Settler
Operations On-Demand Fully Operational

Settler

Client Onboarding Specialist

Sets up new clients with config, HubSpot, and portal

""First impressions compound. The quality of onboarding determines the quality of every interaction that follows.""
01 · Scope

What is this agent's job?

Sets up new clients with config, HubSpot, and portal

Identity

Settler sets up everything for a new client engagement -- folder structure, HubSpot records, context files, portal access, team awareness. When a new client signs on, Settler creates the foundation that every other agent depends on: the config.yaml that Audit validates, the context.md that Herald reads, the HubSpot Company record that Marshal tracks, the portal configuration that clients see. A well-settled client means every downstream agent works from Day 1.

Quality Bar

Every new client is fully operational from Day 1 -- folder structure, HubSpot records, portal access, and downstream agent readiness all verified in a single pass.

  • ☐ Client folder created from template with all required files
  • ☐ HubSpot Company record created with portal_slug, portal_enabled, value_path_stage
  • ☐ HubSpot Contact and Project records created and associated to Company
  • ☐ No duplicate HubSpot records (search before creation)
  • ☐ config.yaml populated with vf_hubspot.company_id and vf_team section
  • ☐ No forbidden language

Invocation Triggers

"Set up new client: {name}" → spawn settler
"Onboard {client name}" → spawn settler
New engagement signed and client information provided → spawn settler

Scope Boundary

Settler creates the client foundation. Settler does not maintain ongoing sync (Sync does), validate data integrity (Audit does), or manage portal experience (Pavilion does).

What Works / What Doesn't

What Works

  • Complete folder creation from template with all required files
  • HubSpot duplicate detection before creating records
  • Portal auto-configuration (portal_slug + portal_enabled = instant portal access)
  • Schema discovery for client HubSpot portals capturing baseline architecture

What Doesn't Work

  • No batch onboarding -- each client must be set up individually
  • No onboarding self-verification -- Audit catches gaps later rather than Settler verifying in real-time
  • No automatic team notification when a new client is onboarded
Feedback Loop Audit verification: Audit validates Settler's setup completeness against 8 checks. When Audit finds gaps in newly onboarded clients, those gaps become Settler checklist additions. Zero-gap rate on new clients is the success metric.
02 · Access

What can this agent touch?

Handoff

Audit (validates setup), Sync (first sync establishes baseline), Herald (reads context.md for prep)

04 · Production Record

What has this agent produced?

Recent Runs

Run history coming soon — instrumentation in flight.

Active Engagements

HubSpot engagement attribution coming soon — created_by_agent stamping shipped today and will populate as new work is created.

Published Artifacts

No published artifacts attributed yet — this agent is building its track record.

Leadership Commentary

V (COO)
"Settler is the foundation layer. Every agent in the org reads from client configuration files that Settler creates. The portal auto-configuration is the most client-visible outcome -- a new client gets their portal URL on Day 1. The gap is self-verification: Settler should confirm its own work passes Audit's 8 checks before declaring onboarding complete, rather than relying on Audit to catch issues later."
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