/company-brain

Auto-sync sources

Company brains benefit from automated capture. Manual capture works for early-stage teams; auto-sync becomes necessary as call volume + team size scale.

Start manual. Automate only after 4-6 weeks of manual capture proves the team is actually using the brain.

Common sources + setup patterns

Fathom (call notes)

• What: AI-generated meeting summaries + full transcripts
• Sync via: Zapier / n8n webhook OR Fathom's built-in export → drop into meetings/
• Naming: meetings/YYYY-MM-DD-<company-slug>-<slug>.md
• Metadata: attendees list, duration, recording URL
• Setup: wire the webhook via /toolify fathom when ready

Gong (sales calls)

• What: Enterprise sales call transcripts + coaching notes
• Sync via: Gong API (subscription tier dependent) → daily pull
• Naming: same as Fathom
• Metadata: deal ID, opportunity stage, coaching flags
• Setup: /toolify gong + schedule daily sync via /loopify

Granola (personal + team meeting notes)

• What: Notes-first meeting app (transcript + your own live notes)
• Sync via: Granola export (manual or scheduled)
• Naming: meetings/YYYY-MM-DD-<slug>.md
• Metadata: your live-notes tags become wiki hints during compilation

Slack (team discussions)

• What: Preserving discussion threads that resolve decisions or capture context
• Sync via: manual per-thread OR scheduled export of specific channels
• Naming: raw/slack-<channel>-<date>.md
• Selection: NOT every message — only threads that resolve a decision, capture a customer quote, or document a process
• Recommendation: #decisions, #customer-signals, #post-mortems channels get auto-synced; others stay manual

Email (Front / Missive / Superhuman)

• What: Customer-facing threads worth preserving beyond the inbox
• Sync via: forward-to-address (dedicated inbox email address the vault auto-processes)
• Naming: append to people/<person-slug>.md OR companies/<company-slug>.md (thread goes with the person/org, not standalone)
• Metadata: thread ID, sender, subject line
• Setup: /toolify <email-provider> when the team is ready

CRM (HubSpot / Attio / Pipedrive)

• What: Deal state, contact info, opportunity size
• Sync via: API pull (nightly or on-change webhook)
• Naming: updates companies/<slug>.md and people/<slug>.md in place (overwrites status, last_touch, opportunity_size fields)
• Metadata: opportunity stage, close date, ARR estimate
• Setup: /toolify hubspot + nightly sync via /loopify

Support tickets (Intercom / Zendesk / Front)

• What: Customer questions + support patterns
• Sync via: API pull daily
• Naming: append repeat-question patterns to recurring-questions/; standalone tickets stay in the support tool
• Selection filter: only tickets tagged "escalated" or repeated 3+ times

Cadence recommendations

Wire via /loopify with these defaults:

Idempotency

All auto-sync jobs must be idempotent. Company-brain has a lint check for this (repeated appends creating duplicate content). Follow the loopify guidance: dedupe by source ID / transcript hash / timestamp before appending.

When NOT to auto-sync

• Sensitivity mismatch: don't auto-sync confidential content — manual capture only, with explicit access-list assignment
• Team hasn't earned it: if the team isn't capturing manually, auto-sync creates a data-firehose nobody uses. Prove capture demand first.
• Rate-limited APIs: some sources (older CRM APIs, Slack free-tier export) rate-limit hard. Manual > broken auto-sync.
• Compliance-restricted: for regulated industries (healthcare, legal, finance), auto-sync of client data may violate compliance. Consult legal first.

Recipe library (populate as team wires them)

• references/recipes/fathom-webhook-nextjs.md — Fathom webhook receiver in Next.js
• references/recipes/gong-daily-sync.md — Gong API pull loop
• references/recipes/attio-crm-sync.md — Attio nightly sync
• references/recipes/slack-weekly-export.md — Slack export → structured raw

Each recipe pairs /toolify <source> (initial wiring) + /loopify (scheduled sync).