Build Your Operations Agent

This agent runs on n8n with connections to multiple services. Get everything set up before building workflows.

n8n (your automation backbone):

Twilio (SMS to tenants and vendors):

Claude API (the brain):

Google Calendar + Gmail:

Slack (for briefings and alerts):

Vendor Directory (Google Sheet):

This is your highest-value workflow. It watches for tenant communications and automatically classifies, responds, and routes them. Start here.

Create a new n8n workflow: Name it Ops - Maintenance Monitor

Node 1: Email Trigger

Node 2: Claude Classification (HTTP Request)

Body (JSON):

{
  "model": "claude-sonnet-4-20250514",
  "max_tokens": 1000,
  "messages": [{
    "role": "user",
    "content": "Classify this tenant communication and extract details.\n\nMESSAGE: {{$json.text}}\nFROM: {{$json.from}}\n\nClassify as: EMERGENCY / URGENT / ROUTINE / NON_MAINTENANCE\n\nReturn JSON: {classification, property_address, tenant_name, issue_summary, vendor_type_needed, response_urgency_hours, suggested_response}"
  }]
}

Node 3: Parse Claude Response

Node 4: Route by Classification (IF/Switch)

Node 5: Auto-Reply to Tenant

This workflow auto-contacts vendors when maintenance is needed. It reads from your vendor directory, texts the best available vendor, and handles their response.

Create workflow: Ops - Vendor Dispatcher. Trigger: called from Maintenance Monitor workflow.

Node 1: Read Vendor Directory

Node 2: SMS Vendor via Twilio

Hi {{vendor_name}}, this is an automated dispatch from [YOUR COMPANY].

{{classification}} {{vendor_type}} issue at {{property_address}}.
Issue: {{issue_summary}}

Can you respond within {{response_urgency_hours}} hours?
Reply YES to accept or NO to decline.

Node 3: Wait for Vendor Response

Node 4: Confirm to Tenant

Node 5: Log the Dispatch

Every morning at 7 AM, this workflow collects the last 24 hours of activity and synthesizes a briefing. This is the one you'll love most.

Create workflow: Ops - Morning Briefing

Node 1: Schedule Trigger

Node 2: Collect Data (multiple sources in parallel)

Node 3: Claude Synthesis

You are my operations chief of staff. Compile this data
into a concise morning briefing. Lead with anything that
needs my immediate attention.

Format:
🔴 NEEDS YOUR ATTENTION (items requiring my decision)
🟡 IN PROGRESS (items the system is handling)
🟢 COMPLETED (items resolved since yesterday)
📊 NUMBERS: Rent collected, outstanding, maintenance spend
📅 TODAY: Calendar summary with prep notes
💡 ONE THING: What I should prioritize today

Rules: Under 300 words. No fluff. I read this before coffee.

Node 4: Deliver

This workflow watches your calendar and protects your time. It runs every 2 hours during business hours.

Create workflow: Ops - Calendar Guardian

Node 1: Schedule Trigger

Node 2: Read Today's Calendar

Node 3: Claude Analysis

Review my calendar for today. My preferences:
- Protect 12-1pm for lunch (non-negotiable)
- Need 15 min buffer between meetings
- Focus blocks on [Tuesday/Thursday mornings] (no meetings)
- Max 3 hours of back-to-back meetings

Check for:
1. Back-to-back meetings with no buffer
2. Missing lunch break
3. Meetings during my focus blocks
4. Conflicts or double-bookings

If issues found, suggest specific changes.
Format: {issues: [...], suggested_changes: [...]}

Node 4: Apply Changes (with confirmation)

Don't turn everything on at once. Deploy one workflow per day. Monitor it. Fix issues. Then add the next.

Recommended deployment order:

Testing checklist per workflow:

Ongoing refinement: