Live Oak Custom Homes · AI Operations · Sheet 2

How it all works.

Sheet 1 showed you what you own. This sheet shows you how the work actually moves: what goes in, where it is held, who signs off, and where it comes out. Read it like a set of process drawings.

Prepared by
Krate Solutions
Date
08.24.2026
Revision
A
Sheet
2 of 3
01

The whole system, left to right

Four stages. Nothing reaches the public without passing the checkpoint in stage three.

01 · What goes in Raw material Job site photos and video Notes from your calls Community and price changes Anything typed into Teach the Brain 02 · Where it is held The shared brain Claude workspace Shared projects hold the facts, rules and voice. Every seat reads the same record, always. 03 · Who signs off HUMAN CHECKPOINT A person decides New facts save on their own. Anything that changes a rule, the brand or the voice waits for a human yes. 04 · Where it comes out The public side Facebook and Instagram The website Answers to your team Leads captured back into the CRM hub What worked feeds back in

The dashed line is the part most people miss. Results come back in, so next month's content is written knowing what performed this month.

02

Projects, and which one to use

A project is a folder that holds a set of chats plus the knowledge behind them. There are exactly two kinds. This is the piece worth reading twice.

Shared project

Public · everyone at Live Oak
  • Everyone in your organization can open it and use it.
  • Holds the things the company relies on: brand voice, home specs, community facts, process docs.
  • One person sets the instructions, and they apply to everybody working in that project.
  • Drop a file in and every seat can use it. Nobody re-uploads the same document five times.

Private project

Private · you and who you invite
  • Only you, plus anyone you specifically invite, can see it.
  • Holds your own drafts, your own experiments, anything not settled yet.
  • Invited people get either "can view" or "can edit". View means they can read and chat but not change it.
  • You can flip a private project to organization wide later. You cannot un-ring that bell quietly, so decide before you share.

The thing everybody gets wrong: putting a project in the shared column does not publish your conversations.

Chats inside a project are private by default, even a shared one. Your teammates see the project's knowledge and instructions, not what you typed. A specific chat becomes visible only when the person who owns it chooses to share it.

Which one does this belong in?

Start here Would someone else need this? NO YES Private project Your drafts and your experiments. Nobody else is affected. Is it settled, or still a draft? DRAFT SETTLED Keep it private for now Move it over once it is decided. Half-finished rules confuse the brain. Shared project Everyone gets it at once, and it becomes part of the record.

One rule of thumb. If getting it wrong would only cost you an afternoon, keep it private. If getting it wrong would cost the company, it belongs in the shared project where it can be reviewed.

03

How the brain gets built

Knowledge gets in three ways. All three land in the same place, so the answer is the same no matter who asks or where they ask it.

Three ways in 1. Somebody tells it The Teach the Brain form, or just correcting it inside a chat. 2. A file gets added Specs, plats, price sheets, process docs dropped into the project. 3. It notices on its own Scheduled routines read what happened and write it down. The record Shared knowledge Written down, dated, and sourced. Plain readable files. Every seat, at once Richard asking a question Lynna drafting a post Cindy pulling a document The automation seat overnight All reading the same record. Correct it once, anywhere, and the fix reaches everyone. You never fix the same thing twice.

Nothing here rewrites itself invisibly. Every change is dated and can be read back or rolled back.

04

Straight answers

The questions that came up on our call, answered in one line each.

Is my chat private?
Yes, by default, even inside a shared project. Others see the project's knowledge and instructions, not your conversations, unless you choose to share a specific chat.
Where do I put a new home's specs?
The shared project. Specs are company facts, and everyone should be answering from the same sheet.
Where do I try something out?
A private project. Move it over once it is settled.
Can I make a private project shared later?
Yes. Open the project, hit Share, and change it from "only people invited" to everyone at Live Oak.
Who can change the shared knowledge?
Anyone with edit rights on that project. View-only members can read it and chat with it but cannot change it.
Does the AI change our rules on its own?
No. Facts save themselves. Rules, brand and voice wait for a person to approve.
What happens if Krate disappears?
The workspace, the accounts and the knowledge are owned by Live Oak. Nothing lives on anyone's laptop.