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Real Estate Team AI Operating System

This is a multi-folder AI operating system for Diana's four-person boutique residential real estate team in Austin. It is not a software app. The folder structure, instructions, examples, and handoff files are the system.

The goal is simple: paste any inbound real estate request into Claude, and the system routes it to the right specialist, creates or updates the workflow record, and tells the agent exactly what to do next.

The system is most powerful when run through Claude Cowork or Claude Code. In that mode, Claude can read and write the local folder structure directly, so workflows/ becomes persistent memory for client interactions, routing decisions, draft history, action items, and deal status over time.

System Architecture

Every request starts with the Orchestrator. The Orchestrator decides which specialist should handle the request, packages the context, reads that specialist's handoff protocol, and routes the work. Specialist output returns to the Orchestrator before anything moves to the next specialist or back to the agent.

                         INBOUND REQUEST
                                │
                                ▼
                    ┌─────────────────────────┐
                    │     00_orchestrator     │
                    │   classify + sequence   │
                    └────────────┬────────────┘
                                 │
        ┌────────────────────────┼────────────────────────┐
        │                        │                        │
        ▼                        ▼                        ▼
┌─────────────────────┐ ┌─────────────────────┐ ┌─────────────────────┐
│ 01_lead_qualifier   │ │ 02_property_research│ │ 03_client_comm      │
│ Qualified Lead Card │ │ Research Brief      │ │ Draft Message       │
└──────────┬──────────┘ └──────────┬──────────┘ └──────────┬──────────┘
           │                       │                       │
           └───────────┬───────────┴───────────┬───────────┘
                       │                       │
                       ▼                       ▼
              ┌─────────────────────┐ ┌─────────────────────┐
              │ 04_transaction      │ │ workflows/[client]  │
              │ coordinator         │ │ status + actions    │
              │ Deal Status/Alert   │ │ audit + outputs     │
              └─────────────────────┘ └─────────────────────┘

Each specialist folder contains the same four files:

File What it does
identity.md Defines the specialist's role, what they own, and what they do not own
rules.md Lists operating rules, required checks, and things the specialist must never do
examples.md Shows realistic examples of that specialist in action
handoff.md Defines what the specialist needs to receive, what it produces, and what it passes back

Folder Reference

Folder Specialist Use it for
00_orchestrator/ Router Every inbound request starts here
01_lead_qualifier/ Lead Qualifier New prospects, referrals, first contact, buyer/seller qualification
02_property_research/ Property Researcher Specific addresses, neighborhoods, comps, school context, market questions
03_client_communication/ Client Communication Drafting emails, texts, follow-ups, and client-facing responses
04_transaction_coordinator/ Transaction Coordinator Active deals, deadlines, documents, contingencies, closing checklists

The root AGENTS.md file is the operating manual Claude follows. The README is the human onboarding guide.

How A Typical Request Flows

New Buyer Lead

  1. Agent pastes a voicemail, email, web form, or note into Claude.
  2. 00_orchestrator/ checks whether this belongs to an existing workflow.
  3. If it is new, Claude creates a workflow folder from workflows/_template/.
  4. The Orchestrator routes the request to 01_lead_qualifier/.
  5. Lead Qualifier produces a Qualified Lead Card.
  6. The Orchestrator saves the output, updates the workflow, and lists the agent's next action.
  7. If research or a follow-up message is needed, the Orchestrator routes the next step to 02_property_research/ or 03_client_communication/.

Property Research Request

  1. Agent pastes an address, neighborhood, or market question.
  2. 00_orchestrator/ matches the request to the right workflow or asks where it belongs.
  3. The Orchestrator routes to 02_property_research/ with the address, client priorities, budget, and known constraints.
  4. Property Research produces a Research Brief.
  5. The Orchestrator saves the brief and, if needed, routes to 03_client_communication/ to draft a client-ready follow-up.

Active Deal Update

  1. Agent pastes a contract update, deadline question, document status, or closing issue.
  2. 00_orchestrator/ attaches the update to the correct workflow.
  3. The Orchestrator routes to 04_transaction_coordinator/.
  4. Transaction Coordinator produces a Deal Status Report or urgent alert.
  5. If a client update is needed, the Orchestrator routes the facts to 03_client_communication/.

Workflow Records

Every lead or deal gets a folder under workflows/. This prevents important details from living only in a chat thread.

File Purpose
status.md Current stage, assigned specialist, last action, next action, and open flags
action_register.md Single source of truth for open and completed tasks
audit_log.md Chronological trail of state-changing requests, routing, outputs, and decisions
NN-short-summary.md Numbered specialist outputs created as the workflow progresses

Read-only questions do not update the workflow. For example, "What are my open tasks?" reads from action_register.md and answers without changing files.

State-changing work does update the workflow. Examples include creating a draft, routing new client information, recording a document status, adding an action, or marking an action complete.

Setup Before Using This In Claude

Option A: Claude Cowork / Existing Folder Project

Use this if you want the full system through Claude Cowork: Claude reads and writes the actual folder structure, so workflow records become persistent memory.

Repository:

https://github.com/mattsoftware/Real-Estate-Team-AI-Operating-System
  1. Clone the GitHub repository to your computer.
  2. Open Claude Cowork.
  3. Create a new project.
  4. Choose the option to use an existing folder.
  5. Select the cloned Real-Estate-Team-AI-Operating-System folder.
  6. Open AGENTS.md, copy the full contents, and paste them into the Claude Cowork project's Instructions section.
  7. Claude will use the local repository folder as the live working folder. The pasted instructions are important to get started correctly.

Then set up the active agent:

  1. Create one agent profile for each person on the team:
    • Copy agents/_template/agent_card.md to agents/[agent-name]/agent_card.md
    • Copy agents/_template/voice.md to agents/[agent-name]/voice.md
    • Edit both files for that agent
  2. Create CURRENT_AGENT.md from example.CURRENT_AGENT.md.
  3. Fill in the Agent: field with the agent using the system.

When you paste a real inbound request, Claude can create workflow folders, append to audit logs, update status files, maintain action registers, and preserve client/deal context across interactions.

Option B: Claude Code Terminal

Use this if you prefer to run Claude Code from a terminal instead of opening an existing-folder project.

This is also a fully realized version of the system because Claude can read and write the local repo directly.

  1. Install Claude Code from claude.ai/code.
  2. Clone or download this repo.
  3. Open a terminal in the repo folder.
  4. Create agent profiles as described above.
  5. Copy the current-agent example:
cp example.CURRENT_AGENT.md CURRENT_AGENT.md
  1. Open CURRENT_AGENT.md and set the agent for the session:
Agent: Diana
  1. Run:
claude

Claude Code reads AGENTS.md automatically.

Creating An Agent Profile

Every outbound draft depends on the active agent's profile. Do this before using the system with real clients.

Agent Card

agent_card.md stores factual professional details:

  • Name and display name
  • Contact details
  • Market and service area
  • Availability
  • Specializations
  • License/designation details
  • Short professional bio

Voice File

voice.md stores communication style:

  • How the agent writes texts and emails
  • Phrases the agent uses
  • Phrases the agent never uses
  • Sign-offs
  • Channel preferences
  • Example messages

The better the voice file, the better the client drafts. Add examples over time, especially drafts the agent dislikes, so Claude learns the anti-patterns.

Onboarding A New Team Member In One Day

Give the new agent this repo and have them follow this order.

First 30 Minutes

  1. Read this README.
  2. Read AGENTS.md.
  3. Read 00_orchestrator/identity.md and 00_orchestrator/handoff.md.

Next 30 Minutes

  1. Read the specialist folder closest to their work:
    • New leads: 01_lead_qualifier/
    • Research and comps: 02_property_research/
    • Emails and texts: 03_client_communication/
    • Contracts and closings: 04_transaction_coordinator/
  2. Read that folder's examples.md.

Setup

  1. Create their agents/[agent-name]/agent_card.md.
  2. Create their agents/[agent-name]/voice.md.
  3. Set CURRENT_AGENT.md to their name.

Practice

  1. Open tests/README.md.
  2. Paste one test lead into Claude.
  3. Confirm Claude:
    • Identifies the workflow
    • Routes through 00_orchestrator/
    • Uses the correct specialist
    • Produces a clear next action
    • Updates workflow files only when the request changes state

After that, the agent can use the system on real inbound requests.

Testing The Workflow

The tests/ folder contains 10 sample inbound messages. Use them before real client work.

What to test Relevant files
Standard lead qualification lead_001, lead_003, lead_006
Workflow lookup before routing lead_004, lead_010
Ambiguity and clarification lead_002, lead_007, lead_008
Agent fit suggestions lead_005, lead_006
Multi-step sequencing lead_003, lead_009

Daily Use

Start each session by confirming CURRENT_AGENT.md is set to the right agent.

Then paste the inbound request as-is:

  • Voicemail summary
  • Forwarded email
  • Website inquiry
  • Agent note
  • Deal update
  • Document/deadline question
  • Draft request

Claude will classify it, route it, maintain the workflow record, and end with AGENT ACTION REQUIRED.

You can also ask read-only questions, such as:

  • What are the highest priority open tasks?
  • Show me the last draft for this client.
  • Summarize the current transaction status.
  • What documents are still missing?

Privacy Note

CURRENT_AGENT.md and Claude local settings are ignored by git by default. Local agent profiles and live workflow folders may contain client details, personal contact information, and active transaction notes, so do not commit them to a public repo unless they are intentionally sanitized examples. The tracked agents/diana/ files are sample persona files for the brief.

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This is a multi-folder AI operating system for Diana's four-person boutique residential real estate team in Austin. It is not a software app. The folder structure, instructions, examples, and handoff files are the system.

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