Email Management Protocols | Brad

Current operating status: Business-inbox checkpoints run weekdays at 10:00 AM, noon, 3:00 PM, and 5:00 PM Eastern. Confirmed-human acknowledgments may send only under the guarded Jenna policy. Substantive replies remain review-only drafts; cleanup, labels, quarantine, and destructive actions remain approval-gated.

Approved strategic direction • July 23, 2026

Dynamic Executive Inbox Operating System

The end state is an executive operator that continuously receives, understands, prioritizes, and advances Brad's business email. It combines deterministic safety controls with dynamic reasoning, complete-thread reconstruction, relationship awareness, opportunity research, and context-specific content selection.

Receive→Reconstruct thread→Classify sender + scenario→Research opportunity→Ack / draft / route / hygiene→Verify + track

Active now

Human response lane

Evaluate each incoming message using the complete thread, Sent Mail, Drafts, and relevant Calendar context.
Confirm the sender is human before any acknowledgment.
Send the approved Jenna acknowledgment when applicable, with waiting-window and duplicate checks.
Create short, tailored Jenna drafts for substantive follow-up; never send them automatically.
Use tentative executive-assistant language without inventing Brad's interest, availability, commitments, pricing, or decisions.

Dynamic intelligence

Opportunity handling

Identify referrals, introductions, strategic relationships, prospects, partnerships, speaking, podcast, vendor, and networking opportunities.
Research the person, company, relationship history, and prior exchanges when appropriate.
Select only relevant approved assets: Outsource Access material, AutomateDelegate.com, podcast episodes, YouTube videos, Brad resources, Summer's route, or scheduling links.
Make the response materially more useful than a generic acknowledgment, as demonstrated by the Shawn/Chip referral workflow.
Maintain an open-loop record until the introduction, meeting, document, handoff, or decision is truly complete.

Activation policy required

Inbox hygiene

Category	Target action
Newsletter / promotion	Categorize, collect unsubscribe candidates, and apply approved cleanup rules.
Clearly automated	No human acknowledgment; archive or label under the activated policy.
High-confidence spam	Eligible for automatic move to Trash only after a separate policy is approved, with proof and recovery window.
Suspicious or uncertain	Quarantine and alert Brad; do not risk deleting a legitimate relationship or opportunity.

Review-first

Brad's review experience

Substantive drafts are consolidated into two recommended review windows: noon and 5:00 PM Eastern.

Sender and subject
Why the message matters
Recommended action and unresolved decision
Draft link and included resources
Acknowledgment status and duplicate proof

Brad may later grant scenario-specific autonomous-send authority. Blanket substantive-send authority is not assumed.

Read-only discovery underway

Six-month learning program

Sterling is studying business Inbox and Sent Mail from January 23 through July 23, 2026 to recover actual response patterns, relationships, introduction flows, opportunity types, scheduling behavior, marketing assets, follow-up cadence, newsletters, automated mail, and suspicious-message signatures. Findings will be converted into evidence-backed scenario rules and an authority matrix before broader automation is activated.

Safety boundary: the study is read-only. It does not send, label, unsubscribe, archive, trash, or delete email.

Approved

Authority Level B

Auto-acknowledge only. Sterling may send a narrow, low-risk acknowledgment for a qualifying human email. Anything substantive, strategic, financial, legal, customer-sensitive, or commitment-making requires Brad's approval.

Graduation path: prove B first, then Brad may advance Sterling to C (routine handling) and later D (full EA mode with exceptions).

Current guarded policy

Identity and timing

Outbound acknowledgments appear as Jenna, not Sterling.
Use Brad's business Gmail and the full verified Jenna signature.
At an authorized scheduled checkpoint, send the neutral acknowledgment immediately after every classifier, away-state, duplicate, thread-state, signature, and policy gate passes. The former 20–30-minute delay is retired.
Skip the acknowledgment if Brad, Jenna, Sterling, or Summer already acknowledged the thread, or a substantive answer is ready.

Human only

Direct emails asking for action, referral/introduction, active client/prospect/vendor thread, or a directly addressed multi-party conversation.

Reply all

For referrals, introductions, and active multi-party threads, include every visible recipient. If BCC context is unclear, escalate.

No automation

Newsletters, marketing blasts, receipts, system/noreply mail, vendor drips, social alerts, and promotional bulk mail.

Future design target — not the current checkpoint schedule

Proposed 15-minute inbox loop

Scan business Gmail→Scan personal overlap→De-duplicate / thread check→Classify + label→Ack / draft / route / ignore→Ledger + proof

Search in:anywhere, not just Inbox. Inspect Sent, Spam, calendar artifacts, meeting reports, and prior holding replies.
Check whether a response already exists in the prior 24 hours.
Classify owner: Sterling, Brad, Summer/Sales, Finance, Jenna human-only, family/Cindy, Marketing/Podcast, or FYI/archive.
Apply the narrow acknowledgment rule only when the dedicated guarded workflow and every classification, thread, duplicate, away-state, signature, and policy gate pass.
Create an explicit follow-up record for every promise or waiting item.
Escalate exceptions rather than guessing.

Brad requested a 15-minute checking cadence today. The recovered older diagram showed 30 minutes and an older migrated job was hourly. The 15-minute cadence should supersede those only after the activation plan is approved.

Recovered taxonomy; live Gmail mutations need approval

Label and ownership taxonomy

Label / Queue	Use	Owner / Next action
Action Required	Anything needing response, decision, invite action, document approval, or execution.	Route to a sublabel/owner.
Brad Owner	Personal judgment, strategic relationship, unclear routing, high-value decision.	Brad decision prompt.
Jenna / Sterling Owner	EA can handle under protocol or prepare for approval.	Acknowledge, draft, track.
Sales for Follow Up	VA opportunity, referral, prospect, proposal, sales process.	Summer-only, Brad-only, or Hybrid.
Waiting for Response	A promised action or outbound message is awaiting reply.	Follow-up ledger with next-check date.
Scheduling	Meeting, podcast, event, personal/calendar coordination.	Check Calendar and routing authority.
Payments to Make	Invoices, renewals, payment requests, proof/receipt needed.	Finance/Brad; never pay autonomously.
Legal & Contracts	DocuSign, agreements, legal deadlines, compliance.	Urgent Brad/legal review.
Google Docs	Access requests, comments, shared-file action.	Resolve or request approval, archive only after closure.
YPO / EO	Needs & Leads, strategic members, events, forums.	High relationship sensitivity; show Brad.
Family / School / House / Medical	Personal Gmail and family overlap.	Brad/Cindy or Jenna human-only.
Travel Info	Flights, hotels, conferences, vacation, OOO needs.	Calendar/away-aware workflow.
FYI / Archive	No action, no expected reply.	Archive candidate; no acknowledgment.

Approved decision tree

Referral, introduction, and sales routing

Path	When	Action
Summer-only	Standard VA opportunity; Summer should own discovery, role scoping, pricing, and process. Brad meeting should not be implied.	Route to Summer immediately, provide OA overview and Summer link.
Brad-only	Brad wants the call personally; strategic network/referrer, YPO/EO, enterprise, important relationship.	Reply all and offer Brad's Google Meet link. Manual coordination if needed.
Hybrid	Summer should run the sales process, but the relationship is strategic enough for Brad to connect personally.	Message 1 routes to Summer + OA overview. Message 2 separately offers Brad's link.
Custom / Ask Brad	Vendor, private equity, unclear value, sensitive relationship, BCC ambiguity, or unusual commitment.	No automatic scheduling language. Ask Brad which route applies.

Decision prompt: “Do you want to handle this personally, route to Summer, or use blended Brad + Summer?”

Editable Gmail-ready library

Email templates

Use the navigation menu above like a website menu: select a family to see that group, or open its arrow to choose one exact template by full name.

Showing all templates

Library tools and backup

Import backup Approved deployed version loaded

Edits save on this device. Export or import only when you need a portable backup.

Shared content

Reusable Gmail content modules

Edit these once. Every template with the matching inclusion checkbox automatically updates its final preview and copied email.

About Outsource Access Referral module

Jenna signature boundary Gmail module

Relevant Custom Materials Evidence-qualified

Research the recipient and select one to three genuinely relevant podcast, website, or approved attachment assets. Podcast inventory has first priority; website inventory has second priority. Omit the block when confidence is not high.

Approved operating architecture • September 5, 2026

Relevant Custom Materials

This is a conditional personalization block for relationship-driven email. It turns verified recipient context into a short, useful set of direct resources instead of adding a generic marketing list. The Shawn Hunter introduction from Chip Dodd is the reference pattern.

Verify the person→Define the email intent→Search asset inventory→Score relevance→Validate links/files→Insert or omit

Default footprint: enabled conditionally in 20 of 35 templates. Inclusion never means automatic use; weak evidence requires removing the block.

Standard language

Email block format

Relevant Custom Materials Based on [verified recipient, company, role, industry, relationship, or current need], I pulled a few resources that may be especially relevant: • [Direct podcast episode title and link] — [one concise sentence explaining the specific relevance]. • [Direct Outsource Access or approved Brad-project website resource] — [one concise sentence explaining the specific relevance]. • [Optional approved attachment and filename] — [why the file adds unique value beyond the links].

Use one to three total items. Rewrite the lead-in naturally for the thread; do not expose placeholders or internal scoring.

Priority order

Source hierarchy

Priority	Source	Rule
1	Brad’s podcast inventory	Search direct public episodes first for industry, role, problem, outcome, or relationship fit.
2	Outsource Access and approved Brad-project websites	Use direct pages—not homepages—when they explain the exact process, case study, capability, dashboard, or current project. AutomateDelegate.com may be used when current-project context is relevant.
3	Approved attachments	Add only when a verified file contributes specific value that the links do not provide.

No filler: source priority never overrides relevance. If no podcast episode is a strong match, move to website resources; if nothing is strong, omit the block.

Research and selection rules

1. Identity evidence

Confirm full name, company, email domain, role, and relationship source.
Use the full Gmail thread, prior exchanges, company website, and approved internal records.
Do not infer needs solely from a job title.

2. Match evidence

Identify the email’s actual purpose: referral, introduction, partnership, reconnect, sales need, media, or follow-up.
Match assets to verified industry, function, stated challenge, desired outcome, or shared relationship.
Prefer client stories and episodes with concrete overlap.

3. Final qualification

Select only one to three items.
Use direct canonical destinations and verify each immediately before drafting.
Write one recipient-specific relevance sentence per item.
Remove duplicates, generic links, unsupported claims, and stale assets.

Scoring gate

Dimension	Points
Direct industry/problem/outcome match	0–3
Relationship and email-intent fit	0–3
Approved provenance and public availability	0–2
Current, non-duplicative, useful format	0–2

Use threshold: 7/10. A lower-scoring item is omitted. At least one item must pass for the block to appear.

Attachment gate

Allowed only for introductions, referrals, partnerships, proposals, or follow-ups where the file is materially relevant.
Verify the exact source, owner, version, filename, file type, and recipient-safe contents.
Prefer a Drive or approved public link unless the recipient specifically benefits from receiving the file.
Never attach confidential, client-restricted, draft, suspicious, or unverified files.
The attachment and final email remain draft-only until Brad approves the exact recipient, subject, body, and file.

Default template eligibility

Family	Default	Eligible situations
Core Replies	Off	Acknowledgment and internal-routing messages stay concise.
Referrals & Sales	On for 6 of 7	Summer-only, Summer + Brad, Brad-only, post-handoff, post-call, and partner-program messages. Introduction acknowledgment remains off.
Networks & Introductions	On for 6 of 6	Reconnects, introductions, YPO MicroForum, and member-welcome relationship emails.
Scheduling & Events	Off	Routine booking and logistics should not become marketing messages.
Clients & Follow-Up	On for 5 of 7	Delayed, receipt, second, close/revisit, and 30-day follow-up. Client-issue notices remain off.
Media & Opportunities	On for 3 of 6	Strategic review, client invitation, and thought-leader invitation. Asset requests, preparation, and day-of logistics remain off.
Finance & Guarded	Off	Financial messages remain narrow and transaction-specific.

Introduction and referral placement

Thank the introducer and preserve recipient routing.
Move the introducer to BCC only when the thread or Brad’s instruction supports it.
State the specific reason the two people should connect.
Provide the approved Brad and/or Summer scheduling route.
Insert Relevant Custom Materials after the relationship context and before the closing.
Mention any attachment explicitly by name and purpose.

Brad current-work reference

This is related but distinct from the evidence-matched materials block. When appropriate, use:

Automate & Delegate — Brad’s current project helping small businesses scale through artificial intelligence, offshore staff, and mindset.
Brad’s Latest Activities & Updates — the current page for people who want a broader view of what Brad is building and doing.

Include these only when the relationship benefits from broader Brad context; do not force them into transactional messages.

Reference case

Shawn Hunter / Chip Dodd precedent

The successful pattern combined a relationship-aware reconnect with interactive Outsource Access resources and podcast episodes matched to Shawn’s verified technology and business-development needs. It included the cybersecurity client story, a sales-result episode, and a sales/AI conversation—each with a short explanation of why it fit. That evidence-driven structure is now the standard.

Quality standard: personalization is not inserting a first name into generic copy. It is selecting fewer, better assets whose relevance can be explained from verified evidence.

Verified Gmail + Calendar history

Historical Jenna formula examples

Calendar records correct the names and timing: Kelly Roach (not Kelley Roche), June 25, 2026, 2:00–2:30 PM ET; Blake Erickson, June 15, 2026, 3:00–3:30 PM ET.

Kelly Roach example — sent May 8, 2026

Subject: Re: Kelly Meet Brad #Introduction
Reply-all: Charles Byrd, Kelly Roach, Alessandra Rosales

Hi there, This is Jenna, assisting Brad. Charles, thank you for the thoughtful introduction! Kelly, it's a pleasure to meet you. Brad would love to connect. For ease, please find a time using Brad's Calendar Link: https://calendly.com/bstevens/30min-googlemeet If you have any difficulties, please let me know and we can schedule something manually as well. I'm going to drop a little bit of information about Outsource Access as well as some notable links to Brad's socials! Brad looks forward to connecting :) Take care, Jenna [Brad social, podcast, bio, speaking, book, company, and full OA overview blocks followed.]

Open verified Gmail message

Blake Erickson example — sent May 3, 2026

Subject: Re: Intro Brad x Blake
Reply-all: Blake Erickson and Colby Taylor

Hi there, This is Jenna, assisting Brad. Colby, thank you so much for the introduction. Blake, it's a pleasure to meet you. Brad would love to connect. For ease, please use Brad's Calendar Link to find a time that works best: https://calendly.com/bstevens/30min-googlemeet If you have any specific availability, please let me know and I'd be happy to coordinate manually. I will drop a little bit of information about Outsource Access below! Enjoy connecting with Brad :) [Full About Outsource Access differentiator and resource blocks followed.] Take care, Jenna

Open verified Gmail message

Formula recovered: thank the referrer by name → warmly welcome the introduced person → state Brad's intent to connect → provide Calendly + manual fallback → add context-specific OA/Brad resources → Jenna signature → reply all.

Recovered Google Docs

June 25 follow-up package and six-email draft set

These are the exact Google Docs Brad remembered from the Kelly Roach timeframe:

Kelly Roach — Post-Call Follow-Up Package: call summary, Jenna follow-up, Brad double-opt-in introduction draft, contact profile, commitments, and source notes.
Post-Call Follow-Up Drafts — Six Calls: Blake Erickson, Genevieve Bos, Dr. Kirk Adams, Chris Baden + Andre Riveroy, Jeff Civillico, and Christen Bartley.
Sterling Email Response Operating Model: scenario map, Authority B rules, templates, and unresolved approval decisions.
Jenna / Kelsey-Solane knowledge base: historical human-EA source material and canonical operational context.

Clarification: the six related follow-ups were stored together in one consolidated Google Doc, not six separate documents. Kelly's deeper package is a separate document.

Follow-up ledger

Every open loop needs: source account, thread link, person/company, category, owner, waiting on, last action, next-check date, escalation date/channel, status, and closure proof.

Situation	Cadence
Important sent email	3 business days
Sales sequence	3 days → 3 days → 5 days → 30-day nurture
Brad-only referral	5-day check
Scheduling request	Escalate after 24 business hours
Prepayment	End of day → next morning
Payment due today	Same day / TODAY priority

Opportunity completeness test

Do not equate “replied” with “resolved.” Search the full chain:

Referral→Ack→Routing→Calendar→Meeting notes→Proposal / next step→Closure proof

Meeting summaries from Read AI, Gemini, Tactiq, and Calendly count as evidence.
Holding messages such as “we'll follow up” remain open.
Custom proposals and explicit meeting requests are urgent/high value.
Use P0 for money/security/legal exposure; P1 for clients/opportunities; P2 for low-risk reminders.

Human-only lane

What stays with Jenna

Phone execution

Calls, voicemail callbacks, vendor support, medical/house/school scheduling, payment support, or identity verification.

Sensitive relationships

Personal, family, medical, financial, white-glove referrals, negotiation, persuasion, and live nuance.

Access constraints

Portals or actions Sterling should not automate, blocked platforms, and tasks requiring human verification.

Sterling's job before handoff: collect source/context, identify phone/contact and deadline, draft a call script, define desired outcome and guardrails, assign priority, and require closure proof.

Retained capacity model: approximately 20 Jenna hours/month, about 5 hours/week, focused on human-only execution rather than routine triage.

Recommended target architecture

Sterling-led agent operating model

Sterling remains the single Brad-facing orchestrator. The recurring system is not a group of permanently running personalities. In Hermes, a recurring job starts a fresh, isolated agent session on each run; durable behavior comes from the recurring schedule, self-contained prompt, loaded skills, and shared case ledger. Specialist subagents are created temporarily for a specific email or batch and then end after returning a structured result to Sterling.

Business collector→Personal collector→Sterling triage orchestrator→Temporary specialist→Review / approval→Live executor→Follow-up ledger

Plain-English answer: the recurring roles are persistent schedules plus persistent skills, not immortal subagents. The actual subagents are fresh, temporary workers with limited tools and only the context Sterling gives them.

Durable control plane

Skills: versioned procedures, scenario rules, exact templates, Brad/Jenna voice, routing logic, and verification checklists.
Case ledger: durable state outside the model: case ID, Gmail IDs, account, thread, owner, classification, commitments, dates, risk, approval state, and proof.
Recurring jobs: independent fresh sessions with self-contained prompts, pinned skills, restricted toolsets, and explicit delivery behavior.
Sterling: resolves conflicts, approves agent handoffs, speaks to Brad, and owns final quality.
Proof store: classification evidence, draft version, approval record, Gmail Sent/Draft proof, and closure evidence.

Business and personal separation

Business Gmail	Personal Gmail
Clients, prospects, OA referrals, staff, vendors, contracts, invoices, EO/YPO, speaking and podcast opportunities.	Family, school, household, medical, personal finance, travel, community, plus business messages that landed in the wrong account.
Default organization lanes: Brad, Summer/Sales, Finance, Legal, Marketing/Podcast, Jenna human-only.	Default lanes: Brad, Cindy/family, Jenna human-only, Finance/security, business-overlap handoff.
May enrich from Calendar and meeting artifacts.	Cross-account lookup is allowed only when needed to close context; personal content stays compartmentalized.

Never combine both inboxes into one unrestricted context dump. Normalize only the minimum evidence needed for the case.

Recommended recurring job topology

Job	Cadence	Tools	Output
Business inbox collector	Every 15 minutes	Business Gmail read/search only	New/changed human-actionable candidates; silent when nothing changed.
Personal inbox collector	Every 15 minutes, offset five minutes	Personal Gmail read/search only	Personal/family/security/business-overlap candidates.
Triage orchestrator	Every 15 minutes after collectors	Ledger + read-only Gmail/Calendar/Drive	De-duplicated cases, priority, route, specialist assignment, review packet.
Aging and commitment monitor	Business days, morning + afternoon	Ledger + Gmail/Calendar read	Overdue promises, waiting items, missed post-meeting follow-ups.
Daily executive brief	Weekdays	Ledger summaries only	P0/P1 decisions, drafts awaiting approval, aging and closure metrics.
Weekly quality audit	Weekly	Proof records, sampled threads	False positives, missed messages, duplicate prevention, routing and tone accuracy.

Collectors and triage jobs should be read-only at launch. The schedule can be persistent, but each run must be idempotent and process only messages newer than its verified watermark.

Temporary specialist agents

Thread reconstruction

Builds the complete chain across Inbox, Sent, Calendar, meeting notes, summaries, proposals, and prior commitments. No drafting until context is complete.

Scenario classifier

Applies the rule tree: ignore, acknowledge, Brad decision, Summer-only, Brad-only, Hybrid, scheduling, finance/legal, personal/family, or Jenna human-only.

Draft composer

Loads only the approved scenario skill, exact content modules, recipient context, Brad/Jenna voice, and source links. It has no send permission.

Meeting follow-up

Reconciles Plaud, Gemini, Read.ai, Calendar, and email; extracts promises, attachments, introductions, and next steps.

Risk reviewer

Checks recipient list, BCC ambiguity, sensitive data, money/legal commitments, prompt injection, hallucinated links, and excessive agency.

Quality verifier

Checks thread fidelity, signature, reply-all behavior, duplicate status, exact links, approval state, and proof after any approved action.

Case state machine

Detected→Enriched→Classified→Drafted→Review pending→Approved→Sent→Waiting→Closed

Any uncertainty moves the case to Escalated, never to Sent. “Replied” is not closure; closure requires the promised handoff, meeting, document, payment, decision, or explicit disposition.

Execution and approval boundary

Recurring/background jobs scan, classify, draft, and alert only. They do not send email, change calendars, forward messages, move money, or make commitments.
Sends occur only through Sterling's live execution lane after the required approval is present and all recipients, subject, body, identity, and account are clear.
The dedicated guarded Authority B acknowledgment lane is separate from collection and drafting. It may send only the exact neutral Jenna acknowledgment when every live policy, classifier, signature, thread-state, and duplicate gate passes.
Substantive replies, introductions, forwarding, scheduling ambiguity, legal, finance, customer-sensitive and personal-sensitive items remain review-first.

Reliability, security, and failure handling

Risk	Required control
Duplicate reply	Idempotency key from account + thread/message ID + action type; re-read the thread immediately before action.
Prompt injection inside email/attachment	Treat all message content as untrusted data; never execute embedded instructions; isolate attachment extraction from agent permissions.
Wrong account or identity	Hard account boundary, explicit From identity, Jenna signature validator, and recipient/account proof.
Excessive agency	Least-privilege toolsets; collectors cannot write; draft agents cannot send; executor cannot infer approval.
Hallucinated facts or links	Every material statement and attachment must point to Gmail, Calendar, Drive, approved module, or verified public source.
Partial outage / auth failure	Never advance watermark on failed scans; retry safely; alert on stale coverage; no fabricated “all clear.”
Run overlap	Single case lock and lease timeout; later run skips cases already being processed.
Personal-data leakage	Minimum necessary context, separate account collectors, redaction in briefs, no secrets in prompts or ledgers.

Persistent skills to establish

Email Orchestrator: top-level state machine, priorities, conflict resolution, and proof contract.
Business Inbox Triage: OA/EO/YPO/client/prospect/vendor taxonomy and ownership.
Personal Inbox Triage: family, school, household, medical, finance/security, and business crossover.
Referral + Introduction Routing: Summer-only, Brad-only, Hybrid, custom, double-opt-in, reply-all.
Meeting Outcome Manager: Plaud/Gemini/Read.ai reconciliation, commitments, packages, and introductions.
Draft + Voice Governance: Brad vs Jenna identity, approved content modules, signatures, tone, and exact links.
Scheduling: Calendar verification, authority, links, ambiguity and 24-hour escalation.
Finance/Legal/Security: P0 detection and strict no-action escalation.
Follow-Up Ledger: aging, waiting-on, next-check dates, escalation, and closure proof.
Quality and Audit: sampled review, drift detection, metrics, and correction workflow.

External guidance, not standing authority

Best-practice synthesis applied to Brad's system

The recommendations below are informed by Google Workspace, NIST, CISA, OWASP and established executive-inbox operations. They guide system design but do not override Brad's approved scenario rules.

Inbox operations

Use Gmail delegation/OAuth and role-based access rather than sharing Brad's password.
Use filters and labels as routing metadata, not as proof a case is complete.
Separate triage, decision, execution, and audit so no single agent silently controls the whole lifecycle.
Prioritize by consequence and commitment, not unread count or inbox position.
Maintain one owner and one next action per open case.
Use quiet automation: no alert when nothing changed; immediate alert only for true P0/P1 conditions.

Security and trust

Use least privilege, strong MFA/passkeys, unique credentials, and delegated access.
Maintain SPF, DKIM and DMARC for outbound-domain integrity.
Treat email bodies, links, signatures and attachments as untrusted inputs capable of prompt injection.
Minimize retained personal data and restrict cross-account visibility.
Log every consequential model recommendation, approval, action and outcome.
Continuously measure false positives, misses, unsafe drafts, duplicate actions and drift.

Recommended service levels

Priority	Examples	Target
P0	Account compromise, wire/payment risk, legal deadline today, customer crisis, personal safety/medical urgency.	Immediate alert; no autonomous action.
P1	Strategic opportunity, client escalation, warm referral, meeting within 24 hours, overdue commitment.	Classify within 15 minutes; draft/escalate within one business hour.
P2	Routine scheduling, vendor follow-up, ordinary action request, family logistics.	Same business day; aging record if unresolved.
P3	FYI, newsletters, marketing, receipts, low-value automated notices.	Label/archive/report only; no human interruption.

These SLAs are recommendations for activation review, not yet Brad-approved standing policy.

Quality metrics

Metric	Why it matters
Human-actionable recall	Percentage of real human/action messages detected.
Classification precision	Percentage routed to the correct owner/scenario.
Duplicate-action rate	Must approach zero.
Time to first classification / draft	Measures responsiveness without forcing unsafe sends.
Open-loop aging	Shows promises and opportunities at risk.
Approval edit distance	How much Brad changes drafts; primary signal for skill improvement.
Closure rate	Cases truly completed, not merely acknowledged.
Security exceptions	Prompt injection, sensitive-data exposure, wrong-recipient, or excessive-agency events.

External references

Google: delegate and collaborate on email
Google: Gmail filters and rules
Google Workspace: DKIM setup
NIST AI Risk Management Framework and NIST Generative AI Profile
OWASP Top 10 for LLM and GenAI applications: prompt injection, sensitive information disclosure, improper output handling and excessive agency.
CISA: recognize and report phishing and strong-account practices.
Hermes scheduled tasks, subagent delegation, and skills system.

Next build phase

Required skills

Email EA operations umbrella
Referral and introduction routing
Follow-up ledger and aging
Personal inbox operations
Calendar and scheduling operations
Finance/vendor urgency
Podcast/webinar workflow
Command Center case routing
Jenna human-only handoff
Brad/Jenna voice and template governance

Do not activate silently

Activation gates

Scope both business and personal Gmail through separate collectors and separate privacy boundaries.
Confirm live Gmail labels may be applied automatically.
Confirm the final low-risk auto-ack categories; referrals still default to review.
Use Command Center as the canonical case, ownership, follow-up, and closure destination.
Keep money, legal, calendar commitments, customer-sensitive decisions, and substantive sends approval-gated.
Test with a dry-run batch, then a narrow live pilot with proof.

No system was activated by publishing this page. Live sending and recurring inbox automation require a separate controlled activation decision.

Recommended staged launch

Phase	Scope	Success proof
1. Dry run	15-minute scan; classify and recommend only.	Zero missed human messages; no false auto-acks.
2. Labels + ledger	Apply approved labels and maintain aging queue.	Every open loop has owner and next check.
3. Authority B pilot	General human acknowledgments only, immediately after every guarded checkpoint gate passes.	Sent proof, no duplicates, correct Jenna signature.
4. Referral review queue	Cloudflare drafts for Summer/Brad/Hybrid decisions.	Brad approves or edits one scenario at a time.
5. Graduate authority	Only categories Brad explicitly advances to C/D.	Measured response lag, routing accuracy, and closed loops.

Source hierarchy and conflicts resolved

Brad's one-by-one decisions override broad earlier proposals.
Current tactical skill and decision log are the source for Authority B, Jenna identity, timing, qualification, reply-all, and routing.
Gmail Sent and Calendar establish the Kelly Roach and Blake Erickson precedents.
EA mapping documents preserve labels, ledger fields, human-only work, and proposed buildout.
Older Sterling-signed templates and draft-only blanket rules are superseded where Brad later approved Jenna-branded low-risk acknowledgments.

Reconstruction date: July 16, 2026. Credentials and private source material were excluded.