Stewart OS · Operations Architecture

How data flows into Stewart's brain.

The working map for Monica, Courtney, and Asmal Digital. Built from our 15 May call. Where data comes from, how it moves, where it lives, and who owns each piece.

15 May 2026 Monica · Courtney · Muhammad Live document · updates as we go
01  ·  Where we are right now

Manual workflow, daily cadence, foundation being laid.

We are intentionally manual for the first stretch so we get the workflow right before we automate. Courtney runs the daily ingestion. Monica covers the gap. Shaji handles the OneDrive to Google Drive sync underneath. By next Monday the staging structure is live and the first round of files is processed.

Sync cadence
Daily, manual
5pm Dubai check by Courtney, second pass by Monica
OneDrive to Drive
Sync broken
Renames in OneDrive not reflecting. Shaji actioning.
Fireflies to Manus
Live
Connector set up on the call. Courtney can query team meetings.
Slack migration
Awaiting Stewart
Team approved unanimously. Monica confirming go-ahead.
02  ·  The map

Sources to Stewart's brain.

Every node is real. Connections show how data actually moves. Colour shows status.

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ChatGPT · Claude · Grok · Gemini"]:::pending GR["Granola Meetings"]:::wip FF["Team Fireflies"]:::live MN["Team Manus Chats"]:::wip MB["Mind Body / ARC"]:::blocked EF["Existing Files
PDF · video · audio · YouTube"]:::wip end subgraph SYNC[" "] direction TB SYNC_TITLE[" SYNC "]:::sectionTitle MI["Manual Ingestion
5pm Dubai · Courtney"]:::live OD["OneDrive → Drive Sync
Shaji"]:::wip CL["Claude Summariser"]:::wip MFF["Manus + Fireflies"]:::live N8["n8n Automations
Shaji"]:::wip end subgraph STORAGE[" "] direction TB STO_TITLE[" STORAGE "]:::sectionTitle ST["Staging Folder"]:::wip GD["Google Drive Root
8-folder structure"]:::live SMS["SM Senior Folder
Restricted"]:::live PUB["Public Folder"]:::live BP["Buddy Pro Brain
Indexed retrieval"]:::wip end subgraph OUTPUT[" "] direction TB OUT_TITLE[" OUTPUT "]:::sectionTitle TG["Stewart AI Telegram
Stewart's interface"]:::live DD["Daily KPI Digest
7am Dubai"]:::blocked MA["Manus Agent
Stewart's voice → email"]:::live SK["Skills Layer"]:::wip SL["Team Slack"]:::wip end WA --> MI AIC --> CL GR --> CL FF --> MFF MN --> MI MB --> N8 EF --> MI MI --> ST OD --> GD CL --> SMS MFF --> SMS N8 --> BP ST --> SMS ST --> PUB SMS --> BP PUB --> BP GD --> BP BP --> TG BP --> DD BP --> MA BP --> SK TG -.-> SL classDef sectionTitle fill:#0A1628,stroke:#06B6D4,color:#06B6D4,font-weight:700,font-size:13px classDef live fill:#DCFCE7,stroke:#16A34A,stroke-width:2px,color:#0A1628 classDef wip fill:#FEF3C7,stroke:#F59E0B,stroke-width:2px,color:#0A1628 classDef blocked fill:#FEE2E2,stroke:#EF4444,stroke-width:2px,color:#0A1628 classDef pending fill:#F1F5F9,stroke:#94A3B8,stroke-width:2px,color:#0A1628
Live · running today
In progress · this week
Pending · awaiting decision
Blocked · awaiting access
03  ·  The three phases

Where we are. Where we are going.

Cadence ramps up as we prove each step. Monica's ask was clear: do not stay manual forever.

Now · Phase 01

Manual

Daily, 5pm Dubai
  • Courtney processes new files into staging by 5pm
  • Manual review and routing to SM Senior or Public
  • Monica covers the gap six hours later
  • Workflow gets validated before we automate
Target · Phase 03

Every 2 Hours

Fully automated
  • All sources pulling on a 2-hour cycle
  • Mind Body daily digest live to Stewart
  • Threshold alerts (revenue drops, cancellations) outside the digest
  • Monica and Courtney back to high-value work
04  ·  Who owns what

Six people. No overlap.

Clear ownership so nothing falls between us.

Person
Owns
Delivers
Muhammad
Asmal Digital · Architecture
Architecture, automation design, briefs Shaji on what to build, validates the workflow before it gets automated.
Architecture map (this page), automation specs, weekly check-ins with Monica.
Courtney
Stewart team · File operator
Daily file ingestion, naming convention, Buddy Pro uploads, Manus + Fireflies workspace, OneDrive cleanup.
5pm Dubai daily processing, Monday folder structure ready, weekly Fireflies digest.
Monica
Stewart team · EA · Coordinator
Team coordination, Slack migration owner, chasing Mind Body access, second-pass cover for Courtney's daily processing.
Stewart sign-off on Slack, Mind Body access from Dragan, six-hour-gap file review.
Shaji
Stewart team · Infrastructure
n8n automations, OneDrive to Google Drive sync, the three flows (Oura, daily digest, Jess tracker), Drive storage capacity.
Sync fix, n8n flows operational, storage report to Muhammad.
Dragan + Shani
Arkhe Gym · Mind Body holders
Hold Mind Body credentials and ARC access. Grant read-only API access for the daily digest.
Mind Body API key + site ID to Muhammad once Monica chases.
Stewart Sr
CEO · Source + Approver
Source of conversations, decides which AI chats get captured, final say on Slack migration timing, sets digest thresholds.
Slack go-ahead, chat selection list, KPI threshold lines, naming convention sign-off.
05  ·  This week

By Monday 18 May. What lands. What's blocked.

Monday Milestones

What we ship by 18 May
  • Drive folder structure organisedCourtney
  • All existing files processed into stagingCourtney
  • OneDrive to Drive sync fixedShaji
  • Stewart sign-off on Slack migrationMonica
  • Architecture map live (this page)Muhammad
  • Mind Body access request to DraganMonica

Access Gaps

What's still blocked, waiting on whom
  • Mind Body: site ID + API key + read scopesDragan / Shani
  • Stewart's AI chat selection: which chats to pull, which to excludeStewart
  • Manus collaboration: each person on own account, no shared ownership yetStewart
  • Drive storage capacity: linked account + free space unknownShaji
  • Slack mobile login: workaround for Courtney's phoneCourtney