AI Operating System

Diana Calloway Real Estate

Enter leads, check the pipeline, manage the system. Everything runs through Claude.

Path C — Manual entry

Enter a lead

For walk-ins, phone calls, open houses, and referrals. Fill in what you know, copy the output, and paste it into Claude Code with this project open. Claude handles the rest.


    

    
  







  

    
Pipeline

    
Check the pipeline

    
Every lead has a case file in _shared/cases/ — that's your database. No spreadsheet to sync. Ask Claude for any view you need.


    

      

        Summarise the pipeline
        
      

      

        Show me all active leads
        
      

      

        Which leads are CRITICAL or HIGH urgency?
        
      

      

        Show me Marcus's leads
        
      

      

        Which leads are under contract?
        
      

      

        Which nurture leads are due for a touch this week?
        
      

    


    

      How it works: Claude reads _shared/cases/ and returns a formatted summary on the spot. No spreadsheet setup needed — the case files are the database. Each file is updated automatically every time a lead moves through the system.
    


    

      
Daily team briefing

      
Every morning at 8am, Claude sends a briefing email to the whole team. No one has to ask for it.

      

        

          
Leads needing action

          CRITICAL or HIGH leads with no response in the past 24 hours.
        

        

          
Nurture touches due

          Long-game leads with a scheduled touch today or overdue.
        

        

          
Contract deadlines

          Option period ends, financing contingencies, and close dates in the next 7 days.
        

        

          
Overnight leads

          Any leads processed by the hourly routine that haven't been reviewed yet.
        

      

    

  







  

    
System map

    
What each folder does

    
Six specialists and two shared libraries. Every request enters through the orchestrator.


    

      
        

          Folder
          Role
          When to use it directly
        

      
      
        

          00_orchestrator Opus 4.7
          Reads any input, identifies source and urgency, routes to the right specialist.
          Every request — this is always the entry point.
        

        

          01_lead_qualifier Sonnet
          Scores leads on timeline, budget, motivation, and responsiveness. Creates the case file.
          Automatically after every new lead enters.
        

        

          02_property_research Sonnet
          Neighbourhood briefs, CMAs, showing prep, MLS flags.
          "Research [neighbourhood] for a buyer around $600k."
        

        

          03_client_communication Sonnet
          Drafts emails and texts in each agent's voice. Never sends autonomously.
          "Draft a follow-up from Marcus to Sarah Mitchell."
        

        

          04_transaction_coordinator Sonnet
          TREC checklist, option period alerts, deadline tracking.
          The moment a deal goes under contract.
        

        

          05_nurture_coordinator Sonnet
          Keeps not-ready leads warm for 12–24 months. Detects graduation signals.
          Automatically for any lead scored too early to act.
        

        

          _config/ Config
          team.md · team-standards.md · buyer and seller TREC checklists. Loaded by every specialist.
          Edit these files when team details change.
        

        

          _shared/ Shared
          voices/ — one profile per agent. cases/ — one file per lead or deal.
          Update voices/ when an agent's communication style changes.
        

      
    

  







  

    
Setup

    
Getting started

    
Claude guides you through every step. You do not need to configure anything manually — type the command and follow the prompts.


    

      

        
1

        

          
Download the project

          
Download or clone the agency-system repo to your computer. Open the folder in Claude Code as your project.

        

      

      

        
2

        

          
Start onboarding

          
Type start onboarding in Claude Code. Claude walks you through 6 steps: Gmail shared inbox, Google Drive folder, team configuration, agent voice profiles, Cloud Routine setup, and a test run.

        

      

      

        
3

        

          
Complete each step in order

          
Claude checks each step before moving to the next. When all 6 pass, the system status flips to OPERATIONAL and the hourly routine begins.

        

      

      

        
4

        

          
Send a test lead

          
Forward a test email to your leads@ inbox. Claude processes it, creates a case file in _shared/cases/, and writes a draft response into the assigned agent's Gmail drafts. When it works, you're live.

        

      

    

  







  

    
Maintenance

    
Keeping the system current

    
Most maintenance is editing a single markdown file. Changes take effect immediately — no restart needed.


    

      One system, shared by the team. Do not download a separate copy of the project for each team member — case files and config live in one place. New team members get access by being added to the shared Claude team account. To make any change below, open Claude Code with this project loaded and describe what you need. Claude rewrites the file.
    


    

      

        
Update an agent's voice

        
Use when communication style has shifted — new sign-off, different tone, phrases to avoid.

        "Update Marcus's voice profile — he's started [describe change]. Rewrite his voice file."
      

      

        
Update team details

        
Use for role changes, assignment rule updates, or contact detail corrections.

        "Update our team config — Jordan is now handling buyer leads independently. Update _config/team.md."
      

      

        
Add a new agent

        
Describe the person — Claude adds them to the team config and creates their voice profile.

        "We've hired [name], [role]. Their style is [describe]. Add them to the system."
      

      

        
Update our standards

        
Use when Diana's quality rules evolve. Changes here ripple through every specialist.

        "Update our team standards — Diana's new rule: [describe it]. Rewrite _config/team-standards.md."
      

      

        
Adjust the daily briefing

        
Change what the 8am email includes, who receives it, or how it's structured.

        "Update the daily briefing routine — [describe change, e.g. also flag leads with no case file update in 48h]."