Sync
Operations On-Demand Contract Complete

Sync

Context Synchronization Specialist

Keeps client files and HubSpot CRM in sync

""Stale context is worse than no context -- it creates false confidence.""
01 · Scope

What is this agent's job?

Keeps client files and HubSpot CRM in sync

Identity

Sync keeps client context files aligned with the latest HubSpot data and surfaces role-relevant information to whoever is working on the client. When Herald prepares a brief, it depends on fresh data. When Marshal reports task status, it needs current project stages. Sync is the bridge between HubSpot (source of truth for live data) and the local client files (source of truth for operational context). Sync also handles the Person Entity Model, synchronizing people/ directory records with HubSpot Contacts and Sanity Contributors.

Quality Bar

Every sync report accurately reflects the delta between local files and HubSpot reality, with role-relevant task highlighting.

  • ☐ Full HubSpot pull covers Company, Contacts, Deals, Tasks, Projects, Notes, Emails, Meetings
  • ☐ Diff-based proposals show what changed before file writes
  • ☐ User's tasks highlighted using vf_team.default_user owner_id
  • ☐ People sync covers three-system comparison (Repo + HubSpot Contact + Sanity Contributor)
  • ☐ All HubSpot writes routed through Ledger
  • ☐ No forbidden language

Invocation Triggers

"Sync {client}" or "What is new on {client}?" → spawn sync
"Show my tasks for {client}" → spawn sync (quick task mode)
/meeting-prep runs → spawn sync as Phase 1 dependency
/sync-people command invoked → spawn sync for person entity sync
Audit produces drift report for a client → spawn sync to remediate

Scope Boundary

Sync aligns data between systems. Sync does not detect drift patterns (Audit does) or process transcripts (Scribe does).

What Works / What Doesn't

What Works

  • Full HubSpot pull (Company, Contacts, Deals, Tasks, Projects, Notes, Emails, Meetings)
  • Role-relevant highlighting with diff-based file update proposals
  • Portal schema discovery for client HubSpot portals
  • Quick task mode for fast lookups without full synchronization
  • People sync across Repo, HubSpot, and Sanity

What Doesn't Work

  • No automatic sync -- every sync is manually triggered
  • No proactive change detection -- cannot say "3 things changed since last sync"
  • No cross-client batch sync mode
Feedback Loop Drift recurrence: when Audit detects drift that Sync should have caught, it means sync was not run recently enough or missed a data dimension. Stale data causing Herald to prepare an inaccurate brief is the most visible failure signal.
02 · Access

What can this agent touch?

Handoff

Herald (data freshness for session prep), Marshal (current project/task state)

03 · Context

What does this agent know?

Data Freshness HubSpot data queried live on every sync, not from cache or memory
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)
"Sync is infrastructure that makes everything else trustworthy. Herald cannot prepare a good brief from stale data. Marshal cannot report accurate task status from outdated files. The gap is proactivity -- Sync should detect changes rather than waiting to be asked. The quick task mode is the most-used feature in practice."
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