System Overview
Every connected system and its primary role. All workflows pass through one or more of these components. Owen is the sole decision-maker and the only person who sends any external communication.
Owen / Human
AI Agents (Claude)
Notion (Project Mgmt)
Gmail (Email)
File System
Blitzit (Daily Planning)
Xero (Finance)
Google Calendar
The Human
👤
Owen Rockley — Founder
Every workflow begins and ends with Owen. He drops jobs into _INBOX, reviews all outputs, and is the only person who sends emails or takes external action. No agent acts independently.
AI Orchestration (Claude Code)
APEX — Chief of Staff
The central orchestrator. Scans _INBOX, reads file contents, infers job types, and routes work to the correct agent. Coordinates multi-agent tasks and runs the weekly Notion export.
👥
25 Named Agents
COMPASS, RELAY, VERA, DOC, LEDGER, TRIAGE + 7 Business Agents + 10 Specialist Agents. Each scoped to a dedicated CLAUDE.md instruction file.
Daily Planning
⚡
Blitzit
Owen's personal daily and weekly task planner. Today, This Week, and Backlog boards. Connected via MCP — agents can push tasks here directly. Intentionally separate from Notion.
📅
Google Calendar
Read-only shared source. Both the business system and the future personal system read this for scheduling awareness. Not written to by agents.
File System — Drop Zone
📥
_INBOX\[Business]\
Owen's drop zone. One subfolder per business entity. Any file — doc, email, brief, image, note. No naming convention needed. APEX infers the job type from the content.
📤
_OUTBOX\
All agent outputs land here for Owen to review. DECISION NEEDED files flag items requiring Owen's input before work can continue. Owen moves approved files to business folders.
Project Management
📁
Notion Workspace
Central knowledge layer. Six databases: Master Task Board, Projects, Clients, Work Queue, Support Tickets, SOPs. COMPASS owns and maintains everything here. Exported locally every Sunday at 23:00 AEST.
Communications
💌
Gmail
Primary inbox. Support requests arrive here automatically. RELAY drafts responses, TRIAGE handles support. Owen is the only person who clicks Send — agents draft only.
Finance
💼
Xero
LEDGER connects via Xero MCP for invoice tracking, cash flow summaries, and finance reporting. Owen approves all financial actions. Read-only by default; write access scoped explicitly.
Local Storage
🗃
C:\Rockley_Enterprises\
Root directory on Owen's Windows machine. Contains all 7 business folders, _INBOX, _OUTBOX, _Archive, and the master .claude folder with cascading agent instructions.
Phase 7 — Post Go-Live (Deferred)
🏠
C:\Owen_Personal\ + Blitzit
Completely separate personal system. Uses Blitzit for personal task tracking. No connection to business data. Shares only Google Calendar (read-only). Deployed after business system is stable.
Job & Task Flow
How work moves from Owen's desk through the agent system and back to Owen for approval. This is the core operating loop for all business work across all 7 businesses.
1
👤 Owen Drops a File into _INBOX
Owen places any file — a document, an email copied as .txt, a brief, an image, or a handwritten note — into the _INBOX subfolder for the relevant business. No naming convention is required. Any filename works. Multiple files can be dropped across multiple business folders at the same time.
2
👤 Owen Invokes APEX
Owen opens Claude Code and says: "New jobs in the inbox, please pick them up." This is the manual trigger that starts the cycle. APEX does not run automatically — Owen controls when agents are active.
3
🧠 APEX Scans All _INBOX Subfolders
APEX reads the content of every new file across all business subfolders. It infers the job type from the content (not the filename), determines which agent should handle each job, and presents a routing plan to Owen for confirmation before any work begins.
4
👥 Agents Are Assigned and Work Begins
APEX routes each job to the correct business or specialist agent. Agents work within their scoped CLAUDE.md instructions. If a job requires Owen's input before it can continue, the agent creates a DECISION NEEDED file in _OUTBOX and waits — agents never make assumptions on sensitive matters.
5
📤 Output Placed in _OUTBOX + Notion Logged
Completed work is placed in _OUTBOX using the standard agent naming convention. At the same time, COMPASS logs the job in the Notion Work Queue database: business, job type, agent assigned, date dropped, and current status.
6
👤 Owen Reviews _OUTBOX
Owen opens the output and reviews the work. No output is sent to any external party — client, supplier, or platform — until Owen has reviewed and approved it. This is a firm rule across all workflows.
✓ Approved or Revision Needed?
Approved
Owen Actions the Output
Owen moves the file to the relevant business folder on the local machine and marks the Notion task as Approved / Done. Job complete. COMPASS updates the Work Queue record.
Revision
Feedback Returns to _INBOX
Owen drops a brief revision note into the matching _INBOX business subfolder. The cycle restarts from Step 2. The agent receives the feedback and produces an updated output — no work is discarded without Owen's direction.
Support Request Flow
TRIAGE owns this end-to-end. Requests arrive via email, phone, or SMS. Every response is drafted, QA'd by VERA, and reviewed by Owen before it is sent. Owen is the only person who clicks Send.
1
💌 Support Request Arrives
Three entry channels: (A) Email — arrives in Gmail and detected by TRIAGE via the Gmail MCP automatically. (B) Phone call — Owen notes key details and drops a .txt into _INBOX. (C) SMS — same manual step. All three are handled identically from this point onward.
2
🎫 TRIAGE Classifies the Request
TRIAGE determines: which business the request relates to, what the issue category is, and what priority level applies. Classification drives the entire downstream workflow.
🚨 What priority level?
P1 Critical
Immediate DECISION NEEDED — Owen Engages Directly
P1 bypasses the draft-and-review cycle entirely. TRIAGE immediately creates a DECISION NEEDED file in _OUTBOX so Owen can contact the client without delay. Speed is the priority; a formal draft is not required.
P2 – P4
Standard Draft and Review Cycle Continues Below
TRIAGE researches, drafts, and sends through VERA for QA before Owen reviews and sends the final response.
3
📊 TRIAGE Searches the Knowledge Base
TRIAGE searches the Notion SOPs database and the local _Organisation\SOPs folder for a known solution to this issue type. If a matching SOP exists, the response references it directly. If not, TRIAGE drafts the best available answer and flags any uncertainty clearly.
4
🖌 TRIAGE Drafts the Response
TRIAGE produces a draft in Owen's voice, using the appropriate tone for the specific business: Rockley Consulting, ROCKAXIOM, or HEFTE. The draft references the relevant SOP or known solution where one exists, and clearly flags gaps where it does not.
5
✅ VERA Quality Assurance Review
The draft is passed to VERA (QA agent) for a review of tone, accuracy, and formatting. VERA issues a pass or returns specific corrections with reasoning. TRIAGE incorporates any corrections before proceeding. No draft reaches Owen without passing this step.
6
📤 Draft to _OUTBOX + Notion Ticket Created
TRIAGE places the approved draft in _OUTBOX for Owen's review. A Notion Support Ticket is created simultaneously in the Support Tickets database, logging: business, issue category, priority level, client, summary, and current draft status.
7
👤 Owen Reviews and Sends
Owen opens the draft in _OUTBOX. If approved, Owen sends via Gmail — agents never send on Owen's behalf under any circumstances. If changes are needed, Owen drops a revision note into _INBOX and the cycle returns to Step 4.
8
📋 TRIAGE Closes the Ticket + SOP Check
Once resolved, TRIAGE marks the Notion ticket as Resolved and logs the resolution method. If this is the third or more occurrence of the same issue type, TRIAGE flags "SOP Required" on the ticket and notifies DOC to create or update the relevant procedure — preventing the same issue recurring without a documented fix.
Task Management
Two parallel systems handle tasks and they remain intentionally separate. Blitzit manages Owen's personal daily actions. Notion manages everything the agent team tracks on Owen's behalf. The Blitzit MCP is the bridge between them.
⚡ Blitzit — Owen's Daily Layer
Personal actions Owen needs to do himself. Connected via MCP — agents can read and create tasks here on Owen's behalf during any session.
🌅
Morning — Review Today BoardOwen checks Blitzit to see what is scheduled for the day: personal actions, client follow-ups, recurring routines, and any tasks APEX has pushed overnight.
📅
This Week BoardLonger-horizon personal tasks that need to happen this week but are not yet on Today. Owen pulls items into Today as the week progresses.
📦
BacklogUnscheduled items. Reviewed weekly to pull into This Week or Today. Useful for capturing ideas and deferred tasks without losing them.
✓
Mark Complete → Done BoardAs Owen completes tasks during the day they move to Done. Keeps the Today view clean, focused, and honest about what has actually been finished.
🔄
Recurring TasksDaily routines and weekly habits can be set as recurring so they auto-populate the Today or This Week board without Owen having to create them each time.
🧠
Agent-Pushed Tasks (via MCP)When APEX or COMPASS identifies something only Owen can personally action — a decision, a bank transfer, a client call — they push it directly into Blitzit via the MCP. It surfaces in Owen's Today or This Week view automatically.
📁 Notion — Agent Task Layer
Everything the agent team is tracking, working on, or has completed. COMPASS owns and maintains all six databases. Owen reads but does not manually manage this system.
📊
Master Task BoardEvery task across all seven businesses in one place. Grouped by business, filtered by status, priority, and due date. This Week and Overdue views always visible. COMPASS keeps this current.
🚙
Work QueueNotion mirror of the _INBOX/_OUTBOX cycle. COMPASS logs every job here as it is dropped, picked up, in progress, and completed. Full searchable audit trail across all businesses.
🚀
Projects DatabaseActive and pipeline initiatives per business. Tasks link back to their parent project. Timeline and Gantt views available for multi-week planning.
📋
Weekly Review TemplateCOMPASS populates a structured end-of-week review every Friday: completions, overdue items, upcoming week preview, decisions required, and Top 5 priorities for the following week.
💾
Weekly Local Export (Sunday 23:00 AEST)APEX exports all Notion databases to structured Markdown and CSV files on the local machine. 90-day rolling retention. Protects against Notion outages or platform changes.
🧠 How Blitzit and Notion Stay in Sync Without Overlapping
Blitzit holds only what Owen needs to do himself — personal actions, follow-ups, and daily routines. Notion holds everything the agent team is managing on Owen's behalf. The bridge is the Blitzit MCP: when APEX or COMPASS identifies an item only Owen can act on, they create it in Blitzit directly so it surfaces in Owen's daily view without any manual transfer. Owen never needs to copy tasks between the two systems. The rule is simple: if an agent can do it, it stays in Notion. If only Owen can do it, it goes to Blitzit.
Agent Hierarchy
25 named agents across 5 tiers. Each agent has a dedicated CLAUDE.md instruction file defining their responsibilities, tone, tools, and escalation paths. APEX orchestrates across all tiers. Model assignment is based on task complexity and stakes.
Opus — Complex reasoning, high stakes
Sonnet — Balanced, most agent work
Haiku — Fast, routine, high-volume tasks
Owner
👤 Owen Rockley — Founder & Sole Director
All decisions. All approvals. All external sends. Every workflow ends with Owen's review before any external action is taken.
Tier 1 — Leadership (1 Agent)
APEX — Chief of Staff
Owen's primary interface with the agent organisation. Scans _INBOX, interprets intent, routes work to the correct agents, coordinates multi-agent workflows, and manages the _OUTBOX lifecycle.
Opus
Tier 2 — Executive (2 Agents)
ATLAS — Head of Strategy
Strategic planning, opportunity analysis, and high-level research across all seven businesses. Invoked for planning tasks and complex analysis.
Opus
FORGE — Head of Operations
Monitors operational health across the organisation. Primary focus: ROCKAXIOM SLA monitoring and ten|two platform health. Flags incidents to APEX.
Sonnet
Tier 3 — Management (5 Agents)
RELAY — Communications Manager
All written client and external communications. Drafts emails, follow-ups, and proposal cover letters. Never sends autonomously.
Sonnet
LEDGER — Finance Manager
Financial tracking and reporting via Xero MCP. Invoice tracking, cash flow summaries. Read-only by default.
Sonnet
COMPASS — Project Manager
Manages the Notion workspace. Creates and updates tasks, projects, and deadlines. Keeps all six databases current.
Sonnet
TRIAGE — Support & Inbox Manager
First responder for all inbound support. Classifies P1–P4, creates Notion tickets, drafts holding replies for RELAY. Classifies and routes — does not resolve.
Haiku
VERA — Quality Assurance Gate
QA gate for all client-facing outputs. Issues PASS or FAIL with required corrections before anything reaches _OUTBOX. Does not rewrite.
Sonnet
Tier 4 — Business Agents (7 Agents — One Per Business)
Rockley Consulting
H&L Software & hospitality tech consulting. Primary revenue business.
Sonnet
ROCKAXIOM
BCDR managed service. SLA documentation, recovery plans, incident reports.
Sonnet
TEN | TWO
Operational reporting SaaS. Product roadmap, feature specs, client onboarding documentation.
Sonnet
HEFTE
EFTPOS consulting for Australian SMBs. Provider comparisons, savings analysis, recommendations.
Sonnet
VAULTPASS
Digital estate management platform. Works closely with VAULT and LEX. Assigned Opus for sensitivity.
Opus
The Whisky Merchant
Rare spirits retail, pre-launch. Product descriptions, website copy, inventory. SHOP handles e-commerce.
Haiku
Van Diemens Moto Co.
Motorcycle business, passion project. Inventory, sales listings, workshop notes, website content.
Haiku
Tier 5 — Specialist Agents (10 Agents)
LEX — Legal & Contracts
SLA drafting, service agreements, privacy policy, contract interpretation. Always refers to qualified legal review.
Opus
PAX — Deep Research
Comprehensive research: competitor analysis, market sizing, due diligence. Slower and more thorough than SCOUT.
Opus
VAULT — Security & Privacy
VaultPass only. Zero-knowledge architecture, OAIC compliance, threat modelling. Scope is strictly VaultPass.
Opus
DRAFT — Proposals & Tenders
All formal proposals, SOWs, service quotes, and tender responses. All outputs through VERA before _OUTBOX.
Sonnet
MARK — Copywriting & Marketing
Website copy, value propositions, case studies, and marketing collateral. Distinct brand voice per entity.
Sonnet
GRID — LinkedIn & B2B Social
LinkedIn content strategy and post drafting for commercial entities. All content reviewed by Owen before posting.
Sonnet
DOC — Technical Documentation
Disaster recovery plans, runbooks, user guides, release notes, and internal SOPs across all entities.
Sonnet
SCOUT — Market & Trend Research
Quick-turnaround research briefs. Faster and lighter than PAX. Output: max 2 pages with key findings and sources.
Sonnet
ONBOARD — Client Onboarding
Welcome packs, intake checklists, setup guides, and onboarding email sequences for Rockley Consulting, ROCKAXIOM, and HEFTE.
Haiku
SHOP — E-Commerce & Retail
The Whisky Merchant e-commerce only. Product listings, tasting notes, inventory format. Nothing live without Owen's sign-off.
Haiku