08 · Operations

Run the system

Day-2 reality. Who owns what, what’s deployed where, and where to look when something breaks at 02:00.

Health Sentinel

Liveness pings

Cron-based health probes hit /health on the VPS every 5 min. Failure alerts to #ops-alerts Slack. Owner: Farid.

n8n Cloud

Scheduler dashboard

happenventures workspace. 16 active ClawBot workflows + ~30 non-ClawBot. Watch Executions tab for red rows.

Airtable interface

Approval UI

task_queue_sales and robin_tasks each have a dedicated review interface. Reviewers expected within 4 working hours.

Bot fleet

20 bots · only 3 wired to ClawBot

Bot Settings (tblRiSakPTB4cVJSr) defines all 20. The other 17 are surfaced through Robin / R3 or direct human use.

Sales_Assistant
ClawBot
Universal base for all 16 ClawBot playbooks. Outbound drafting.
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Account Manager
ClawBot
TQ-01 Growth/VIP + RB-01 Customer Rebooking. Account-tier aware.
rec6eSuFKk5IRyYHj
Lead Generator
ClawBot
COLD playbooks (Facilities, Sustainability, Procurement) + Stale Contacts.
recQYgx9XiXdH2cZh
Robin
Ops
Operational task orchestrator. Routes inbound triage.
robin_tasks
R3
Ops
Sub-orchestrator under Robin. Specialized task chains.
robin_tasks
Paloma
Domain
Customer support specialist.
support
Olivia
Domain
Onboarding flows.
onboarding
CFO_David
Finance
Finance summaries · QuickBooks data.
qbo
Finance_Frank
Finance
Day-to-day bookkeeping support.
qbo
CMO
Marketing
Campaign + content planning.
marketing
Chief of Staff
Exec
Executive coordination + agenda.
exec
Operations_Morgan
Ops
Internal operations triage.
ops
Systems
Eng
Infra + automation questions.
eng
Client Portal
Customer
Customer-facing portal assistant.
portal
Junk_Jacob
Filter
Inbox de-noiser · spam triage.
filter
+ 5 more
Skeleton
Defined in Bot Settings but not yet referenced by any workflow.
tblRiSakPTB4cVJSr
Guardrails

48+ global rules · all bots

🚫
Inbox Rules
DNC + suppression checks · recent-contact windows · auto-reply detection · loop prevention.
✍️
Content
No claims about pricing without source · tone calibrated per channel · no emoji on cold outbound.
🙋
Human Required
Any reply containing legal / refund / cancellation language escalates to human, never auto-respond.
📊
Communication Limits
Max N touches per contact per N days · channel-specific throttling · time-zone respect.
🧼
Data Hygiene
Required-field validation before send · null-name handling · canonicalize phone + email.
🪜
Escalation
Priorities 1-5. Priority 1 (Critical) intercepts halt the send; Priority 5 (Catch-all) only logs.
Owners

Who to ping

AreaOwnerBackupEscalation
ClawBot worker · VPSFaridRafaelJess (business impact)
n8n workflowsFaridJessRafael
Airtable SSOTFaridJessRafael
HubSpot CRMJessSalesRafael
ClawBot playbooks · salesJess—Rafael
ClawBot playbooks · coldDannyJessRafael
Robin / R3 opsFarid—Rafael
Bot Settings + GuardrailsFaridRafaelJess
Lower priority · awaiting confirmation

Discovery backlog

Four follow-ups parked after closing brief §4.6. Each is read-only or doc-only — held until Jess/Rafael green-light the sequence.

pending Secrets doc

Capture new PAT + 4 app IDs

Append new Airtable PAT (2026-05-25) and the 4 additional bases (R3, HV Hub, GMC, AI Hub) to 08_secrets.md. Fix typo pat48itazycrB33W.

pending Hub v2 discovery

Continue steps 3–8

Resume hub-v2-discovery.md from step 3 through 8. Steps 1–2 already closed; remaining steps document ECS service topology + IAM.

pending Worker probes

4 read-only checks

Execute 4 non-mutating probes against 187.77.29.73:8788 — /health, /version, auth challenge, latency baseline. No state changes.

pending SSOT reconciliation

17 vs 16 Suppression links

Reconcile mismatch on recXbj3ykSg5Tqw9v (Suppression_List): SSOT shows 17 inbound references, registry only enumerates 16. One orphan to identify.

Why parked: All four are non-urgent and need explicit go-ahead before consuming reviewer cycles. Owner once unblocked: Farid for probes + SSOT, Jess for secrets doc, Rafael for hub-v2.