2026-02-17 - Hub-and-Spoke Architecture Goes Live

Major Achievement: Domain Architecture Operational

Built complete hub-and-spoke system for Telegram domain groups:

8 Domain Groups Initialized

1. Strategy & Vision - Founder intent, long-term positioning, escape velocity
2. Operations & Process - Playmaker onboarding, RMA, fulfillment, firmware
3. Finance & Sales - Invoices, payment holds, CAC, contracts, Extended Care
4. Team & Culture - Bandwidth, role shifts, burnout risk, hiring
5. Infrastructure & Tech - Gmail OAuth, API health, Docker, OTA, Zoho
6. Support & Product - Customer issues, firmware bugs, playmaker feedback
7. Daily Execution - Today's priorities, blockers, meeting follow-ups
8. Quantitative Analysis - Activation rates, telemetry, district usage

Infrastructure Created

• DOMAIN-CONTEXT.md (4.2 KB) - Shared context all domains read on startup

  • Current week priorities
  • Active projects (Paula leave, Carmee onboarding, etc.)
  • Escape velocity metrics
  • Loss function priorities
  • Key constraints
  • Cross-domain escalation protocol
  • Recent decisions
  • Quick reference (session keys, IPs, services)

• 8 INITIALIZATION.md files (43 KB total) - Domain-specific context

  • Comprehensive briefings (Strategy 9.4KB, Ops 10.5KB, Finance 8.3KB, Team 11KB, Infrastructure created)
  • Lightweight pointers (Support, Daily Exec, Quantitative 1-1.3KB each)
  • Served via Tailscale markdown server (http://100.72.11.53:9876)

• DOMAIN-INITIALIZATION-LINKS.md - Master reference with all URLs

• Updated AGENTS.md - All sessions now read DOMAIN-CONTEXT.md step 3 of startup (before MEMORY.md)

  • Hub-and-spoke architecture documented
  • Escalation rules (sessions_send to agent:main:main)
  • Domain file tracking pattern (working//)

Cross-Session Communication Tested

• Strategy domain sent test message to Main using sessions_send
• Provenance tracked (inter_session source)
• Bidirectional flow confirmed working
• Domains can escalate strategic issues back to Main

Initialization Messages Sent

All 8 domain groups received:

• Hub-and-spoke explanation
• Domain-specific scope and priorities
• Tailscale link to full INITIALIZATION.md
• Shared context link (DOMAIN-CONTEXT.md)
• Prompt to confirm reading

Architecture status: ✅ Fully operational. Domains are isolated but informed.

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Critical Partnership: Valencia RMA Secured

Meeting: Feb 17 with Valencia Fulfillment (Samantha)
Duration: 44 minutes (full transcript received)

Deal Terms

• Service: RMA diagnostics, repairs, assembly outsourcing
• Pricing: $48/hour
• Location: Stanford Valencia (5 min from office, upstairs warehouse)
• Turnaround: 2 weeks target (vs current 2 months at home)

Capacity Impact

• Tin freed: 5-10 hrs/week (RMA processing → Valencia)
• Quan freed: 10+ hrs/week (no more garage repairs)
• Jerry window: Secured handoff location, documentation starts next week

Timeline

• This week: Quan prepares materials, creates Google Sheet tracker
• Next week: Handoff meeting, Samantha gets sample units
• Start operations: ~2 weeks (after training/setup)

Scope

• Battery replacement (~5 min per unit)
• Screen replacement (heat gun, adhesive removal)
• Firmware updates (USB flashing, provided toolkit)
• Assembly work (emotion cards, curriculum materials)

Why critical: Jerry window THIS MONTH. He's in US for training, returns to China soon. Must document RMA procedures before he leaves. Valencia meeting secured the handoff location just in time.

Transcript routing: Sent domain-specific summaries to 5 groups (Operations got full detail, Team/Finance/Strategy/Infrastructure got lens-specific highlights)

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Daily Briefing Routing Decision

Change: Daily briefings now route to relevant domain groups (not main)

Logic:

• Morning briefing (6 AM PT): Split by relevance

  • Daily Execution: Calendar, immediate priorities, time-sensitive
  • Operations: Steve shipment, fulfillment, RMA progress
  • Finance: Payment holds, invoicing, revenue alerts
  • Strategy: Weather (skiing/vitality), federal budget, sector trends
  • Infrastructure: Gmail OAuth, API status, system health
  • Team: Capacity signals, burnout indicators, meeting load

• Evening schedule (10 PM PT): Daily Execution (tomorrow's full schedule)

• Early warning (6 PM PT): Daily Execution (<8am event alerts)

Rationale: Seed each domain with deeper context relevant to their lens, not broadcast same info to all.

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Filipino Team Policies Completed

Created comprehensive HR framework:

1. Paula's Maternity Leave Policy (maternity-leave-policy-paula-draft.md)

   • Philippine RA 11210: 105 days paid leave
   • SSS maternity benefits (if qualified - URGENT: verify her SSS status)
   • ZTAG optional top-up to maintain salary
   • Return options: full-time, part-time async (10-15 hrs/week social media)
   • Design → Carmee handoff plan

2. Filipino Team HR Policies (filipino-team-hr-policies.md)

   • General framework for all 4 Filipino team members (Paula, Carmee, Klansys, Tin)
   • Leave policies (maternity, sick, vacation)
   • Payment structure (weekly Wise)
   • Contractor vs employee classification
   • Benefits framework

3. Team Transition Plan (team-transition-plan.md)

   • 4 phases: Foundation → Soft Launch → Paula's Leave → New Normal
   • Role transitions (Charlie release, Carmee design, Paula leave)
   • Support structure (Jedi Council, Minnie automation, Valencia handoff)
   • Risk mitigation (Carmee overload, design quality, Paula return uncertainty)
   • Success metrics (weekly tracking template for Kristin)

4. Carmee Design Onboarding (carmee-design-onboarding-30day.md)

   • 30-day plan: small daily wins, build confidence
   • Week 1: Foundations (tools, brand, shadow Paula)
   • Week 2: Guided practice (social posts, feedback loops)
   • Week 3: Supervised independence (flyers, banners, campaigns)
   • Week 4: Autonomous execution (full project ownership)
   • Jedi Council support (Tue/Thu design sprints)

All policies ready for Quan/Kristin review, then implementation.

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Technical Notes

Auto-Commit Running Reliably

• Triggered 3 times: 22:56 UTC, 23:51 UTC, 00:51 UTC (hourly)
• Protection protocol working (prevents data loss after Feb 11 incident)

Gmail OAuth Still Offline (Day 3)

• All 3 accounts unauthorized (quan@ztag.com, quan@gantom.com, quan777@gmail.com)
• Tokens expire after ~1 hour, need programmatic refresh
• Blocking email visibility and triage worker

Gateway Restart Pending

• Config change ackReactionScope: "all" not applied yet (requires restart)
• Waiting for appropriate window

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Tomorrow's Alert

🎫 Passport Appointment - 7:30 AM PT

• LA Passport Agency, 11000 Wilshire Blvd
• Depart Castaic 6:45 AM
• Bring: Old passport with China visa
• Confirmation: M69TWDMT / GANBEI
• Impact: Early wake affects vitality (protect sleep tonight)

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Metrics Update

Current ROI: 15x (6 hrs/week saved, $240-350/month cost)
Target Tier 2: 20-30x (25 hrs/week saved)

Valencia partnership expected impact:

• Tin: +5-10 hrs/week freed
• Quan: +10 hrs/week freed
• Total potential: +15-20 hrs/week → moves toward 25 hrs/week Tier 2 target

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Reflection

Biggest win today: Hub-and-spoke architecture went from concept → fully operational in one session. 8 domain groups initialized, shared context established, cross-session communication tested and working. This fundamentally changes how domain-specific work gets coordinated.

Critical handoff secured: Valencia RMA partnership locked in just as Jerry window was closing. Jerry's in US THIS MONTH - documentation starts next week. This was urgent and we caught it.

Context sharing solved: Domains were too isolated before. Now they read DOMAIN-CONTEXT.md on startup and get current priorities, active projects, constraints, and escalation rules. They're informed but still specialized.

Tomorrow: Early wake for passport appointment. Protect sleep. China trip March 1 (12 days away).

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Development Protocol: Test Before Handoff (Critical Lesson)

Context: Infrastructure & Tech session - Secure external sharing implementation

User feedback (exact quote):

"When developing I want you to forward project and anticipate blockers and test them out before handing it back to me. @MinnieAssistantBot keep this understanding for future tasks."

What triggered it:

• Built secure sharing feature, handed back for testing
• User discovered issues via manual testing (clipboard API, model names, Funnel requirement)
• Back-and-forth debugging fragmented attention
• User frustration: "Can't you sense my frustration at the back and forth?"

What I should have done:

1. Test with mobile user-agent (would've caught clipboard issue)
2. Test external access (would've caught Funnel requirement up front)
3. Anticipate blockers and either fix OR clearly document required manual steps BEFORE handoff
4. Only hand back when feature is working end-to-end

Protocol added to AGENTS.md:

## 🔬 Development Protocol: Test Before Handoff

MANDATORY for all development tasks:
1. Build - Write code, integrate dependencies
2. Self-test full user flow - Not just API endpoints, simulate actual usage
3. Test edge cases - Mobile, errors, missing deps, external access
4. Anticipate blockers - What will break? What manual steps are needed?
5. Fix OR document blockers clearly - Don't hand back half-working features
6. ONLY THEN hand back for human testing

Rationale: Don't fragment human attention with back-and-forth debugging.

Applied immediately: This protocol now governs all Infrastructure development work.

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Secure External Sharing - Production Ready

Feature: LLM-scanned markdown sharing with time-limited tokens via Tailscale Funnel

All 4 Enhancements Completed:

1. Revoke Link ✅

• API endpoint: /api/share/revoke
• UI: "🗑️ Revoke Link" button on "Already Shared" modal
• Invalidates share token + allows re-sharing with new settings
• Test verified: Revoke → "No active share found"

2. Configurable Expiry ✅

• Dropdown in approval modal:
  • 1 hour (quick share)
  • 24 hours (default)
  • 7 days (project docs)
  • 30 days (long-term reference)
  • Never expire ⚠️ (10 years internally)
• Test verified: 7-day share expires Feb 24, 2026 (correct)

3. HIGH Risk Override ✅

• Blocked documents now show "⚠️ Sanitize Anyway" button
• Aggressive sanitization mode:
  • Strips ALL names from sanitization-rules.json
  • Strips IPs: \d{1,3}\.\d{1,3}\.\d{1,3}\.\d{1,3} → [IP ADDRESS]
  • Strips emails: user@domain.com → [EMAIL]
  • Strips amounts: $2.3M → [AMOUNT]
  • Strips UUIDs → [ID]
• Shows before/after diff for manual review
• Requires explicit approval after seeing changes

4. PDF Generation ✅

• Checkbox: "📄 Also generate PDF"
• Uses existing markdown-to-pdf.js tool
• Returns both HTML + PDF URLs
• Test verified: 43KB PDF created successfully
• Download endpoint: /pdf/TOKEN.pdf
• PDF includes watermark + expiry date

Technical Decisions:

Caching Strategy:

• Scan results cached 1 hour (content hash-based)
• Active shares tracked separately (prevents re-scanning approved docs)
• "Already Shared" modal appears on subsequent clicks (instant, no LLM call)
• Cache invalidates on content change (hash mismatch)

Cost Impact:

• First share: ~$0.03 (LLM scan + sanitize)
• Subsequent clicks: $0 (cached)
• 100 shares/month = ~$3 (acceptable)

Mobile UX Fix:

• Changed from <input> to <textarea> for share links
• Auto-select on tap: onclick="this.select(); this.setSelectionRange(0, 99999);"
• Larger hit area (80px tall), blue border
• Graceful clipboard API fallback (HTTPS required for Clipboard API)

Tailscale Funnel Enabled:

• User ran: sudo tailscale funnel --bg 9876 on VPS host
• External URL: https://minnie-core.taila7a680.ts.net
• All share links now use public HTTPS URL (no Tailscale client needed)
• PDF downloads also publicly accessible

Status: ✅ Production-ready. All features tested and working.

Test URLs:

• Example share: https://minnie-core.taila7a680.ts.net/share/[TOKEN]
• PDF download: https://minnie-core.taila7a680.ts.net/pdf/[TOKEN].pdf

Files Modified:

• tools/share-api.js (+120 lines): Revoke, aggressive sanitize, PDF generation, async approve
• tools/markdown-server.js (+150 lines): UI updates, PDF endpoint, expiry dropdown, checkbox
• data/share-pdfs/ directory created for PDF storage

Audit Log Tracking:

• share_approved - Link generated
• already_shared - Cached link returned
• aggressive_sanitize - HIGH risk override used
• share_revoked - Link invalidated
• All logged to data/share-audit.jsonl

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Lessons Applied

What worked:

• Async function fix caught immediately (syntax error in handleApprove)
• PDF generation integrated existing tool (markdown-to-pdf.js)
• Aggressive sanitization reused sanitization-rules.json patterns

What I'll do differently:

• Test mobile scenarios BEFORE handoff (not after user discovers issues)
• Anticipate infrastructure requirements (Funnel) up front
• Run end-to-end flow with curl before declaring "ready"
• Document known limitations clearly if can't fix immediately

Development time: ~2 hours (as estimated), but should've included testing window to avoid back-and-forth.

User satisfaction: Feature complete and production-ready after fixes. Testing discipline now enforced via AGENTS.md protocol.