talk back: ask about a lead, or tell her what to say to a customer and she drafts it with Send / Edit / Cancel buttons (nothing reaches a customer until Stone taps Send). Outbound is a plain Bot API call — no AppleScript, no Messages.app.
Status: LIVE — bot token set, owner chat captured, long-polling thread running (transport switched from push-webhook 2026-05-24 after the dropped close-deal tap, see DECISIONS.md #28). System tab health check tracks transport state.
Status: LIVE — bot token set, owner chat captured, long-polling thread running (transport switched from push-webhook 2026-05-24 after the dropped close-deal tap, see DECISIONS.md #28). System tab health check tracks transport state.
Voice (xAI Voice · phone calls) FUTURE ▾
Stone runs a separate AI voice receptionist today. When wired here, voice-Ara replaces it — same brain + training corpus across text and voice eliminates the FAQ-drift problem. Uses xAI's Grok Voice "Think Fast 1.0".
Email (blasts + reply handling) FUTURE ▾
Outbound email blasts (Apollo or HubSpot Marketing) plus inbound reply handling. Replies route to Ara's brain just like iMessage / IG DMs. Tooling TBD.
Audit log path:
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💰 Sales — Aging & Follow-up
🔴 Same-Day
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🟡 Aging
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🟢 Watch
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Open Total
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📝 SF Comment Field Generator
Use the house format: ACTIVE / SOLD / LOST. Output is copy-ready for the Salesforce Comment field.
ACTIVE -
📖 Sales Pipeline System Playbook
Reference docs live in
~/Documents/Claude/Projects/Scheduling Assistant/Sales Pipeline System/. Use the workflow names below when chatting with Claude.• Post-meeting debrief — runbooks/post-meeting-debrief.md
• Daily aging sweep — runbooks/daily-aging-sweep.md
• Inbound capture — runbooks/inbound-capture.md
• Aging rules — reference/aging-rules.md
• Customer index — reference/customer-index.md
• Comment / Chatter formats — formats/
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📊 Operations Dashboard
Appointments This Week
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Mon–Sun, from Calendar
# Sales
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Stage=Sold count (window)
# Customers (distinct): —
Sales (window)
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Sum Amount Stage=Sold (window)
REFERRAL Deals
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All-time direct-sale count
💰 Self-Gen Revenue (window)
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Gross contract $ you self-generated (Stage=Sold & Self-Gen?)
💵 Self-Gen Commission Earned (window)
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Your commission $ on self-gen deals (Amount × rate)
Window:
🫙 Pipeline Funnel
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Deal-to-Sale Conversion (All Time)
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IG Outbound Activity
Comments (as of now / today)
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Comments All-Time
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DMs (as of now / today)
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DMs All-Time
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Marketing Attribution — Phase 2
Per-flow bookings (ManyChat Fix / Welcome / Auto DM / Cold IG DM) will activate here once UTM tags are added to your Calendly links inside each ManyChat flow. Requires desktop login to ManyChat first — see MARKETING_DASHBOARD_SPEC.md for the 3-minute setup.
ManyChat Top-of-Funnel — Phase 2
Sends / clicks / CTR per flow will populate here once the ManyChat API token is added to
scheduling_config.py. You have Pro tier so the API is available — generate a token in ManyChat Settings → API on your phone when convenient.
📅 Automation Schedule
🤖 Central Bot Schedule
Change time / days / on-off for any bot, then Save All. 🟢 sessions are fired by FieldApp now; ⚪ sessions still run via LaunchAgents until retired (saving still records their schedule).
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FieldApp — Always On
Claude — Scheduled Tasks (data jobs)
🤖 Bots
checking…
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Comments Today
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Comments All-Time
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DMs Today
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DMs All-Time
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Realtor Contacts
Facebook Bots ▾
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Instagram Bots ▾
LinkedIn Bots ▾
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Wellness Bot ▾
Protects 2 wellness blocks per week after appointments load:
• ❄️ Contrast Therapy — 90 min at NordicOnNine (2899 Rt 9W, Ste 100, New Windsor NY). Thursday evening preferred, Wednesday evening fallback. Walk-ins, no booking required. nordiconnine.com.
• 💪 Wellness Block (PF) — up to 2 per week from {Wed, Fri, Sat} excluding the Contrast day. Picks the PF closest to that day's last appointment so your route is last appt → gym → home.
Re-runs every 15 min, reassesses when appointments change, sends a Telegram reminder the day-of each block.
• ❄️ Contrast Therapy — 90 min at NordicOnNine (2899 Rt 9W, Ste 100, New Windsor NY). Thursday evening preferred, Wednesday evening fallback. Walk-ins, no booking required. nordiconnine.com.
• 💪 Wellness Block (PF) — up to 2 per week from {Wed, Fri, Sat} excluding the Contrast day. Picks the PF closest to that day's last appointment so your route is last appt → gym → home.
Re-runs every 15 min, reassesses when appointments change, sends a Telegram reminder the day-of each block.
Pick your Gmail / personal calendar (NOT Exchange "Calendar")
Start time + duration (min)
This Week's Plan
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Bot replans every 15 min from your calendar. Contrast prefers Thu eve (Wed fallback). PF blocks pick the closest gym between today's last appointment and the next day's first.
⚙️ System Health
🩺 API & Capability Health
Probing…
Live probe of every service the app touches. Each row shows real-time status + how to fix.
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