| AIO edge-node operations | Tracks the clean AIO Ops Mac edge node, Hermes profiles, and prompt-only OpenClaw watcher readiness. | PHO Architects | Contracted | Client visible | Metric client-visible | AIO Ops Orchestrator, AIO Systems Monitor | Prompted checks plus operator review | AIO Ops Mac and four Hermes agents smoke-test cleanly before PHO workflow rollout | Manual setup and health-check time avoided per operator review | Integration in progress | AIO Ops Orchestrator |
| Client-safe status reporting | Turns workflow health, tickets, and edge-node events into client-safe PHO progress summaries. | PHO Architects | Contracted | Client visible | Metric client-visible | AIO Client Ops Analyst | Monthly plus requested updates | Client-ready report draft with clear risks, wins, and next actions | Manual reporting hours avoided per client update | Planned | AIO Client Ops Analyst |
| Approval-gated remediation runbooks | Keeps fixes, scripts, and workflow changes behind explicit approval before client-impacting actions. | PHO Architects | Contracted | Internal only | Metric hidden | AIO Remediation Builder | Manual/approval gated | No client-impacting action runs without recorded approval | Runbook execution time avoided per approved fix | Planned | AIO Remediation Builder |
| 01 Intake | New lead captured, project brief created, fit/risk summary and missing-info list prepared. | PHO Architects | Contracted | Client visible | Metric client-visible | PHO Project Command, PHO Project Knowledge | When a new lead/project request arrives | Lead/intake note with owner, address, scope, risks, and missing facts | Manual project coordination/review time avoided per run while preserving Daniel approval gates | Operating spec | Project Command + Project Knowledge |
| 02 Proposal and fee workflow | Build fee breakdown before proposal text; draft scope, assumptions, and Daniel approval request before any client send. | PHO Architects | Contracted | Client visible | Metric client-visible | PHO Project Command | Per proposal request | Proposal draft and fee worksheet ready for Daniel approval; no client send without approval | Proposal preparation and review time avoided per approved proposal draft | Operating spec | Project Command |
| 03 Project setup | Create PHO project note, Dropbox folder checklist, source index, kickoff brief, and required _Proposal folder convention. | PHO Architects | Contracted | Client visible | Metric client-visible | PHO Project Knowledge | When project is accepted or activated | Project source-of-truth folder/note established with approved storage paths | Manual folder/project setup time avoided per new project | Operating spec | Project Knowledge |
| 04 Design and iterations | Track design options, meeting notes, decisions, feedback, and approval log through schematic/design development cycles. | PHO Architects | Contracted | Client visible | Metric client-visible | PHO Project Knowledge, PHO Project Command | Every design cycle / meeting | Decision log and feedback tracker updated without inventing facts | Manual note consolidation time avoided per design cycle | Operating spec | Project Knowledge + Project Command |
| 05 Consultant coordination | Track consultants, deliverables, deadlines, missing items, and draft follow-up language for Daniel approval. | PHO Architects | Contracted | Client visible | Metric client-visible | PHO Delivery & Coordination | Every 30 min Gmail/project signal review plus Daniel-scoped tasks | Consultant tracker flags who owes what by when and what needs approval | Manual inbox/tracker review time avoided per watcher run | Live pilot | Delivery & Coordination |
| 06 Permit set | Compile and track permit set readiness, QC list, submission package status, and consultant inputs. | PHO Architects | Contracted | Client visible | Metric client-visible | PHO Delivery & Coordination | During permit package prep | Permit set checklist clearly shows ready/missing/blocking items | Manual permit readiness review time avoided per package | Operating spec | Delivery & Coordination |
| 07 Permit review and revisions | Watch AHJ/permit/revision signals, maintain comment matrix, revision log, and resubmission checklist. | PHO Architects | Contracted | Client visible | Metric client-visible | PHO Delivery & Coordination | Every 30 min Gmail permit/AHJ watcher | Permit/revision tracker updated and alerts routed to #pho-permits-consultants | Manual permit inbox scan and tracker update time avoided per run | Live pilot | Delivery & Coordination |
| 08 Closeout | Track final deliverables, permits/approvals, consultant deliverables, as-builts, punch list, photography, lessons learned, and final invoice prompt. | PHO Architects | Contracted | Client visible | Metric client-visible | PHO Project Command, PHO Project Knowledge | At closeout phase | Closeout checklist and archive index completed for Daniel review | Manual closeout checklist and archive review time avoided | Operating spec | Project Command + Project Knowledge |
| Daily command brief and email draft review | Morning review of actionable PHO emails/context and draft-only Gmail replies plus an internal review packet for Daniel. | PHO Architects | Contracted | Client visible | Metric client-visible | PHO Project Command | Daily 8:00 AM | Context-specific Gmail drafts and review packet created, never sent automatically | Manual email triage and first-draft time avoided per morning run | Live scheduled | Project Command |
| Meeting notes processor | Convert Google Meet/Gemini and Fireflies meeting captures into summaries, decisions, tasks, and tracker candidates. | PHO Architects | Contracted | Client visible | Metric client-visible | PHO Project Knowledge, PHO Project Command | After meeting notes/transcripts appear | Meeting decisions/tasks are summarized and queued for approval before tracker changes | Manual meeting note cleanup and task extraction time avoided | Live pilot | Project Knowledge + Project Command |
| Project file/source watcher | Watch approved Dropbox/Drive project folders for source changes, new files, missing files, and stable file indexes. | PHO Architects | Contracted | Client visible | Metric client-visible | PHO Project Knowledge | Every 30 min for approved pilot folders | File index/context status stays current for 26008 / 546 46th | Manual file index review time avoided per watcher run | Live pilot | Project Knowledge |
| Site and measurement workflow | Create field checklists, site summaries, measurement logs, and missing-measurement prompts from photos/drawings/as-builts. | PHO Architects | Contracted | Client visible | Metric client-visible | PHO Project Knowledge | When site/photo/as-built sources change | Site measurement log and field checklist updated for Daniel review | Manual site documentation prep time avoided per update | Live pilot | Project Knowledge |
| Slack notification routing | Route workflow notifications through the default Slack-connected gateway to avoid multi-agent Slack socket conflicts. | PHO Architects | Contracted | Internal only | Metric hidden | PHO Workflow Orchestrator | On workflow output / scheduled alerts | Approvals, permits, blockers, briefs, and weekly status land in the right PHO Slack channels | Avoided manual forwarding and duplicate Slack socket failures | Operating | Default Hermes gateway |