Memory Log - February 16, 2026

Session Summary (Feb 15 Evening - Feb 16 Early Morning)

Major Achievements

1. Calendar Write Access Enabled

• Completed Google Calendar OAuth (can now create/edit events)
• Created 11 calendar blocks for Matt Wolfe learning implementation:
  • Week 1 (Feb 16-17): Telegram topics, Markdown maintenance, API cost audit
  • Week 2 (Feb 25-28): Fathom todo extraction, Hybrid DB pattern
  • Week 3 (Mar 7): Council briefing synthesis
  • Week 4 (Mar 11-14): Integration testing, retrospective
• Total: 32-36 hours over 4 weeks, expected 3-5 hrs/week time saved

2. Strategic Intelligence Integration

• Pulled meetings repo: ZTAG_PATHWAYS_GOVERNANCE.md, CMO_STRATEGY_2026 updates, DOCUMENT_ALIGNMENT_AUDIT
• Pathways Governance framework now formalized (7 purchasing pathways)
• Integrated Pathways into Carmee automation analysis and strategic plans
• Created comprehensive synthesis documents

3. Carmee Pathway Automation Assessment

• Analyzed 60-70% automation potential for Carmee's pathway coordination
• Pathways 1-4 (80% of inquiries): HIGH automation (classification, eligibility, quotes, VP Battle Kits)
• Pathways 5-7 (20% of inquiries): LOW automation (strategic, relationship-heavy)
• Expected time saved: 10-18 hrs/week
• ROI: ~10,000x
• Pushed to meetings repo: intelligence/carmee-pathway-ai-automation-assessment.md

4. Critical Correction: Zoho CRM (Not HubSpot)

• Corrected error: ZTAG uses Zoho CRM (entire Zoho ecosystem), NOT HubSpot
• Updated MEMORY.md with explicit Tech Stack section
• Created correction document for audit trail
• Lesson: "Always correct the source if I correct you" - Quan

5. Velocity Blockers Documented

• Identified decision authority boundaries, team coordination protocol, real-time data access as blockers
• Quan's direction: Store for periodic review, don't keep asking
• Priorities: (1) Charlie unload (Week 1), (2) Carmee API (dedicated draft generation), (3) Blockers (monthly review)

Key Documents Created/Updated

Created:

• analysis/matt-wolfe-vs-project-minnie.md - Critical comparison (validated our approach)
• plans/matt-wolfe-learnings-implementation.md - 4-week execution plan
• working/ops/matt-wolfe-calendar-blocks.md - All scheduled time blocks
• analysis/carmee-pathway-ai-automation-assessment.md - 60-70% automation analysis
• analysis/strategic-plans-synthesis-feb15.md - External intelligence integration
• analysis/pathways-governance-integration-feb16.md - 7 pathways + AI automation
• analysis/correction-hubspot-vs-zoho-feb16.md - Error correction audit trail
• metrics/velocity-blockers-review.md - Monthly review tracker
• tools/google-calendar-add-event.py - Calendar event creation
• tools/create-matt-wolfe-calendar-blocks.py - Batch calendar creation

Updated:

• MEMORY.md - Added Tech Stack section (Zoho ecosystem), Matt Wolfe learnings, evening schedule briefings
• plans/90-day-implementation-roadmap.md - Integrated Matt Wolfe learnings section

Tomorrow's Schedule (Monday Feb 16)

10:00 AM-12:00 PM: Telegram Topics Setup (Matt Wolfe Week 1)
1:00-4:00 PM: Daily Markdown Maintenance Setup (Matt Wolfe Week 1)

Tuesday Feb 17:
7:30-8:30 AM: LA Passport Agency Appointment (Confirmation M69TWDMT, depart Castaic 6:00 AM)
2:00-6:00 PM: API Cost Audit + Tiered Fallback (Matt Wolfe Week 1)

Strategic Insights

Matt Wolfe Learnings Validated Our Approach:

• ✅ Charlie's release = Clow (belief) vs Sculley (operations) split
• ✅ Carmee automation = procurement bottleneck solution
• ✅ Steve role protection = Playmaker flywheel
• ✅ Escape velocity goal = network multipliers + AI ops

But Added Urgency (Q1 Actions):

• $123K closable this week (11 deals due Feb 28)
• $750K overdue pipeline (55 deals rotting, need triage)
• 7 support tickets (customer waiting)
• VIK Dome ready to ship ($29K)

Pathways Governance = Operating System:

• 7 pathways defined (Grant-Funded School, 3rd-Party Nonprofit, City/Municipal, Camps, Operator Partnership, Pilot Program, Professional/Operators)
• Operating posture: "ZTAG sells itself" (quotes only after implicit yes)
• Carmee owns Pathways 1-5 (operational), Kristin owns 6-7 (strategic)
• Non-negotiable: Supervised/educational OK, rental/drop-off STOP

Active Tracking

UPS Shipments (Steve FL):

• 9 packages: All "Departed from Facility" (Los Angeles, Feb 13)
• Status: In transit to Florida ✅
• Next check: Tomorrow evening

Cron Jobs Active:

• Hourly auto-commit ✅
• Evening schedule briefing (10 PM PT daily)
• Early morning event warning (6 PM PT if event before 8 AM)
• Evening reset reminder (5:30 PM PT daily)
• Steve FL shipment tracking (evening check)
• Weekly Escape Velocity Review (Sundays 9 PM PT)
• Weekly Vultr snapshot (Sundays 10 PM PT)
• Weekly OpenClaw update check (Sundays 9 AM PT)
• Monthly Mission Adherence Review (1st of month, 8 PM PT)

Decisions Made

Priorities (Quan, Feb 16):

1. Charlie unload - Week 1 focus (finance → Vania, release from ops)
2. Carmee API - Build dedicated draft generation API (Quan building)
3. Velocity blockers - Store for periodic review (monthly or as-needed)

Principle: Don't let perfect block good. Execute with current constraints, improve incrementally.

Mistakes Corrected

HubSpot → Zoho CRM Error:

• Incorrectly stated "HubSpot" in conversation
• Corrected immediately when Quan flagged
• Updated all source documents (MEMORY.md, correction doc)
• Won't recur (Tech Stack section now explicit)

What's Working

• Matt Wolfe analysis provided valuable tactical patterns
• Pathways Governance framework aligns perfectly with our automation plan
• External strategic intelligence (meetings repo) validates our direction
• Calendar integration enables proactive scheduling
• Auto-commit protection prevents data loss

What Needs Attention

Week 1 (Feb 16-22):

• Execute Charlie unload (Vania handoff, Paula workflow, Steve review)
• Close 11 deals due Feb 28 ($123K) - Carmee + Kristin
• Triage 55 overdue deals - Revive/Nurture/Close Lost
• Clear 7 support tickets - Tin
• Ship VIK Dome ($29K) - Charlie

Week 2 (Feb 25-28):

• Build pathway classification + eligibility tools
• Build quote generation + VP Battle Kit automation
• Integrate with Carmee API (when Quan builds it)

---

Late Night / Morning Session (Feb 16 Continued)

Infrastructure: Tailscale + Markdown Server

Tailscale Network Setup:

• Installed on VPS host (not container) for permanence
• Device name: minnie-core
• Tailscale IP: 100.72.11.53
• Purpose: Secure access to VPS services from any device (phone, laptop)
• Survives container rebuilds (host-level install)

Markdown Server Deployment:

• URL: http://100.72.11.53:9876 or http://minnie-core:9876
• Purpose: Browse workspace markdown files rendered as HTML via Tailscale
• Technology: Node.js + Express + marked library (GitHub-flavored markdown)
• Port exposure: Container 9876 → Host 9876 (docker-compose mapping)
• Service: markdown-server.service (container-managed systemd)
• Script: tools/markdown-server.js
• Features:
  • GitHub-flavored markdown rendering
  • Beautiful table support
  • Mobile responsive
  • Chinese font support (Google Fonts Noto Sans SC via CDN)
  • Directory browsing with clickable links

Pattern Validated:

• Container port exposure (same as Quo webhook on 18791)
• Don't overcomplicate by moving services to host
• Use docker-compose port mapping for permanence

Setup Documentation:

• Complete guide: tools/markdown-server-setup.md
• Updated: TOOLS.md, MEMORY.md with Tailscale + Markdown Server sections

PDF Generation Tool

Created: tools/markdown-to-pdf.js

• Technology: Puppeteer (headless Chrome)
• Method: Render markdown server's HTML to PDF
• Preserves GitHub-style formatting and table rendering
• Letter format with margins, page numbers

Usage:

node tools/markdown-to-pdf.js <input.md> [output.pdf]

Chinese Font Support (CRITICAL PATTERN):

• Google Fonts CDN: Noto Sans SC loaded automatically by markdown server
• Font family: "Noto Sans SC" listed first in CSS font stack
• PDF embeds fonts for offline viewing
• PDF size: ~2.5 MB (with fonts) vs ~500 KB (English only)

MASTER_PLAN Version 2.0

Refactoring Completed:

• Original: 26KB (verbose, duplicative)
• Version 2.0: 15KB (data-driven, concise)
• Fully refactored against real data:
  • deals.jsonl (390 deals, $4.2M closed, $1.5M lost, 31% loss rate)
  • meetings corpus (747 meetings)
  • email threads (5,862 threads)
• Data-driven tables:
  • Good News / Bad News (quantified with sources)
  • Pathways breakdown (7 pathways with conversion rates)
  • Personas (buyer types with pain points and needs)
• Core insight: "Job is pathway stewardship, not sales"
• Structure: Executive Summary → Context → The Real Problem → Solution → Plan → Outcomes → FAQ

Deliverables Created:

1. MASTER_PLAN.md (Version 2.0, 15KB) - English markdown
2. MASTER_PLAN.pdf (244.7 KB) - English PDF, Letter format
3. MASTER_PLAN_中文.md (7.2KB) - Chinese translation
4. MASTER_PLAN_中文.pdf (2.5 MB) - Chinese PDF with embedded fonts

Chinese Translation Notes:

• Target audience: Chinese-speaking investors/partners
• Noto Sans SC font ensures character display
• PDF embeds Google Fonts for offline viewing
• File size larger due to embedded font data

Access via Tailscale:

• English markdown: http://100.72.11.53:9876/reference/meetings/reports/MASTER_PLAN.md
• English PDF: http://100.72.11.53:9876/MASTER_PLAN.pdf
• Chinese markdown: http://100.72.11.53:9876/MASTER_PLAN_中文.md
• Chinese PDF: http://100.72.11.53:9876/MASTER_PLAN_中文.pdf

Technical Patterns Established

Container Port Exposure (Standard Pattern):

• Markdown server: 9876 (same pattern as Quo webhook: 18791)
• Don't move services to host unless container can't handle it
• Use docker-compose port mapping for permanence

Font Rendering for Multi-Language PDFs:

• Web fonts via CDN (Google Fonts) for markdown server
• Puppeteer embeds fonts when rendering PDF
• Font family CSS stack with target language first
• Test on actual device before delivering

Infrastructure Permanence:

• Host-level installs (Tailscale) survive container rebuilds
• Container-managed services (markdown server) with systemd
• Volume-first writes for all critical files
• Git commits after every session (auto-commit hourly)

Lessons Learned

Don't Overcomplicate:

• Initial instinct: Move markdown server to host (like Quo webhook)
• Reality: Container port exposure works fine (simpler)
• Pattern: If one approach works, use it for similar services

Chinese Font Support Is Critical:

• Can't assume system fonts on all devices
• Google Fonts CDN = reliable cross-platform solution
• PDF embedding = offline viewing guarantee
• File size increase acceptable for functionality

PDF Generation Via Browser Rendering:

• Puppeteer approach preserves markdown server's rendering
• Tables, formatting, fonts all work automatically
• Better than markdown-to-PDF libraries (more control)

Next Session Priorities

Monday Feb 16 (Today):

• 10:00 AM-12:00 PM: Telegram Topics Setup (Matt Wolfe Week 1)
• 1:00-4:00 PM: Daily Markdown Maintenance Setup (Matt Wolfe Week 1)

Tuesday Feb 17:

• 7:30-8:30 AM: LA Passport Agency Appointment (depart 6:00 AM)
• 2:00-6:00 PM: API Cost Audit + Tiered Fallback (Matt Wolfe Week 1)

Outstanding:

• Weekly escape velocity tracker update (Week of Feb 9-16)
• Q1 immediate actions: Close $123K (11 deals), triage $750K (55 deals), 7 support tickets, VIK Dome ship

---

Total Session Duration: ~8 hours (Feb 15 6 PM PT - Feb 16 2 AM PT)
Commits: 30+ commits, all pushed to GitHub
Infrastructure Added: Tailscale network, Markdown server (port 9876), PDF generation tool
Documents Created: MASTER_PLAN v2.0 (English + Chinese, markdown + PDF)
Status: All work saved, workspace clean, Tailscale accessible, ready for Monday 10 AM

---

Continued Session (Feb 16 Late Evening)

Hub-and-Spoke Architecture Fully Implemented ✅

8 Domain Telegram Groups Seeded:

1. Strategy & Vision (-1003723796592) - 9.4KB initialization
2. Operations & Process (-1003745938506) - 10.5KB initialization
3. Finance & Sales (-1003720984736) - 8.3KB initialization
4. Team & Culture (-1003837408316) - 11KB initialization
5. Infrastructure & Tech (-1003891773186) - Comprehensive technical context
6. Support & Product (-1003899079628) - References existing charter
7. Daily Execution (-1003178408980) - Lightweight operational
8. Quantitative Analysis (-1003863945301) - Data-driven focus

Shared Context System:

• DOMAIN-CONTEXT.md (4.2KB): Updated by Main session, read by all domains on startup
• Current priorities, active projects, escape velocity metrics, loss function, key constraints
• Cross-domain escalation protocol via sessions_send(sessionKey: "agent:main:main", message: "...")

Domain Initialization Files:

• Total: 43KB comprehensive briefings across 8 domains
• Served via Tailscale markdown server (http://100.72.11.53:9876/)
• Links compiled in DOMAIN-INITIALIZATION-LINKS.md

Architecture Rules:

• Main session: Strategic coordinator, full context, MEMORY.md access (security boundary)
• Domain sessions: Specialized lens, scoped focus, NO MEMORY.md access (shared contexts only)
• Escalation triggers: Cross-domain dependencies, strategic tradeoffs, urgent issues for Quan
• Information hierarchy: DOMAIN-CONTEXT.md → working// → escalate to Main

All groups seeded: Feb 16, 11:51 PM UTC (successful cross-session test Strategy → Main)

RMA/Repair Outsourcing Partnership Meeting ✅

Valencia Facility Details:

• Partners: Samantha (operations lead) + father
• Location: Warehouse space upstairs (Valencia area)
• Rate: $48/hour
• Turnaround: 2-week customer turnaround time
• Repair time: 5 min/unit average
• Tracking: Google Sheets initially (can upgrade later)
• Workspace: Anti-static setup, basic tools (screwdrivers, hex bits, hemostats)
• Serial numbers: Post-2023 devices for tracking

Product Context Shared:

• Interactive wearable devices (watches) for K-12 active learning games
• ~600 systems deployed (24-25 devices/system)
• 20-30% annual growth
• Market: ~60M K-12 students US, 100K+ schools
• Heavy CA concentration ($4-5B annual after-school funding)

Repair Scope:

• Primary: Battery replacement (old connectors create dent/abrasion)
• Secondary: Cracked screens, general wear from child use
• Additional: Curriculum materials assembly (emotion cards with rings + shrink wrap)

Current State:

• Meeting held, partnership agreed
• Need to document procedures with Jerry (while he's in town THIS MONTH)
• Transition from Quan/Jerry home operation → Valencia facility
• Will free Tin's capacity for other customer support work

Filipino Team HR Framework Created

3 Critical Documents:

1. Maternity Leave Policy for Paula (working/ops/maternity-leave-policy-paula-draft.md, 14KB)

• Jurisdiction: Philippine law (RA 11210), NOT California
• Leave structure: 105 days paid leave (60 days medical recovery mandatory)
• SSS benefits: ₱11,667/month (if 3+ months contributions - URGENT to verify Paula's status)
• ZTAG optional top-up: ₱25-48k/month (bridge gap to maintain salary)
• Return options: Full-time, phased (6-8 weeks), part-time async (10-15 hrs/week social media)
• Design handoff: Carmee takes design work during leave
• Expected timing: ~April 7, 2026 (12-16 weeks leave)

2. Filipino Team HR Policies (working/ops/filipino-team-hr-policies.md, 25KB)

• Team: Paula (Design/Social), Carmee (Pathways→Design), Klansys (Web/AI), Tin (Support)
• Status: Contractor vs employee framework (contractor setup currently)
• Payment: Wise weekly transfers
• Leave policies: Philippine statutory (RA 11210 maternity, sick leave, vacation leave)
• Benefits: SSS, PhilHealth, Pag-IBIG (mandatory Philippine social insurance)
• Tax: Philippine income tax applies (not US)

3. Team Transition Plan (working/ops/team-transition-plan.md, 21KB)

• Phase 1 (Feb-Mar): Foundation - Automate Minnie, free Carmee via pathways, start design onboarding, prep Valencia
• Phase 2 (Mar-Apr): Soft launch - Paula handoff, Charlie brand strategy, Carmee design ramps, social coverage live
• Phase 3 (Apr-Jun): Paula's 12-week leave, team maintains baseline
• Phase 4 (Jul-Aug): Paula return (4 options: full, phased, part-time, delayed)
• Support systems: Jedi Council (Tue/Thu), Minnie automation, Valencia partnership
• Risk mitigation: Carmee overload, design quality, Paula return uncertainty, Charlie regression, Tin fulfillment

4. Carmee Design Onboarding Plan (working/ops/carmee-design-onboarding-30day.md)

• Duration: 30 days (Week 1: Foundations, Week 2: Guided, Week 3: Supervised, Week 4: Autonomous)
• Philosophy: Small daily wins (30-60 min tasks, clear success criteria)
• Support: Jedi Council Tue/Thu design sprints (Quan, design mentor, Carmee)
• Early warning signs: Missing deadlines, quality decline, anxiety, avoiding work
• Success criteria: Independently complete project, understand brand, comfortable with tools, 8-10 real assets shipped by Day 30

Gmail Read-Only Access Completed ✅

All 3 Accounts Authorized:

1. quan@ztag.com: Already working via triage worker (triage-log.jsonl active)
2. quan@gantom.com: 333,647 messages, 228,754 threads (authorized Feb 16)
3. quan777@gmail.com: 68,178 messages, 57,851 threads (authorized Feb 16)

Scope: gmail.readonly (no drafts, no send capability)

• Gmail API doesn't support draft-only scope
• Send permission requires trust elevation to Tier 2
• Current workflow: I read threads, send draft text in chat, user copies/pastes and sends

OAuth Token Management Discovery:

• Access tokens expire after ~1 hour (3599 seconds)
• Refresh tokens remain valid (used to get new access tokens)
• email-triage-worker: Auto-refreshes internally with 3000s cache
• Manual API calls: Need programmatic refresh logic before use (can't rely on stale disk tokens)
• Fix applied: Created token refresh utility, tested successfully on quan@ztag.com

Magic Monday Meeting Ingested

Meeting: Feb 16, 11:08 AM PT

Key Points:

• Learn LA: 11-unit order blocked by payment for 1 unit, ships to separate schools, Angel Conde is contact but not end-user (Carmee needs to identify training contacts)
• BACR: 4-unit order paid, pickup tomorrow
• Marketing: CAN's (California Afterschool Network) Playmaker banners complete
• Inventory: 22 V2 units, 4 V3 units (corrected from B2/B3 - Filipino B/V pronunciation issue)

Filipino Transcription Pattern Identified:

• B/V sound similarity causes systematic errors
• Always double-check: V2/V3 vs B2/B3, Valencia vs Balencia, Cannes vs CAN
• Add verification step when reviewing meeting notes from Filipino team members

Action Items:

• Learn LA payment follow-up (unblock 11-unit shipment)
• Carmee identify on-site training contacts (Angel is not end-user)

OpenClaw Configuration Update

Changed: ackReactionScope: "group-mentions" → "all"

• Purpose: Enable reactions in all 8 domain groups during seeding phase
• Impact: Must restart gateway for config to take effect
• Status: Pre-restart checks passed, awaiting user approval to restart

Domain Briefing Routing Decision

Problem: Morning briefings currently all to Daily Execution domain
Solution: Split by relevance to seed each domain with deeper context

Routing Logic:

• Calendar events → Daily Execution
• Shipment tracking → Operations & Process
• Payment/Revenue updates → Finance & Sales
• Weather/News → Strategy & Vision
• Technical issues → Infrastructure & Tech
• Team signals → Team & Culture

Benefits:

• Each domain gets relevant context automatically
• Builds domain-specific knowledge corpus
• Reduces noise in Daily Execution
• 60-70% noise reduction expected

Lessons Learned

Information Retrieval Hierarchy (Reinforced):

• Used gdrive-search.py to find Steve/Tin meeting transcript (found immediately)
• Would have asked user if I hadn't remembered tool availability
• Hierarchy: Memory → Recent files → Google Drive → Workspace → Email → Calendar → Web → ONLY THEN ask

Filipino Team Context (Critical):

• Paula, Carmee, Klansys, Tin are Filipino employees (not US-based)
• Paid via Wise weekly (not US payroll)
• Philippine law applies (RA 11210 maternity, SSS benefits, PhilHealth)
• Different HR framework than US employees (Quan, Charlie, Steve, Kristin, Vania)

Social Physics Framework Validation:

• Stan ejection → system accelerated (parasitic mass removal)
• Team crystallization → resonant entities (Steve, Malachi) fell into orbit naturally
• Charlie's burnout → binary system mass disparity (orbital decay)
• Meeting corpus → institutional memory = accumulated social mass
• Framework generates testable predictions (not metaphor)

Tomorrow's Priorities (Feb 17)

7:30 AM: LA Passport Agency Appointment

• Depart Castaic 6:00 AM
• Confirmation M69TWDMT
• Bring old passport with valid China visa

10:30 AM: Midweek Check In (scheduled)

2-6 PM: API cost audit + tiered fallback chains (Matt Wolfe Week 1)

Outstanding:

• Gateway restart (for Telegram config change)
• RMA outsourcing documentation (Jerry window)
• Q1 immediate actions ($123K closes, pipeline triage, support tickets)

---

Session End: Feb 16, 11:59 PM PT
Status: Hub-and-spoke architecture live, RMA partnership documented, team transition planned, all commits pushed
Infrastructure: 8 domain groups operational, cross-session escalation tested, domain briefing routing designed
Tomorrow: Passport appointment 7:30 AM, then continue Matt Wolfe Week 1 execution