Heritage Strategies · Foreman AI Employee

01 / Overview

The brief

Foreman replaces today's mix of Excel meeting trackers, SharePoint scope documents, and Outlook updates. It captures meetings, drafts post-meeting summaries, chases delegated items, and answers questions like "where are we on the Koenigsberg case" on demand, by chat or by voice.

Foreman also absorbs the executive-assistant responsibilities that have direct leverage on engagement delivery: calendar awareness, delegated-item follow-up, and the senior partner's daily digest. Foreman is delivered in three phases. Each phase ships work the team uses from day one.

02 / Objectives

What success looks like

End dual entry across Excel, SharePoint, Outlook, and Word. One shared list of work, kept current.
Make Heritage's prep protocol stick. Every engagement runs through Pre-Internal, IR1, IR2, and any IR3+ steps on schedule, with materials ready before the meeting.
Give the senior partner and the team one trustworthy way to ask about client status by chat or by voice. Sourced answers in seconds, from anywhere.
Decrease the need for manual follow-up. Foreman tracks every open task and sends reminders on its own.
Replace ad-hoc check-ins with a morning digest of priorities and an end-of-day digest of overdue items.
Operations gets an automatic heads up when meetings overlap, when prep work is missing, or when a delegated task is waiting on someone.
Enforce the Heritage standard on every action item: owner, due date, next step. No item should exist without all three.

03 / Scope

Scope of work

Phase 1 · Months 1 to 2

Workspace, meeting capture, and daily digests

Foreman sits in on every meeting, transcribes it, drafts the post-meeting summary, and lands every action item with its owner and due date in a single shared workspace. A morning and end-of-day digest go out automatically, and the Monday rundown is ready before anyone walks in. The team can ask Foreman about any client status by chat or voice, anytime, with sourced answers in seconds.

Records and transcribes meetings.
After each meeting, Foreman drafts a structured post-meeting summary letter from the transcript.
Action items, owners, and due dates are extracted from the transcript and proposed as tasks. Duplicates are merged automatically.
Tasks missing an owner or due date wait in a review queue. They go live only after a Point Person fills in both fields. This enforces the Heritage no-dates standard at the source.
Tasks have an owner, a due date, a status (To Do, In Progress, Blocked, Done), a priority (Low, Normal, High, Urgent), and labels for filtering.
A meeting list view shows every upcoming and past meeting at a glance, with type and owner.
Schedule changes are flagged and subject to approval.
One-time migration from today's Excel meeting trackers and SharePoint scopes. After that, updates flow in from Outlook, recorded meetings, and direct edits in the app.
Web interface.
Ask Anything: any team member can ask Foreman a question in plain English by chat or by voice on a phone. Answers come back in seconds, with sources.
Every Foreman answer links back to its source (meeting letter, task, or calendar event). Verifiable in one click.
Each project or engagement carries a status (On Track, At Risk, Critical) with a plain-language reason.
Monday rundown shown live with a color-coded view (green, amber, red) readable at a glance.
Morning digest: today's meetings, prep gaps, due items, top three risks.
End-of-day digest: what was completed, what is overdue, what needs a new commitment.
Completion is set in-app or detected from meeting letters. Overdue or ambiguous items go to the Operations review queue for confirmation.

Phase 2 · Months 3 to 4

Prep protocol and full task management

Foreman tracks every engagement against the Heritage prep protocol, gives Operations early visibility on slippage, and adds the depth and views Heritage needs to manage every commitment from a single hub. Heritage can send Foreman a message or give Foreman a call to create or update tasks across the team.

For client engagements with a defined cadence, Foreman tracks each prep step (Pre-Internal, IR1, IR2, Partner Review) against the schedule and flags any delays before the next meeting.
Once a Point Person signs off, the post-meeting summary letter becomes the source of truth for what was agreed.
Audit trail: every transcript, draft action item, and human approval is timestamped and searchable.
A separate summary covers top risks, schedule changes, and items needing escalation.
Operations gets an automatic heads up when meetings overlap, when prep work is missing, or when a delegated task is waiting on someone.
Sub-tasks split work into smaller pieces. Dependencies show which task blocks which.
Recurring tasks and templates: routine work (weekly check-ins, monthly reports) and repeating projects (partner onboarding) load with no manual setup.
Comments and @mentions on every task. File attachments per task. Activity feed shows who did what and when, and serves as the audit trail.
Watchers stay informed without being assigned. Notifications via in-app, email, or MS Teams.
Send Foreman a message or give Foreman a call. Foreman creates or updates the corresponding tasks across the team.

Phase 3 · Months 5 to 6 · menu-priced

Connectors

Foreman pulls signals from email, meetings, CRM, and the Heritage AI app into one operating picture. Each connector is quoted separately.

CRM sync: read and write of records, opportunities, and notes against the Heritage CRM or the existing Salesforce instance.
Heritage AI app: Foreman surfaces client engagements across the platform and assigns tasks to the responsible Point Person to fill any gaps.
Email scanning: completion signals from email activity feed back into Foreman's accountability layer.
Mobile interface.
Multiple views of the same tasks: list, board (Kanban), calendar, and timeline (Gantt). Each person works in the view that fits.
Additional connectors available after alignment with Heritage.

04 / Out of scope

Out of scope

Item	Status
Time tracking, timesheets, and billing reconciliation	Not in scope
External access for clients or prospects (Foreman is for the Heritage team only)	Not in scope

05 / Timeline

Six months across three phases

Phase	Duration	Outcome
Phase 1: Capture and daily digests	Months 1 to 2	Meetings transcribed and summarized. Action items extracted with owner and due date enforced. Ask Anything by chat or voice. Morning and end-of-day digests live. Monday rundown shown live with a color-coded view.
Phase 2: Prep protocol and full task management	Months 3 to 4	Prep protocol cadence tracked end to end. Sub-tasks, dependencies, recurring tasks, comments, mentions, watchers. Operations gets automatic heads up on overlaps and gaps. Send Foreman a message or call to create or update tasks.
Phase 3: Connectors	Months 5 to 6	CRM sync, Heritage AI app linkage, email scanning. Mobile interface. Multi-view tasks. Additional connectors after alignment with Heritage.

06 / Required inputs

What Heritage provides

For Foreman to be operational on day one, Heritage provides the following inputs in week 0 to 2. Each day of approval delay extends the timeline by one day. Several items may already exist within Supernal's stack from prior Heritage work. We will inventory what is reusable in week 0 and only ask Heritage to provide the gaps.

6.1 Engagement and approvals

Single named approver to sign off on the workspace structure, phase templates, and prep-protocol rules.
Weekly 30-minute review call during build. Operations (Book Production) is the named product owner and primary feedback channel.

6.2 Task and project definitions

Standard project types and the typical task list for each.
Default task statuses (To Do, In Progress, Blocked, Done) and priorities (Low, Normal, High, Urgent), or Heritage-preferred names for each.
Recurring tasks (weekly, monthly, quarterly) and their owners.
Role definitions and ownership boundaries.
Existing meeting-summary or post-meeting letter format so action items are extracted the way the team writes them today. Notification preferences per role.
Existing IRR1 and IRR2 protocol definitions, plus any additional follow-up cadences in current use.

6.3 Client and engagement data

Current Excel meeting trackers, SharePoint scopes, and active meeting letters (one-time export for migration).
Client list with current phase, owner, and book-production status.
Internal project list.

6.4 Operational access

Outlook calendar and SharePoint access.
MS Teams for digest delivery.
Heritage AI platform API access.

Investment

Pricing

$7,000 / month