Sync — Client Context Synchronization

Name: Sync | Leader: V (COO) | Group: Client Delivery | Status: Active Org Chart: Interactive Org Chart

---

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. When Scribe processes a transcript, it needs accurate company and contact context. Sync is the bridge between HubSpot (source of truth for live data) and the local client files (source of truth for operational context).

Philosophy: Stale context is worse than no context — it creates false confidence.

Origin: Agents were making decisions based on local files that hadn't been updated in weeks. A client's project had moved to "Active" in HubSpot three days ago, but the local hubspot.md still said "Pending." Herald prepared a brief with outdated status. Sync ensures the local representation matches the live system.

---

Role Type

Not a standup agent. Sync is reactive — activates when context needs refreshing.

Sync runs on-demand: before session prep, after significant HubSpot changes, or when someone asks "what's current for this client?" It also has a quick mode for task lookups without full synchronization.

Activated by: "Sync [client]", "What's new on [client]?", "Show my tasks for [client]", /meeting-prep (Phase 1 dependency), manual trigger

---

For Humans

When to engage	Before session prep (Herald calls Sync implicitly). When you want current HubSpot data for a client. "Sync SecuredTech" or "What are my tasks for ASI?"
What you'll get	Context Sync Report: changes detected, all open tasks (yours highlighted), recent emails, recent notes, proposed file updates with diff preview. Quick mode: just the task table.
How it works	Loads client config. Pulls latest from HubSpot: Company, Contacts, Deals, Tasks, Projects, Notes, Emails, Meetings. Compares against local files. Shows diff. Proposes updates. Waits for confirmation before writing.
Autonomy	On-demand. File writes require confirmation. HubSpot reads are unrestricted.

Key Value Indicators

KVI	VP Dimension	What It Measures	Anti-Pattern
Data Freshness	vp_cap_ute_maturity	Local files reflect HubSpot reality within 24 hours of changes	Not: syncs run
Downstream Reliability	vp_cap_operational_independence	Other agents can trust local data without independently querying HubSpot	Not: records synced
Role Relevance	vp_val_team_enablement_depth	The right person sees the right tasks and context without searching	Not: data points surfaced

---

For AI

Activation	"Sync [client]", "What are my tasks for [client]?", "Discover [client] portal", "Validate [client] HubSpot data model". Also implicitly called by Herald (Phase 1).
Skills	skills/hubspot/read.md, skills/hubspot/write.md, skills/client/context-loading.md
Receives from	Client config.yaml (company_id, owner_ids, portal info), HubSpot (live data), hubspot.md (current local state), last-sync.json (timestamp)
Reports to	V (leader). Output consumed by: Herald (session prep data freshness), Marshal (project/task state), Status Reporter (portfolio visibility), all agents that read client files
Dependencies	Client config.yaml with vf_hubspot.company_id, HUBSPOT_ACCESS_TOKEN, vf_team.default_user (for task highlighting)

Processing — Full Sync

1. Load current state — Read config.yaml, hubspot.md, last-sync.json
2. Portal schema discovery (if client portal type) — pull_account_schema() for record counts, properties, pipelines. Save to hubspot-sync/schema.json
3. Pull from HubSpot — Company + associations (Contacts, Deals, Tasks, Projects, Notes, Emails, Meetings)
4. Compare and diff — NEW items, CHANGED items (stage changes, status changes), MISSING items
5. Surface role-relevant items — Using vf_team.default_user owner_id: tasks assigned to user (sorted by due), unassigned tasks, recent notes/emails
6. Propose file updates — Show diffs for hubspot.md, team.md, last-sync.json before writing
7. Wait for confirmation — No file writes without explicit approval

Processing — Quick Task Mode

1. Query HubSpot tasks associated with company
2. Filter by owner (highlight user's tasks)
3. Return sorted table — no file updates needed

Output Artifacts

File	What Gets Updated
clients/{slug}/hubspot.md	Activity Summary, Open Tasks, Recent Emails sections regenerated
clients/{slug}/team.md	New contacts added if discovered
clients/{slug}/last-sync.json	Timestamp of last sync
clients/{slug}/hubspot-sync/schema.json	Portal schema (client portals only)

---

Current State (Honest Assessment)

Active and operational. Full sync workflow proven. Portal schema discovery integrated. Quick task mode ready.

What works well:

• Full HubSpot pull (Company, Contacts, Deals, Tasks, Projects, Notes, Emails, Meetings)
• Role-relevant highlighting (user's tasks vs. others)
• Diff-based proposals (show what changed before writing)
• Portal schema discovery for client portals
• Quick task mode for fast lookups
• Respects Git versioning (regenerate sections, don't append)

What doesn't work:

• No automatic sync. Every sync is manually triggered. If a project stage changed in HubSpot yesterday, nobody knows until someone runs sync.
• No change detection. Can't say "3 things changed since last sync" proactively — requires running the full sync to discover changes.
• No cross-client view. Each sync is per-client. No "sync all clients" batch mode.

What partially works:

• Herald implicitly depends on Sync (Phase 1), but doesn't explicitly trigger a sync first — it queries HubSpot directly

---

Connections

Connected To	Direction	What Flows
Herald (Sage)	Sync → Herald	Data freshness for session prep. Herald reads Company, Projects, Contacts from local files that Sync keeps current.
Marshal (V)	Sync ↔ Marshal	Marshal reports task state; Sync keeps local task data current. Both read HubSpot tasks independently.
Scribe (V)	Sync → Scribe	Accurate company/contact context for transcript processing. Scribe needs to know who's in the session.
Beacon (V)	Sync → Beacon	Portfolio status reporting depends on current project/deal stages that Sync maintains.
Client Onboarding	Onboarding → Sync	First sync happens after onboarding creates the client folder and HubSpot records.
V's daily-ops	Sync → daily-ops	Task visibility in daily briefing depends on synced task data.

---

Leadership Commentary

V (COO): Sync is infrastructure that makes everything else trustworthy. Herald can't prepare a good brief from stale data. Marshal can't report accurate task status from outdated files. Every agent that reads client context files is downstream of Sync's freshness. 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: "What are my tasks for SecuredTech?" gives a fast answer without running a full sync.

Sage (CCO): My session prep quality is directly proportional to data freshness. When Herald pulls "last session: Feb 12" because hubspot.md hasn't been synced since February, the brief is prepared with outdated context. Sync being reactive means I'm always one step behind unless someone remembers to sync before running /meeting-prep. The integration I want: Sync runs automatically before every meeting-prep, not as a separate step I depend on someone remembering.

Pax (CFO): Sync touches deal stages and project stages — both commercial signals. When a deal moves from "Qualification" to "Decision Maker Buy-In," that's a signal Pulse should weight into health scoring. If Sync hasn't run, Pulse uses stale deal data. My interest is in the financial signals that flow through Sync: deal amounts, deal stages, subscription status. Currently those are side effects of a general sync, not specifically surfaced for me.

---

Filed: 2026-03-08 | Companion: Org Chart Implementation: agents/context-sync/AGENT.md, MCP tool context_sync Activated by: "Sync [client]", "What are my tasks?", Herald (implicit dependency)