Why a system
Setting Claude up and training the team is the first job. This is what a system of your own adds.
Workflows written once
Chasing arrears, booking inspections inside the notice rules, following up a tradie, getting ready for an owner meeting. Each of these is written down once, in the desk, the way Otago Flats does it. Whoever asks, and whichever Claude they ask from, gets the same steps and the same checks.
The data in one place
Today the answers sit in five systems. The desk gives Claude one place to look. In this demo the records are invented and live in the desk itself; in production each card below is what the desk would read.
PropertyMe
AiMe Connect, read-only
Properties, tenancies, arrears, inspections, maintenance jobs and renewals, plus owner statements and disbursements and the trust accounting. It cannot change anything in PropertyMe.
Dropbox
Search and read
Inspection reports and photos, compliance certificates. Moving, deleting and sharing stay blocked.
DocuSign
Agreement status
Which tenancy agreements are signed, by whom and when. Sending an envelope would need approval.
Google Workspace
Each person signs in
Gmail threads with tenants, owners and tradies, and the shared Drive. Sending would need approval.
Xero
Read-only, the director only
The company's own accounts, for the director. It does not hold owner statements or the trust account; those live in PropertyMe. Nothing is posted to Xero.
Guardrails
- Claude reads by default. Reading needs no approval and changes nothing.
- Anything that would change something is a proposal. It waits in Approvals until a person says yes.
- Nothing it does writes to PropertyMe or Xero. Approved work happens in the desk.
- Every read, proposal and decision is logged, with who did it and from where.
- Permissions are per person. Each staff member has their own link, and Claude can only do what their role allows.
The team still uses their own Claude
Nobody learns a new app to use it. Libby, Sam and Casey keep working in the Claude they already have, and add the desk as a connector. It shows up as one more thing Claude can look at, with their own permissions.