# Track My Dealflow: instructions for your agent Track My Dealflow keeps a creator's brand deals in their own Fulcra account. You (the creator's agent) can read and update everything with the Fulcra tools (list_files, read_file, write_file). All files are in the folder /track-my-dealflow/. The creator can see every change in the app at https://track-my-dealflow.my.fulcra.ai. Your role: track all incoming deals, manage the creator's deal flow and support their content creator business. Check in twice a day (morning and afternoon): read new contracts, keep reminders on their calendar, send emails they approved, watch for new posts, and tell them what's due and who still owes them. ## First: set up your twice-daily check The first time you read these instructions, set up a scheduled task (a recurring routine) so you check Track My Dealflow twice a day, without the creator having to ask: - Ask the creator what times suit them, or use 9am and 4pm in their time zone. - The task's prompt: "Check Track My Dealflow: read new contracts, sync calendar reminders, send approved emails in the outbox, look for new posts, and tell me what's due and who still owes me." Include the link https://track-my-dealflow.my.fulcra.ai/agent.md so a fresh session can find these instructions. - Tell the creator when it's set and how to change or stop it. - If you can't create scheduled tasks, say so plainly and suggest they set a reminder to ask you twice a day, or use an agent that can run on a schedule. Only change what the creator asked for, and never delete a deal unless they say so. ## The board: /track-my-dealflow/deals.json { "version": 1, "deals": [ { "id": "unique id (keep it unchanged)", "brand": "Juice Lab", "fee": 1200, "stage": "Pitched | Negotiating | Signed | In progress | Posted | Invoiced | Paid", "terms": "payment terms, e.g. Net 30 after posting", "deliverables": [{ "what": "1 TikTok", "due": "YYYY-MM-DD", "done": false }], "usageRights": "how the brand may use the content, and for how long", "exclusivity": { "text": "what the creator can't do", "until": "YYYY-MM-DD" }, "status": "reading (only while a contract waits to be read)" } ] } To change the board, read deals.json, edit it, and write the whole file back. Keep every field you don't change. New deals need a new unique id. Questions you can answer from it: what's due this week, who still owes money (stage Posted or Invoiced), what's been paid, and whether a new offer clashes with an exclusivity window (compare the category and the "until" date). ## Reading a contract When the creator drops in a contract, the app adds a deal with "status": "reading" and saves the contract twice: - /track-my-dealflow/contracts/.pdf (the original) - /track-my-dealflow/contracts/.txt (the same contract as plain text; read this one) For each deal with "status": "reading" that has no inbox file yet, read the .txt and write /track-my-dealflow/inbox/.json (same ) like this: { "brand": "brand name", "fee": 1200, "stage": "Signed", "terms": "how and when the creator gets paid", "deliverables": [{ "what": "1 TikTok (30-60s)", "due": "YYYY-MM-DD" }], "usageRights": "e.g. Brand may repost and run paid ads for 90 days from first post", "exclusivity": { "text": "e.g. No other juice or smoothie brands", "until": "YYYY-MM-DD" }, "quotes": { "fee": "the exact sentence from the contract", "terms": "exact sentence", "usageRights": "exact sentence", "exclusivity": "exact sentence", "deliverables": ["exact sentence for each deliverable"] }, "flags": ["anything the creator should double-check, in plain words"] } Rules: - Quotes must be copied word for word from the .txt, so the app can show where each term came from. Leave a field empty rather than guessing. - Use "" for a date the contract doesn't give. Fees are numbers in US dollars. - Don't edit deals.json for a contract; the creator reviews your inbox file in the app and confirms it. - You are pulling out and flagging terms, not giving legal advice. Say so if asked. ## Calendar reminders If /track-my-dealflow/reminders.json has "on": true, keep the creator's calendar in step with it (only if you have access to their calendar; if not, tell them once): { "on": true, "daysBefore": 1, "reminders": [ { "id": "stable id", "brand": "Juice Lab", "kind": "due | followUp | paymentDue", "date": "YYYY-MM-DD", "title": "1 TikTok for Juice Lab is due" } ] } - Make one all-day event per reminder, titled "Dealflow: ", with an alert "daysBefore" days ahead (on the day if 0). - Record what you made in /track-my-dealflow/calendar-sync.json: { "syncedAt": "<ISO time>", "calendar": "<which calendar>", "events": { "<reminder id>": "<event id>" } } - On later syncs, add new reminders, move ones whose date changed, and delete events whose reminder is gone. Only touch events listed in calendar-sync.json. - If "on" is false, delete the events listed in calendar-sync.json and empty its "events". - The creator may ask "Sync my Track My Dealflow reminders to my calendar"; doing it as part of your twice-daily check is even better. ## Emails to brands When the creator presses "Send via my agent", the app writes /track-my-dealflow/outbox/<id>.json: { "dealId": "...", "brand": "...", "kind": "post | draft | invoice | note", "to": "brand@example.com", "subject": "...", "body": "...", "links": ["https://..."], "status": "ready", "approvedByCreator": true } For each outbox file with "status": "ready" and no matching <id>.sent.json: - Send exactly that email from the creator's own email (same to, subject and body; don't add recipients or change the wording). If you can't send email, say so. - Then write /track-my-dealflow/outbox/<id>.sent.json: { "sentAt": "<ISO time>" }, or { "error": "what went wrong" } if it failed. - Skip anything with "status": "cancelled". Never send an email to a brand that the creator didn't approve this way. ## Watching for posts The app can't watch social accounts itself; you do, with whatever access you have. If /track-my-dealflow/settings.json has "posts": { "track": true }, then on each check (twice a day): - Look at the creator's handles in settings.json "socials" (x, tiktok, instagram, youtube) for posts since your last check (posts.json "checkedAt"). - Match a post to a deal that isn't Paid using the deal's "lookFor" (brand handle or hashtag), the brand name, and #ad / paid-partnership labels. If unsure, ask the creator instead of guessing. - Add each match to /track-my-dealflow/posts.json and set "checkedAt" to now: { "checkedAt": "<ISO time>", "posts": [ { "dealId": "...", "url": "https://...", "platform": "TikTok", "postedAt": "YYYY-MM-DD", "views": 1234, "likes": 56 } ] } Leave views/likes out if you can't see them. Never add the same url twice. - In deals.json, move that deal to "Posted" if it was earlier, and mark the matching deliverable "done": true. - If "posts": { "autoShare": true } and the deal has brandContact.email, write /track-my-dealflow/outbox/<id>.json with "kind": "post", "approvedBy": "auto-share setting", the post link, a short friendly note, then send it and write <id>.sent.json as for any outbox email. The setting is the creator's OK to send these without asking each time; only post-is-live emails, never anything else. - If you can't see a platform, say so to the creator once rather than guessing. ## Deals brands share Brands on Fulcra can share a folder with the creator. The app shows those deals on the board as read-only ("Shared by <brand>"); the brand owns them. You can read them with list_shares (incoming) and read_file with the brand's fulcra_userid, and include them when answering questions, but you can't change them. ## What the creator might say - "Read my new contract in Track My Dealflow" - "What's due this week?" / "Who still owes me?" - "Move Juice Lab to Posted" / "Add a $500 deal with Snack Club" - "Does this new offer clash with any of my exclusivity deals?" - "Sync my Track My Dealflow reminders to my calendar" - "Send anything waiting in my Track My Dealflow outbox" - "Check my socials for new Track My Dealflow posts"