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
01  ·  The map

Sources to Stewart's brain.

We are currently testing how to capture content from Stewart's WhatsApp and his AI chats (ChatGPT, Claude, Grok, Gemini) so they feed into the same flow.

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02  ·  The three phases

Where we are. Where we are going.

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
03  ·  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
Arkhe Gym · Mind Body holder
Holds Mind Body credentials and Arkhe access. Grants 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.