Ongoing Operations

Ongoing Operations

Outcome: Client informed weekly, systems healthy, support handled, hours tracked Trigger: Weekly (Friday report) + As needed (support requests) Duration: ~90 min/week (monitoring + report + support)

Quick Reference

Activity	Frequency	Time
Weekly Error Review	Friday (before report)	15-20 min
Friday Weekly Report	Every Friday	30 min
Support requests	As received	15-60 min each
Hours tracking	After every task	5 min

Core Deliverable: The Friday Weekly Report is the primary client touchpoint—it IS the health check output.

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Full Guide

Part 1: Weekly Error Review (Friday, before report)

Step-by-Step Error Check (15-20 min)

1. Pull executions from n8n (past 7 days)

   • Open n8n → Executions

   • Set date filter: last 7 days

   • Filter by: status: error

2. Document each error found

   • For each error, note:

     • Workflow name

     • Error message (exact text)

     • Timestamp

     • Client code

3. Check for recurring errors

   • Compare against the-entourage-ai/context/learnings/ops/

   • Ask: "Have we seen this error type before?"

   • If recurring → create/update learning file (see Error Learning Capture below)

4. Resolve or escalate

   • Fix if quick (<15 min)

   • Log to issues file if needs deeper work

   • Notify client if critical

What to Monitor

Check	How to Check	Expected	Action if Wrong
Workflow active	n8n UI → workflow toggle	Toggle ON	Investigate why disabled
Weekly errors	n8n executions list (status: error)	Zero or < 3	Create learning if recurring
Error patterns	Check learnings/ops/ folder	No new patterns	Document if pattern emerging
Credential status	n8n credentials page	Valid, not expiring	Renew 7 days before expiry

Issue Severity

Severity	Definition	Action
Critical	System down, data loss risk	Fix immediately, notify client
High	Major feature broken	Fix within 24hrs
Medium	Minor issue, workaround exists	Fix this week
Low	Cosmetic, no impact	Add to backlog

Critical issue? → Stop everything, fix now, notify client immediately.

Log Issues Found

Save to: clients/{CODE}/context/operations/issues-{DATE}.md

# Issues Log - {Client Code}
Date: {DATE}

| Workflow | Issue | Severity | Resolution |
|----------|-------|----------|------------|
| {Name} | {Description} | {Level} | {What we did} |

Time Spent: {X} min

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Part 2: Error Learning Capture

Purpose: Break the cycle of recurring errors by documenting solutions we can reference.

When to Create a Learning

Create a learning file when:

• Same error type appears 2+ times (across any clients)

• Error took significant time to debug (>30 min)

• Solution isn't obvious from the error message

• External system change caused the error (likely to affect other clients)

Learning File Location & Naming

• Location: the-entourage-ai/context/learnings/ops/

• Naming: {error-type}-{brief-desc}.md

• Examples:

  • oauth-token-expired-google.md

  • webhook-timeout-large-payload.md

  • rate-limit-openai-batch.md

Learning File Template

# {Error Type}: {Brief Description}

## Problem
{What broke and how it manifests - include actual error message}

## Root Cause
{Why it happened - 1-2 sentences}

## Solution
{How to fix it - step by step}

## Prevention
{How to avoid this in future - if applicable}

## Clients Affected
- {CLIENT-CODE} - {date}

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Part 3: Friday Weekly Report (Client-facing)

The Friday Weekly Report IS the health check deliverable. This single email demonstrates value and keeps clients informed.

Report Preparation Checklist

Friday Pattern Review (before writing report):

• Scan the-entourage-ai/context/learnings/ops/ for patterns

• Look for:

  • Same error type hitting multiple clients

  • Errors that keep recurring despite fixes

  • Opportunities for preventive measures

• If pattern found → note for internal action, not client report

Standard prep:

• Pull execution counts from n8n

• Calculate time saved this week

• Calculate money saved (labor + error reduction)

• Check hours used vs allocation

• Note any suggestions for improvement

• Compile system health status

Friday Weekly Report Email

When to send: Every Friday Command: /create:email {CODE} --type friday-report

Subject: Friday Report - {Client Name} - {Date}

Hi {Name},

Here's your weekly workflow snapshot:

THIS WEEK'S PERFORMANCE
• Executions: {X} runs
• Success rate: {Y}%
• System status: Healthy

TIME SAVED
• Hours this week: {X} hours
• Month to date: {Y} hours

VALUE DELIVERED
• Labor savings: ${X} (based on {Y} hours × ${rate}/hr)
• Error reduction: ${X} (estimated from {Y} errors prevented)
• Total value: ${X}

SUGGESTIONS
• {Optimization opportunity 1}
• {Optimization opportunity 2}

HOURS USED
• This month: {X} of {allocation} hrs ({Y}%)
• Status: [Green/Orange/Red]

Questions? Reply anytime.

—
{Your Name}
The Entourage AI

ROI Calculation Method

WEEKLY VALUE = Labor Savings + Error Reduction + Indirect Savings

Labor Savings:
  = (Manual time per task × Tasks completed) × Hourly rate
  Example: 15 min × 40 tasks × $50/hr = $500

Error Reduction:
  = Errors prevented × Average cost per error
  Example: 3 errors × $200/error = $600

Indirect Savings (optional):
  = Faster turnaround value + Customer satisfaction
  Example: 2 rush jobs saved × $100 = $200

TOTAL: $1,300/week

Report Scenarios

This Week	Adjustments
Normal, no issues	Standard report
Issues found and fixed	Add "ISSUES RESOLVED" section
Major incident occurred	Lead with incident summary
Low activity week	Note any seasonal patterns

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Part 4: Support Request Handling

Response Times

Priority	Acknowledgment	Resolution
URGENT	Same day	24-48 hours
Normal	24-48 hours	Within week
Low	48 hours	Scheduled

Triage Flow

1. Check inbox daily
        ↓
2. Read request → Identify client, issue, urgency
        ↓
3. Classify → BUG | FEATURE | QUESTION | NEW WORKFLOW
        ↓
4. Respond with appropriate template
        ↓
5. Log time and update client record

Classification & Billing

Category	Signals	Billing	Action
BUG (ours)	Our code broke	Free	Fix immediately
BUG (external)	Their system changed	Billable	Quote first
FEATURE	"Can we add", "I want"	Allocation or billable	Scope and quote
QUESTION	"How do I", "Help"	Usually free	Answer promptly
NEW WORKFLOW	"Another automation"	$8,995 + $995/mo	Expansion

Response Templates

Bug Fix (Our Fault):

Subject: RE: [Original Thread]

Hi {Name},

Thanks for flagging this. I've identified the issue and pushed a fix.

WHAT HAPPENED: {Brief explanation}
RESOLUTION: {What we did}
STATUS: Resolved

Let me know if you see any further issues.

Cheers,
{Your Name}
The Entourage AI

Bug Fix (Not Our Fault):

Subject: RE: [Original Thread]

Hi {Name},

I've investigated the issue and found the cause:

WHAT HAPPENED: {External change / client system issue}

Because this wasn't caused by our code, fixing it would use your allocation hours (or $250/hr if beyond allocation).

ESTIMATE: {X} hours = ${X × 250}

Want me to proceed? Reply to confirm and I'll get started.

Cheers,
{Your Name}
The Entourage AI

Feature Request:

Subject: RE: [Original Thread]

Hi {Name},

Great idea! Let me scope this for you:

REQUEST: {Summary of what they want}
ESTIMATE: {X} hours

OPTIONS:
1. Use allocation hours (you have {X} remaining this month)
2. Additional hours at $250/hr = ${total}

Let me know how you'd like to proceed!

Cheers,
{Your Name}
The Entourage AI

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Part 5: Hours Tracking

Log After Every Task

Field	Value
Client	{CODE}
Date	{DATE}
Task	{Brief description}
Category	Health Check / Bug Fix / Optimization / Support
Time Spent	{X} minutes
Type	Allocation / Billable / Free

Allocation Guide

Work Type	Counts Against
Weekly error review	Allocation
Friday report	Allocation
Bug fix (ours)	Free
Bug fix (external)	Billable
Optimization	Allocation
Enhancement	Allocation
Support response	Allocation
Feature request	Allocation or Billable

Monthly Allocation

• 6 hours per workflow per month

• Example: 2 workflows = 12 hours/month allocation

Threshold Actions

% Used	Status	Action
< 75%	Green	Continue normally
75-90%	Orange	Send proactive notification
90-100%	Red	Plan carefully, alert client
100%+	Stop	Get written approval

Hours Warning (at 75%)

Command: /create:email {CODE} --type hours-warning

Subject: Dev Hours Update - {Client Name}

Hi {Name},

Quick update on your AI Accelerator hours:

• Allocation: {X} hours (6 hrs × {Y} workflows)
• Used: {X} hours ({Z}%)
• Remaining: {X} hours

You're approaching your monthly limit. Options:
1. Prioritize remaining hours for highest-value items
2. Approve additional hours at $250/hr

Let me know how you'd like to proceed.

Cheers,
{Your Name}
The Entourage AI

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Pricing Reference

Item	Value
Monthly fee	$995/workflow
Dev hours included	6 hrs/workflow/month
Overage rate	$250/hr (quoted first)
New workflows	$8,995 build + $995/month
Support email	[email protected]
Response time	24-48 hours (URGENT = same day)

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Verify

• Weekly error review completed (Friday)

• Recurring errors captured in learnings/ops/

• Friday pattern review done before report

• Friday Weekly Report sent

• ROI calculated and included (time + money + suggestions)

• Support requests handled within SLA

• Time logged after every task

• Hours monitored against allocation (6 hrs/workflow)

Next: Expansion Consultation (on-demand, when client interested)