Consult Shadowing Scheduler

---
name: consult-shadowing-scheduler
sheetId: "2.13"
description: >-
  Close the shadowing-scheduling admin loop for a consulting deal in one pass: read
  the CRM deal, resolve the client's existing [N] Drive project folder from the deal
  notes, check Peter's calendar free/busy, propose 3–5 candidate slots, and on Peter's
  confirm lay down the whole kit — a calendar hold, a "Shadowing — YYYY-MM-DD"
  subfolder inside the project folder, a client logistics Gmail DRAFT (never sent),
  a CRM follow-up task, and a deal-notes backlink. Trigger EAGERLY on
  /consult-shadowing-scheduler or whenever Peter says "排 shadowing 時間", "約跟拍",
  "安排現場觀察", "幫我跟 <client> 約 shadowing", "schedule the shadowing", "book the
  shadowing session", "find time to shadow the client", or otherwise wants an on-site
  observation session scheduled for a consulting engagement — even if he only names
  the company. Distinct from consult-intake and consult-project-specialist (they
  CREATE the project folder and the deal — this skill REUSES those artifacts and
  never creates a new top-level folder or a new deal). Distinct from
  consult-brd-writer (which consumes the shadowing transcript AFTER the session
  happens — this skill only gets the session onto the calendar and preps the client).
category: sales-consultant
project: consult-shadowing-scheduler
platform: claude
status: Done
author: Peter Tu
input: "A CRM deal (URL or company name), optionally a preferred date window and session duration"
process: "get_deal → resolve the client's [N] Drive folder from deal notes → query_freebusy on Peter's calendar → slot-confirm gate → create the calendar hold + shadowing subfolder + logistics Gmail draft + CRM task → backlink + report"
output: "A confirmed calendar hold, a shadowing subfolder in the client's project folder, a client-ready logistics mail draft (never auto-sent), and a CRM task — all linked on the deal"
synergy:
  - "consult-intake"
  - "consult-project-specialist"
  - "consult-brd-writer"
house-style: bound

---

# Consult Shadowing Scheduler

```bash
npx skills add https://github.com/peter-tu-zynkr/zynkr-skill-builder --skill consult-shadowing-scheduler
```

After a consulting deal is qualified, the next step is a **shadowing session**
— Peter sits with the client's team and watches the real workflow run. Booking
it is pure admin friction. This skill collapses it into one pass: read the
deal, find the client's existing `[N]` project folder, propose free slots from
Peter's real calendar, then — on his pick — create the calendar hold, the
dated subfolder, the client logistics mail **as a Gmail draft (hard rule:
never sent)**, and the CRM task, backlinking everything onto the deal.

It is deliberately **gated, not autonomous**: nothing is created until Peter
confirms a slot — a wrong-day hold, or an invite accidentally mailed to the
client, is worse than one follow-up question. Re-runs update, never duplicate.

## How this differs from its neighbours

- **consult-intake / consult-project-specialist** — they CREATE the numbered
  `[N]` folder and the deal; this skill assumes both exist and only adds a
  subfolder + activity to them (no 專案資料夾 link → STOP and point at them).
- **consult-brd-writer** — consumes the shadowing transcript AFTER the session;
  this skill runs before, and its subfolder is where that transcript lands.

## Fixed facts (don't re-derive these)

- **Google account** for all Gmail/Drive/Calendar tools: `peter_tu@zynkr.ai`
- **Drive parent folder** (`[2.2] 業務與顧問部門：專案`, home of the numbered `[N]` folders): `1hkXPX7OXPFOU0BcloPbJSFp8O0zArM8t` — orientation only; this skill never creates anything directly in it
- **CRM deal URL** for the report/backlink: `https://platform.zynkr.ai/deals/{deal_id}`
- Ownership needs no lookup and no hardcoded id: every `mcp__zynkr__*` write is made as you, on your own workspace, and defaults the owner accordingly.

## Scheduling defaults (Peter overrides any of these by just saying so)

**Timezone** `Asia/Taipei` · **working hours** 09:30–17:30 · **slot-search window** next 10 business days · **session duration** 2 hours.

---

## Workflow

### 1 · Resolve the deal

Peter hands over a deal URL or a company name.

- Deal URL → `mcp__zynkr__get_deal(id="<deal uuid>")`
- Company name → `mcp__zynkr__list_deals(search="<company>")`, then `get_deal`
  on the match. More than one match → confirm with Peter before acting.

`get_deal` returns `notes`, `contact_id` and `company_id`. The contact name and
email come from `mcp__zynkr__get_contact(id=…)`, the company name from
`mcp__zynkr__get_company(id=…)` — the two follow-up reads that replace what the
old join returned in one row.

Capture the **contact name + email**, and scan `notes` for the 專案資料夾 line
that consult-intake / consult-project-specialist appended
(`專案資料夾：https://drive.google.com/drive/folders/<folder_id>`). Extract the
folder id — that `[N]` folder anchors everything this skill creates.

**No 專案資料夾 line → STOP.** Tell Peter the deal has no project folder yet
and point at `/consult-intake` (inbound lead) or `/consult-project-specialist`
(meeting debrief). Never invent a folder here.

### 2 · Collect constraints

Settle: date window · duration · on-site (現場) vs remote (遠端) — the last
one drives the mail's `{{MODE}}`/`{{LOCATION_OR_LINK}}`. Ask only for what's
missing; apply the defaults for the rest and **say which defaults applied**
(e.g. "用預設：台北時區、09:30–17:30、未來 10 個工作天、2 小時").

### 3 · Free/busy → 3–5 candidate slots

```
mcp__google-workspace__query_freebusy(
  user_google_email = "peter_tu@zynkr.ai",
  time_min = "<window start, RFC3339 +08:00>", time_max = "<window end>",
  calendar_ids = ["peter_tu@zynkr.ai"]
)
```

Derive **3–5 candidate slots** that fit ALL of: inside working hours on
business days · full duration, zero overlap with busy blocks · **no same-day
adjacency to long meetings** (a day carrying a ≥2h meeting gets no slot butted
against it — shadowing is draining) · spread across days, not stacked on one.

### 4 · GATE — confirm the slot (nothing is created before this)

Present the candidates as a table and stop:

```
建議時段（Asia/Taipei · 2 小時）：
| # | 日期 | 時間 | 備註 |
|---|------|------|------|
| 1 | 2026-08-12（週三） | 10:00–12:00 | 全天無其他長會議 |
| 2 | 2026-08-13（週四） | 14:00–16:00 | 上午空、下午僅此段 |
| 3 | 2026-08-17（週一） | 09:30–11:30 | 新週開場，前後乾淨 |

選一個，或直接給我你要的時段。
另外：要把客戶（王小明 <jane@example.com>）加進行事曆邀請嗎？
（加入 = Google 會「立刻」寄邀請信給對方）— 預設：否
```

Peter picks a number **or supplies his own slot** (his wins, even outside the
defaults). The **same gate** settles the attendee question: an external
attendee is emailed the moment the event is created, so the default is **NO**
— the client hears about the time via the reviewed draft. Explicit yes opts in.

### 5 · Create the kit (in this order)

**a) Calendar hold** — via `mcp__google-workspace__manage_event` (create):

```
mcp__google-workspace__manage_event(
  user_google_email = "peter_tu@zynkr.ai", operation = "create",
  summary     = "[Shadowing] {{COMPANY}} — 現場跟拍",
  start_time  = "2026-08-12T10:00:00+08:00", end_time = "2026-08-12T12:00:00+08:00",
  description = "Deal: https://platform.zynkr.ai/deals/{deal_id}\n專案資料夾: <folder url>",
  attendees   = []   # the client ONLY if opted in at the gate
)
```

Capture the event link. Remote sessions get a Google Meet conference.

**b) Shadowing subfolder** — inside the `[N]` folder, named
**`Shadowing — YYYY-MM-DD`**. Check for an existing one first (idempotency):

```
mcp__google-workspace__list_drive_items(user_google_email="peter_tu@zynkr.ai", folder_id="<[N] folder id>")
## no "Shadowing — 2026-08-12" folder yet →
mcp__google-workspace__create_drive_file(
  user_google_email = "peter_tu@zynkr.ai",
  file_name = "Shadowing — 2026-08-12", folder_id = "<[N] folder id>",
  mime_type = "application/vnd.google-apps.folder", content = " "
)
```

This subfolder is where the session's **recording and transcript later land** —
consult-brd-writer's input home downstream. Note its URL.

**c) Logistics Gmail DRAFT** — read `./references/shadowing-mail-template.md`,
fill the placeholders from the deal + confirmed slot (zh-TW primary; EN
variant only if the deal correspondence is in English), then:

```
mcp__google-workspace__draft_gmail_message(
  user_google_email = "peter_tu@zynkr.ai",
  to      = "<contact email from the deal>",
  subject = "【Zynkr 顧問】{{COMPANY}} 現場跟拍（Shadowing）安排 — {{SESSION_DATE}}",
  body    = "<filled template>"
)
```

**Hard rule: this mail is a DRAFT, never a send.** Never call any send tool on
it — Peter reviews and sends it himself.

**d) CRM task + notes backlink** —

**Check before you create.** The old statement was idempotent; `create_task` is
not, so a re-run would book the session twice. Call
`mcp__zynkr__list_tasks(filter="all", limit=200)` first and look for a task on
this deal whose subject is already `跟拍 shadowing @ <YYYY-MM-DD>`. Found →
skip, and say so. (That listing is capped at 200; if it returns exactly 200,
you cannot rule out a duplicate — ask Peter rather than guessing.)

Otherwise `mcp__zynkr__create_task(deal_id="<deal_id>",
subject="跟拍 shadowing @ <YYYY-MM-DD>", body="行事曆：<event url>
Shadowing 資料夾：<subfolder url>", due_at="<session date>T09:00:00+08",
confirm=true)`. It is created as you and assigned to you — no ids to look up.

Then append the links to the deal notes. `update_deal` REPLACES `notes`:
`mcp__zynkr__get_deal(id="<deal_id>")` first, append

```
Shadowing <YYYY-MM-DD>：
行事曆：<event url>
資料夾：<subfolder url>
```

to what comes back, then `mcp__zynkr__update_deal(id="<deal_id>",
notes="<combined>", confirm=true)`.

Finally, **offer (ask-only)** a stage nudge: if the deal is still
`new`/`contacted`, ask whether to move it to `qualified`. On yes, use
`mcp__zynkr__move_deal_stage(id="<deal_id>", stage="qualified", confirm=true)`
— **only that tool.** Writing the column directly moves the stage but skips the
`stage_change` timeline entry and the automation event. Never nudge unasked.

### 6 · Report

```
Shadowing 已排定：範例科技 — 2026-08-12（週三）10:00–12:00

| 產出 | 狀態 / 連結 |
|------|------------|
| 時段 | 2026-08-12 10:00–12:00（Asia/Taipei · 2h）|
| 行事曆 | <event link>（未邀請客戶）|
| Shadowing 資料夾 | <subfolder url>（在 [N] 專案資料夾內）|
| 客戶信 | Gmail 草稿（待 Peter 審閱寄出）|
| CRM 任務 | 跟拍 shadowing @ 2026-08-12（due 當天）|
```

Name what still needs a human: sending the draft, and — if the client wasn't
invited at the gate — telling them the confirmed time.

---

## Idempotency — re-running the same deal + date

A re-run must **update, not duplicate** (consult-intake's rule): the
`list_drive_items` check in 5b reuses an existing `Shadowing — YYYY-MM-DD`
folder; the `NOT EXISTS` guard in 5d makes the task insert a no-op; for the
event, search the day (`mcp__google-workspace__get_events`) for a `[Shadowing]`
title on that company and `manage_event`-update it if the time changed, rather
than creating a second hold. A changed slot supersedes the draft — create the
new one, tell Peter to delete the old, append a correction line to deal notes.

## Why it's built this way

- **Gated, not autonomous** — a wrong artifact here has external blast radius
  (a mis-set attendee emails the client instantly). One gate settles both
  slot and attendee; before it, the skill only reads.
- **Draft-only client mail** — the mail carries commitments (date, recording
  consent); Peter's voice check before send is non-negotiable.
- **Reuses the `[N]` folder** — numbering belongs to consult-intake /
  consult-project-specialist; a second authority would fork the sequence.
- **The dated subfolder is the pipeline seam** — consult-brd-writer reads the
  transcript from exactly `[N]/Shadowing — YYYY-MM-DD`.
- **Adjacency rule over raw free/busy** — a technically-free slot after a 3h
  meeting is a bad shadowing slot; the judgment is encoded, not left to Peter.

## Reference files

- `./references/shadowing-mail-template.md` — the client logistics mail
  (zh-TW primary + EN variant) with the placeholder table and filling notes.

## Limitations

- Requires a deal WITH a 專案資料夾 link in its notes — it stops (by design)
  rather than create folders or deals itself.
- Slots come from **Peter's calendar only**; client availability is confirmed
  via the mail draft, not negotiated live.
- Session output (recording upload, transcription, the BRD) is
  consult-brd-writer's territory.
- The client is never emailed by this skill: the invite only if Peter opts in
  at the gate, the logistics mail only when he sends the draft.

## House style

Writing style is **not owned by this file**. The house voice lives in two Google Docs under
`[@] 寫作指南` (`12DBdFz3SK22ie9im_ThFMI7IBRXsTZsV`), read at runtime:

- 《[2.0] Zynkr 通用風格指南 House Voice》 `10bOIQwRm9Pxwgct4hlwCwK_B4Pipai1HqBPZKzyRHSE` —
  the universal core, plus the addendum for this surface
- 《[3.2] 禁用詞清單 Forbidden Words》 `1N5sHLP4qzmmhpCGsi6KElxi1z0MFe4QZ0Q_35T10Uyg`

Read both before producing client- or reader-facing text, and scan the draft against 《[3.2]》
before handing it over. If Drive is unreachable, say so in the output rather than proceeding
unchecked. Never re-implement either list inside this file.