Clief Notes · Weekly Comp #4

Diana's Agency OS

A five-specialist AI operating system for a boutique Austin real estate team. No new software. Operational in a day.

5 ICM Specialists English + Spanish native back_to routing Shared handoff contract

ArchitectureThe Five Specialists

🔀
Orchestrator
00_orchestrator/
Front door. Every request starts here. Assigns the case ID, detects language, routes to the right specialist.
🎯
Lead Qualifier
01_lead_qualifier/
First contact. Captures intent, budget, timeline. Produces a structured lead card. Works in English or Spanish.
🏘️
Property Research
02_property_research/
Comps, neighborhood brief, listing prep. Feeds context directly into the communication specialist's next draft.
✉️
Client Communication
03_client_communication/
Writes in Diana's voice — or Sara's, or Marcus's. English or Spanish from scratch. Never translated. Bilingual is first-class, not an add-on.
📋
Transaction Coordinator
04_transaction_coordinator/
Active deals. Deadlines. Documents. Flags risks and stalled conditions. Nothing falls through.

How it movesRequest Flow

00_orchestrator → 01_lead_qualifier → 03_client_communication
→ placeholder ↓
02_property_research → 03_client_communication → 04_transaction_coordinator

↩ back_to: any specialist can route work back when a deal stalls — lender delay, inspection issue, re-qualification

What's differentDesign Decisions

One shared contract — HANDOFF_SCHEMA.md
Every specialist reads and writes the same envelope. The schema lives in one root file referenced by all five folders. It cannot drift. A new team member opens any folder and the handoff format is identical — no interpretation needed.
The back_to field — because deals don't move linearly
Every handoff envelope carries a back_to field. A lender delay in transaction coordination routes back to client communication. A stalled showing routes back to research. The return path is decided at the handoff — not improvised when a deal hits a wall. This is how real estate actually works.
Bilingual is protocol, not a feature
40% of Austin's first-time buyers speak Spanish at home. The language field is set at intake and follows the case through every handoff. The client communication specialist writes in Spanish natively — not translated. The lead qualifier qualifies in Spanish. Diana's team stops losing Spanish-speaking buyers at the first email.

Why bilingual matters in Austin

Austin's residential market includes a large first-time buyer population where Spanish is the primary home language. Most AI real estate tools treat Spanish as an afterthought — a translation toggle. This system treats it as first-class: language: es is set at intake, follows every handoff, and drives native Spanish drafts from the communication specialist. Diana's team handles more buyers, with less communication lag, without Diana reading every draft.

The ContractWhat Every Handoff Looks Like

case_id: DIANA-20260516-007
from: 01_lead_qualifier
to: 03_client_communication
back_to: 01_lead_qualifier # if timeline shifts, re-qualify
status: active
language: es # set at intake, never changes
priority: normal

## What I Know
First-time buyer, pre-approved $420k, 60-day timeline, East Austin preferred.

## What I Don't Know
School district priority? HOA tolerance? Flexibility on timeline?

## Risks I Flagged
Pre-approval expires in 45 days. Tight window if multiple showings needed.

## My Deliverable
Lead card filed. Intro email needed in Spanish. Use Sara's voice — warm, reassuring.

Getting StartedOperational in a Day

1
Open the repo in Claude
Clone or download the repo. Open Claude, start a new project, and add the agency-system/ folder as context. Read README.md first.
2
One project per specialist
Create five Claude projects — one per folder. Each project loads its own identity.md, rules.md, and examples.md. The orchestrator is your entry point.
3
Run the test prompt
Open the orchestrator project. Paste the test prompt from the README. Watch it route a new buyer inquiry from intake to a draft intro email — the full loop in under 5 minutes.
4
Teach the team
Every specialist folder has an examples file with 3 real scenarios. Diana can onboard Sara and Marcus by walking through these — each session is under an hour.
5
Run a live deal
The system is ready. First real handoff envelope goes into 01_lead_qualifier. From here Diana just moves work — the architecture handles the rest.