Email & SMS Move-In Reminders
Automated reminders to new tenants before and after move-in date
Impact / Value
~3h/wk saved
Last Maintained
— needs data
What It Does
Triggers on new tenant creation. Sends series of email + SMS covering move-in prep, access codes, and a post-move-in check-in. Reduces front-desk calls significantly.
Dependencies
- UnitHub or GHL new tenant trigger
- SMS provider connected in Zapier
Notifies team immediately when ACH payment fails
Last Maintained
— needs data
What It Does
Monitors payment processor for ACH rejections. Sends same-day alert to ops team so follow-up happens before the account becomes a delinquency issue.
Dependencies
- Payment processor webhook active
- Ops channel / alert method configured
Routes ACH failure to Jovi via WhatsApp for on-site reachability
Platform
Zapier · WhatsApp
Impact / Value
Real-time mobile alert
Last Maintained
— needs data
Depends On
ACH Alert trigger
What It Does
Sister automation to ACH alert. Specifically routes the failure to WhatsApp so it reaches Jovi or the ops lead on mobile — even if they're on-site at a property.
Dependencies
- ACH Failure Alert must fire first
- WhatsApp Business API connected
Automated daily ops summary — Hamshire TX (76% occ.)
Last Maintained
— needs data
What It Does
Pulls occupancy, move-ins, move-outs, and collection metrics for Hamshire TX daily. Formatted summary sent to Jovi and ops team each morning.
Dependencies
- UnitHub data feed for Hamshire
- Related: dailysale.vercel.app
Automated daily ops summary — Charlotte / Mt. Holly (54% occ.)
Last Maintained
— needs data
What It Does
Daily ops report for Charlotte / Mt. Holly. Property at 54% occupancy — report tracks improvement trends and flags anomalies that need attention.
Dependencies
- UnitHub / GHL data feeds for Charlotte
Auto-answers common tenant questions via Facebook Messenger
Impact / Value
24/7 response
Last Maintained
— needs data
What It Does
Responds to inbound FB Messenger with FAQ answers — pricing, availability, access hours, unit sizes. Escalates to human if question isn't matched.
Dependencies
- Facebook Business integration active
- GHL pipeline for escalations
Full rebuild with GHL sync, checkout pages, and Stripe payments
ClickUp Status
In Progress
Impact / Value
Self-serve rentals
Target Launch
— needs data
What It Does
Complete rebuild of UnitHub — bidirectional sync with GHL, self-service checkout pages, Stripe payment integration for online rental completion.
ClickUp Sub-tasks
- Stripe checkout pages
- UnitHub ↔ GHL bidirectional sync
Multi-step outreach for delinquent tenant accounts
ClickUp Status
In Progress
Impact / Value
↑ Collection rate
Target Launch
— needs data
What It Does
Day 1 email → Day 3 SMS → Day 7 call reminder → Day 14 formal notice. Automates the full delinquency follow-up sequence, reducing ~5h/week manual ops work.
Dependencies
- UnitHub delinquency trigger event
- GHL sequences configured
5-Star Reviews — Hamshire
Review request sent 7 days after move-in to happy tenants
Impact / Value
↑ Google reviews
Last Maintained
— needs data
What It Does
7 days after move-in, if no complaints or open tickets, sends friendly email + SMS asking for a Google review. Filters delinquent accounts automatically.
5-Star Reviews — Charlotte
Same review automation for Mt. Holly / Charlotte property
Impact / Value
↑ Charlotte reviews
Last Maintained
— needs data
What It Does
Same logic as Hamshire review automation configured for Charlotte. Separate workflow allows property-specific review links.
Scheduled Facebook content for Hamshire TX location
Impact / Value
Consistent presence
Last Maintained
— needs data
What It Does
Publishes pre-approved Facebook content on schedule for Hamshire — promotions, availability, local events, seasonal messaging.
Scheduled Facebook content for Mt. Holly / Charlotte location
Impact / Value
Market visibility
Last Maintained
— needs data
What It Does
Same scheduling as Hamshire but for Charlotte FB page. Market-specific offers focused on filling units — Charlotte currently at 54% occupancy.
Hamshire Business Scraping
Scrapes local businesses near Hamshire for B2B outreach
Last Maintained
— needs data
What It Does
Identifies local businesses (contractors, HVAC, plumbers) near Hamshire and feeds contact info into the outreach pipeline. Note: Charlotte equivalent is broken.
Charlotte Business Scraping Zap
⚠️ Broken since Feb 6 — B2B lead pipeline for Charlotte market
Impact When Fixed
B2B Charlotte leads
Last Maintained
Feb 6, 2026
Errors (30d)
All runs failing
Priority Fix
HIGH — 54% occ.
Fix Steps
- Check Zapier error log for failing step
- Compare config to working Hamshire version
- Verify data source still accessible
- Re-test end-to-end after fix
⚠️ Broken since Feb 6 — realtor referral pipeline for Charlotte
Impact When Fixed
Realtor referrals
Last Maintained
Feb 6, 2026
Errors (30d)
All runs failing
Likely Cause
Shared w/ Biz Zap
Fix Steps
- Likely same root cause as Charlotte Biz Zap
- Check shared API key / account credentials
- Verify realtor data source active
Auto-sends calendar link when tour or info is requested
Impact / Value
↑ Tour show rate
Last Maintained
— needs data
What It Does
When a prospect requests a tour via web form, FB, or GHL — automated reply sends calendar link and confirms the appointment once booked. 24/7 lead capture.
Financial / capital markets content for investor audience
Platform
Zapier · LinkedIn
Impact / Value
LP brand authority
Last Maintained
— needs data
What It Does
Generates / schedules LinkedIn posts with capital markets framing — targeting LP investors and accredited investor audience. Builds credibility ahead of fund raises.
FB Social Media AI Agent
NEWAI agent generates + posts Facebook content across all properties
Platform
Antigravity · Claude
ClickUp Status
To Do (next)
Target Launch
— needs data
AI Stack
Claude + Antigravity
What It Does (Planned)
AI-powered agent writes platform-native Facebook content for all properties. Claude drafts posts, Antigravity orchestrates, Facebook API publishes on schedule.
Weekly LinkedIn content brief — 3 ecosystem posts + Market Pulse. Emails Patrick, Kayla & Hussain every Mon & Thu 8 AM
Schedule
Mon & Thu 8:01 AM
Next Run
Thu Oct 1 8:02 AM
What It Does
Runs every Monday and Thursday at 8 AM. Reads last week's LinkedIn feedback and Kayla's scorecard, then generates 3 ecosystem-sourced post drafts plus a Market Pulse summary — emailed to Patrick, Kayla, and Hussain for review.
CMO / Marketing Agent (Supabase)
NEWPlanned AI CMO agent that generates marketing content from a Supabase pipeline fed by Zoom transcripts and business docs. ClickUp task To Do, unassigned.
Owner
Unassigned (Hussain / Kayla?)
Platform
Supabase · Claude
Monthly Cost (Est.)
— needs data
Est. Impact
Always-on content engine
Target Launch
— needs data
Errors (30d)
Planned — N/A
Depends On
Zoom → Drive · Second Brain
What It Does (Planned)
An AI marketing/CMO agent that drafts LinkedIn posts, newsletters, and investor content from a Supabase content pipeline. Upstream feed is the Zoom → Google Drive transcript automation (build spec for Hussain in Drive, Aug 2026) and the Second Brain / RAG System. Added to the ClickUp Automations List 8/14/26; no build activity yet.
Live LP portal — fund metrics, property performance, investor updates
Monthly Cost
$0 (Vercel free)
Impact / Value
LP transparency
Last Maintained
Active deploy
What It Does
Live investor portal showing fund-level performance metrics, per-property occupancy, capital deployed, and investor updates. Used by LPs and referenced in fundraising calls.
Live dashboard — occupancy, revenue, move-ins/outs per property
Impact / Value
~3h/wk — Jovi
Last Maintained
Active deploy
Run Frequency
Daily / live
What It Does
Per-property occupancy, revenue, move-in/out counts. Actively used by team daily. Production — no open issues.
Portfolio Overview Dashboard
NEWFund-level view across all properties and capital metrics
ClickUp Status
In Progress
Impact / Value
Fund-level visibility
Target Launch
— needs data
Audience
Patrick / Leadership
What It Does
Portfolio-level dashboard showing aggregate metrics across Hamshire, Charlotte, Catawba. Designed for Patrick and leadership for fund-level performance at a glance.
AI Fund Highlights Writer
NEWAI-drafted fund performance highlights for investor updates
Platform
Claude · Antigravity
ClickUp Status
In Progress
Impact / Value
~4h/mo — Kayla
Target Launch
— needs data
What It Does
Claude reads fund metrics and auto-drafts the monthly "Highlights" section of investor updates — occupancy trends, capital deployed, notable wins. Kayla reviews before send.
EOM Report AI Generator
NEWAI auto-drafts the End of Month report from property + financial data
Platform
Claude · Antigravity
ClickUp Status
In Progress
Est. Impact
~5h/mo — Patrick
Target Launch
— needs data
What It Does
Pulls property metrics (occupancy, revenue, move-ins/outs) and financial data monthly, then uses Claude to auto-draft the End of Month report. Patrick reviews and sends. Referenced in Business Map as "AI: EOM Report."
Agents & Automations Dashboard
NEWThis mission-control dashboard — visual map of all automations & agents
ClickUp Status
Phase 1 Done
Monthly Cost
$0 (static HTML)
Impact / Value
Team visibility
Phase 2 Goal
Live data feed
Target Host
agents.gammaincome.com
What It Does
Visual mission-control board for all Gamma Income & Rethink automations. Phase 1: static HTML with all known automations. Phase 2: live data from Google Drive tracker + ClickUp. Phase 3: Zapier run history. Hosted target: agents.gammaincome.com.
Weekly internal wins digest — ownership needs reassignment
⚠️ Previously owned by someone no longer at Gamma. Reassign to current team member before any changes.
Monthly Cost
— needs verify
Impact / Value
Team morale/focus
Errors (30d)
— needs verify
Action Needed
Reassign now
Action Items
- Reassign ownership to Hussain or Kayla
- Verify automation is still running in Zapier
- Check if Zapier account was personal (may have lost access)
- Update email credentials / sender
- Refresh template for current team
Auto-saves Zoom recordings to structured GDrive folders. Follow-up ClickUp task opened 9/10/26 for transcript naming convention (see Zoom Transcripts card).
Platform
Zapier · Zoom · GDrive
Impact / Value
100% archived
Last Maintained
— needs data
What It Does
When Zoom recording completes, Zapier saves it to the right GDrive folder by meeting type (L10, investor call, standup). Eliminates manual download/upload.
Auto-resizes and optimizes uploaded property images for web
Impact / Value
↓ Page load time
Last Maintained
— needs data
What It Does
Images added to a designated Drive folder are auto-resized to web dimensions and saved as optimized versions. Used for property photos and marketing images.
Bidirectional sync between UnitHub and GoHighLevel CRM
ClickUp Status
In Progress
Impact / Value
Single source of truth
Target Launch
— needs data
What It Does
Keeps UnitHub and GHL in sync bidirectionally — tenant changes in UnitHub update GHL contacts; GHL lead conversions create UnitHub records. Eliminates manual data entry.
Stripe Payment Integration
NEWOnline payment processing for self-serve UnitHub rentals
ClickUp Status
In Progress
Impact / Value
Online rentals
Target Launch
— needs data
Depends On
UnitHub checkout
What It Does
Adds Stripe as payment processor on UnitHub 2.0 checkout pages. Enables card, ACH, and BNPL options for online unit rental completion — no phone call required.
LLM Token & Cost Tracking
NEWWorkflow to track inbound/outbound tokens and cost per run across all automations
ClickUp Status
In Progress
Impact / Value
Per-run cost visibility
Target Launch
— needs data
What It Does
Logs inbound/outbound LLM tokens and computes cost for every run of each automation/agent, giving a per-automation cost breakdown. Sourced from ClickUp task "Tracking LLM Tokens/Costs" (AI & Automations › Automations List). Currently in progress.
Vendor Management AI Agent
AI agent tracks vendor relationships, contracts, and follow-ups across properties
Platform
Antigravity · Claude
Monthly Cost (Est.)
— needs data
Est. Impact
Vendor accountability
Target Launch
— needs data
Errors (30d)
Planned — N/A
Ref.
Business Map: AI Vendor
What It Does (Planned)
AI agent that tracks all vendors across Hamshire, Charlotte, and Catawba — service contracts, maintenance schedules, performance history, and follow-up reminders. Referenced in Business Map as "AI: Vendor Management" tab.
Agents Dashboard — Weekly Sync
NEWAuto-checks Google Drive, ClickUp, and Cowork weekly for new automations — updates this dashboard every Monday 9 AM
Schedule
Every Monday 9 AM
Sources
GDrive · ClickUp · Cowork
Next Run
Mon Oct 5 9:02 AM
What It Does
Scheduled Cowork task that runs every Monday at 9 AM. Reads this dashboard, then checks Google Drive automations tracker, ClickUp automation tasks, and all Cowork scheduled tasks for anything new or changed. Adds new cards, flags broken items, and reports a weekly summary to Patrick.
Processes ChatGPT export ZIPs and absorbs relevant business ideas into the Gamma Income Company Context doc
Schedule
Every Monday 9 AM
Next Run
Mon Oct 5 9:03 AM
What It Does
Every Monday, Claude processes any new ChatGPT conversation export (.zip) and extracts business ideas, decisions, and context relevant to Gamma Income — merging them into the master Company Context document.
Rethink + Gamma Site Monitor
Weekly crawl of Rethink Self Storage (3 sites), Gamma Income, and NIL pages for content updates, errors, and competitive insights
Schedule
Every Tuesday 7 AM
Next Run
Tue Sep 29 7:00 AM
What It Does
Every Tuesday, Claude crawls all Rethink Self Storage property sites, Gamma Income website, and NIL-related pages. Checks for content errors, broken links, outdated info, and competitor pricing. Reports weekly findings to Patrick.
Monthly Multi-Site SEO Audit
Monthly audit of all 5 business websites — SEO, conversion, content, brand consistency, compliance
Schedule
1st of every month
What It Does
On the 1st of every month, Claude audits all five Gamma/Rethink business websites for SEO gaps, weak conversion copy, brand inconsistencies, and compliance issues. Delivers a structured report with prioritized action items.
Claude Code CLI and API — used for custom dashboards, automation scripts, document generation, and agent workflows
Platform
Claude Code · Anthropic API
Active Projects
Agents Dashboard
Integrations
GDrive · ClickUp · GHL
What It Does
Claude Code (CLI) and the Anthropic API are used by Hussain and Patrick to build custom tools — including this dashboard, document generators (NIL contracts, EOM reports), data processing scripts, and multi-step agent workflows. Connects to Google Drive, ClickUp, GHL, and Vercel.
Daily weekday monitor for Vanliner insurance claim emails — DISABLED as of weekly sync 6/1/26 (replaced by Vanliner Follow-up Drafter cadence). Re-enable if claim activity resumes.
What It Does
Every weekday morning, scans Gmail for new Vanliner insurance claim correspondence, summarizes activity since last check, and recommends the next action (respond, escalate, or wait). Currently disabled — superseded by the every-3-days Vanliner Follow-up Drafter.
Gamma Map Weekly Update
NEWMonday morning check: ClickUp + Google Drive activity → suggests Gamma business map updates → emails Patrick
Schedule
Every Monday 8:04 AM
Next Run
Mon Oct 5 8:13 AM
What It Does
Every Monday, reviews ClickUp task activity and Google Drive changes from the past week, then suggests updates to the Gamma Income business strategy map. Emails a proposed diff to Patrick for review.
Auto-Send Monthly Audit Draft
NEWSends the monthly site audit Gmail draft automatically 30 minutes after the audit task completes (1st of month)
Schedule
1st of month 8:30 AM
What It Does
On the 1st of each month at 8:30 AM (30 minutes after the Monthly Multi-Site SEO Audit runs), locates the draft audit email in Gmail and sends it automatically. Falls back gracefully if Chrome is not connected.
Vanliner Follow-up Drafter
NEWEvery 3 days at 8 AM: checks the Vanliner claim thread and drafts a firm follow-up to Kristie Monroe if she has gone quiet. Drafts only — Patrick reviews and sends. ⚠️ Scheduled task currently DISABLED — last ran May 30; no next run scheduled.
Schedule
Every 3 days 8:00 AM (paused)
What It Does
Every 3 days, reviews the Vanliner insurance claim email thread with adjuster Kristie Monroe. If she has not responded since the last touch, drafts a firm but professional follow-up in Gmail for Patrick to review and send. Replaces the older daily Vanliner Claim Monitor (now disabled).
⚠️ Needs Attention
The Cowork scheduled task for this drafter is currently disabled (last run May 30, 2026, no next run). Re-enable it if the Vanliner claim is still being worked, or leave paused if the claim has resolved. Flagged by the weekly dashboard sync on Jun 8, 2026.
Second Brain / RAG System
NEWBuild a searchable knowledge base (RAG) from meeting transcripts, ClickUp tasks, Google Drive docs, and Plaud recordings via Supabase + pgvector. ClickUp task "Gamma's Second Brain" (Hussain) updated 9/21/26 — still To Do.
Platform
Supabase · pgvector
Est. Impact
Instant context recall
Target Launch
— needs data
Errors (30d)
Planned — N/A
Stages
4 (Notetaker→CU→GD→Plaud)
What It Does (Planned)
4-stage build: (1) Enable pgvector on Supabase, pull meeting transcripts, chunk + embed for search. (2) Feed ClickUp task/deal context into Supabase. (3) Watch Google Drive folders (SOPs, PPMs, decks), auto-chunk + embed new/changed docs. (4) Sync Plaud transcripts into the same pipeline with Florida two-party consent handling. Gives all agents instant, searchable context across the business.
Google Ads Script → ClickUp Pipeline
NEWDaily 8–9 AM ET weekday Google Ads Scripts push spend, click, and lead metrics into Rethink ClickUp property-management channels for Hamshire TX, Mt Holly, and Catawba SC. Test posts verified 5/31; first live run 6/1/26.
Platform
Google Ads Script · ClickUp
Schedule
Daily 8–9 AM ET (Mon–Fri)
Accounts
3 (Rethink sites)
First Live Run
Jun 1, 2026
What It Does
Three Google Ads Scripts (IDs 11519330, 11519345, 11511381 — accounts 131-704-9760, 951-554-6891, 534-547-1474) post daily Google Ads performance summaries into the corresponding Rethink Self Storage property-management ClickUp chat channels. Internal weekday gate skips weekends. Pipeline verified via test posts on 5/31; first live weekday run on Monday 6/1/26. Watch this week to confirm posts land cleanly.
Zoom Transcripts Automation + Naming
NEWAutomates Zoom transcript routing to GDrive with a standard naming convention, plus back-fill of past transcripts. ClickUp task closed/completed by Hussain 9/22/26 (~2.8 hrs logged) — moved Planned → Active in weekly sync 9/28/26; confirm it is live.
Platform
Zoom · GDrive · Zapier
ClickUp Status
Closed 9/22/26
Est. Impact
Searchable meeting archive
Related
Zoom → Google Drive
What It Does
Extends the existing Zoom → Google Drive automation so transcripts (not just recordings) land in Drive with a consistent file-naming convention. Related open ClickUp items: "Fix Naming Convention of Pat's Transcripts in GDrive" and "Export All past Zoom transcripts to GDrive" (both To Do). Earlier items "Auto-route Zoom transcripts → Google Drive" and "Fix Pat's Zoom cloud transcription" were closed by Hussain on 9/4/26.
Vanliner 14-Day Escalation
NEWOne-time Cowork reminder: 14-day demand-letter deadline — escalate if no response from Vanliner. Fired 4/16/26 and is now disabled; task can be deleted or archived.
Schedule
One-time 4/16/26 10:00 AM
Next Run
— (fired, disabled)
What It Does
Single-fire reminder tied to the Vanliner insurance claim demand letter. It ran once on Apr 16, 2026 and has no future runs. Listed here for completeness so every Cowork scheduled task is visible; flagged Attention only because it remains in the scheduled-task list in a disabled state — safe to delete once the Vanliner claim is closed.
Planned AI voice agent for Gamma Income inbound/outbound calls. ClickUp task in the AI & Automations list — To Do, unassigned; needs an owner and scope.
Owner
Unassigned (Hussain?)
Monthly Cost (Est.)
— needs data
Est. Impact
24/7 call coverage
Target Launch
— needs data
Errors (30d)
Planned — N/A
What It Does (Planned)
Conversational AI voice agent to answer and place calls for Gamma Income (investor inquiries, scheduling, FAQs). Added to the ClickUp Automations List 8/14/26; no build activity yet. Candidate to share infrastructure with the Catawba missed-call lead agent.
Schedules and publishes YouTube content from a content queue
Impact / Value
Investor content
Last Maintained
— needs data
What It Does
Schedules and publishes YouTube content — investor education, market updates, property tours. Reduces manual publishing steps for Kayla.
Local Business Scrape + Outreach
AI scrapes local businesses near properties, auto-sends SMS/email
Platform
Antigravity · GHL
ClickUp Status
To Do (high pri)
Monthly Cost (Est.)
— needs data
Target Launch
— needs data
Errors (30d)
Planned — N/A
What It Does (Planned)
Scrapes Google Maps / local directories for businesses near properties, identifies likely storage users (contractors, service companies), then auto-sends personalized outreach via SMS/email through GHL.
Cold Outreach — Apollo / Lemlist
Automated cold email and LinkedIn for investors and B2B prospects
Monthly Cost (Est.)
— needs data
Est. Impact
LP + B2B pipeline
Target Launch
— needs data
Errors (30d)
Planned — N/A
Needs
Apollo + Lemlist accts
What It Does (Planned)
Apollo for prospect list building. Lemlist for personalized cold email / LinkedIn outreach. Two audiences: accredited investors / family offices (LP pipeline) and commercial storage tenants (B2B).
Catawba Missed-Call / SMS Lead Agent
NEWLead-intent agent for Catawba SC: catches missed calls / inbound SMS, qualifies intent, and follows up automatically. Parent task To Do; subtask "Investigate voicemail reading by the lead-intent agent" moved to In Progress 9/16/26 (Hussain).
ClickUp Status
In Progress (subtask)
Monthly Cost (Est.)
— needs data
Est. Impact
Faster lead response
Target Launch
— needs data
What It Does (In Development)
Handles missed calls and inbound SMS at the Catawba property with an AI lead-intent agent: reads the voicemail / text, classifies rental intent, and triggers the right follow-up (SMS reply, callback task, or GHL pipeline entry). Current work item is voicemail transcription/reading for the agent.