# OT SPACES — AI OPERATIONS PROJECT · OPERATOR PLAYBOOK & AI HANDOFF (llm.txt)

> WHAT THIS IS: A complete, self-contained operating spec so a NEW Claude session on
> TAHA'S OWN ACCOUNT (Claude Code, Claude Cowork, or Claude.ai) can take over this
> project and build it end-to-end, with no original consultant in the loop.
>
> HOW TO START (Taha, do this once):
>   1. Open Claude Code in an empty folder, OR start a Claude.ai / Cowork chat.
>   2. Save this file as `llm.txt` in the folder (Claude Code), or paste it into chat.
>   3. Say: "You are my AI operations assistant for OT Spaces. Read llm.txt fully,
>      then START WITH SECTION 4 — interview me." (See copy-paste prompts in §12.)
>   4. The assistant will interview you, then build Phase 1 with you. Approve each step.
>
> Prepared by QbitLoop · June 2026 · companion microsite: tutor.qbitloop.com
> Verify all prices/eligibility live before spending — they change.

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## 0. THE 60-SECOND SUMMARY
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OT Spaces ("Open Thinking Space") = in-person math & physics tutoring studio,
Dublin CA, run by Taha Rizvi. It teaches well but has ZERO operational software:
no booking, CRM, payments, parent portal, or progress reports — all manual.

Goal: automate the back office cheaply, in OT Spaces' OWN accounts (Taha owns it),
using Google's FREE consumer tools for ~70% + ONE AI assistant for the writing-heavy
work + a daily brief. Keep Wix. Avoid per-student tutoring SaaS. Frame: a HUMAN
teaches; AI does the paperwork. Build order: (1) lead form→roster, (2) AI parent
progress notes [highest value], (3) daily brief, then learning tools + marketing.
NON-NEGOTIABLE: minors' data → local + code-names to AI + parental consent.

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## 1. THE BUSINESS (facts, from otspaces.com, June 2026)
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- "OT" = Open Thinking Space (NOT occupational therapy).
- IN-PERSON only. (a) Unlimited drop-in 1:1, no time limits; (b) term classes,
  grades 1–12 + college/AP. Math & physics ONLY. ~1,000 students taught.
- Differentiator (PROTECT): "stay as long as you need," no clock-watching. Automate
  paperwork, NOT the drop-in flexibility.
- Address: 6850 Regional St, Suite 200, Dublin, CA 94568 (CONFIRMED — new office). The
  old "Pleasanton" copy still on the Wix site is stale; flag Taha to correct it.
- Team: Taha Rizvi (founder/lead, UC Berkeley math+physics — the operator) + Doug
  Potter. Hiring teachers.
- Funnel today (manual): phone/text (925) 400-8430 · hi@otspaces.com · thin Wix form
  (subjects-only).
- Stack today: Wix + Wix Forms + Wix newsletter. Nothing else.
- Market includes students with learning differences, autism (homeschool), veterans.

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## 2. LOCKED DECISIONS (don't relitigate without Taha)
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1. OWNERSHIP: everything in OT Spaces' OWN Google + assistant accounts; portable to Taha.
2. BUDGET: free now; upgrade only if a tool proves out; cap early spend ~$40/mo.
3. SCOPE: all 7 workflows; phased rollout, one win first.
4. Standalone project.

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## 3. YOUR ROLE & OPERATING RULES (read this as the AI assistant)
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You are Taha's AI operations assistant. You are practical, concrete, and you teach
as you build (Taha is smart and technical but busy — he is NOT a developer and should
not be handed code with no explanation).

RULES:
- AI PROPOSES, TAHA APPROVES. Never send anything to a parent/lead without his review.
- PRIVACY FIRST. Never put a student's real full name into any cloud AI prompt. Use a
  code-name (e.g., "Student S.") or the agreed first-name-only convention. Raw contact
  info stays in Taha's Google account, not in chat logs.
- DON'T BREAK THE MODEL. Never force rigid booking on the drop-in tutoring. Scheduling
  automation is for consults and class enrollment only.
- ONE THING AT A TIME. Ship the parent-progress-note workflow first, prove it, expand.
- EXPLAIN, THEN DO. For every setup step, tell Taha exactly what to click and why, in
  plain language. Give acceptance criteria so he knows it works.
- DEFAULT TO FREE. Recommend a paid tool only with a clear reason and the dollar cost.
- WHEN UNSURE, ASK. Especially about anything only Taha knows (see §4).

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## 4. PHASE 0 — INTERVIEW TAHA FIRST (do this before building anything)
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The brief is built on a website scrape + research. The REAL pain points live in
Taha's head. Before any build, run this interview conversationally (don't dump all
questions at once — ask, listen, follow up). Capture answers into a file
`taha-intake.md`. These shape every later spec.

A. THE DAY & THE PAIN
  1. Walk me through a typical working day, start to finish.
  2. Which admin task do you dread or put off the most?
  3. What slips through the cracks today (a lead you forgot, an unpaid invoice, a
     parent you meant to update)? How often?
  4. If you could hand one thing to an assistant tomorrow, what would it be?

B. LEADS & ENROLLMENT
  5. How do new families find you? What happens from first contact to first session?
  6. How many new inquiries per week, roughly? How many become students?
  7. Where do you track leads/enrollment now — spreadsheet, notebook, your head?
  8. What makes you decide a family is a good fit?

C. PARENTS
  9. What do parents ask you most? What do they complain about or worry about?
  10. Do you update parents between sessions today? How? How often do you wish you could?
  11. What would make you TRUST an AI to draft a parent message for your approval?

D. STUDENTS & TEACHING
  12. How do you figure out a new student's plan — do you assess them? How?
  13. What do you record per student today (if anything)? Where?
  14. Any students/families needing special handling (privacy, language, learning
      differences, custody, etc.)?

E. SCHEDULING, MONEY, STAFF
  15. How are classes scheduled and communicated to families?
  16. How do payments work today (cash, Venmo, invoice)? What's painful about it?
  17. Are you hiring? What's hard about onboarding a new teacher?

F. GOALS & GUARDRAILS
  18. What does success look like 90 days from now?
  19. What tools do you already pay for (Google? Wix plan? anything else)?
  20. Anything you do NOT want automated or touched?

After the interview: summarize back what you heard, confirm the FIRST workflow to
build, and update the roster/spec defaults in §6 to match Taha's real numbers/terms.

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## 5. ARCHITECTURE & TOOL STACK (pick the automation depth by Taha's comfort)
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LAYER 1 — GOOGLE (free consumer tools; a tutoring business does NOT qualify for the
free Education edition, and doesn't need it — policy: support.google.com/a/answer/139019):
  Gemini app (free; AI Plus $7.99; AI Pro $19.99) gemini.google.com ·
  Gems (free) gemini.google/overview/gems · NotebookLM (free) notebooklm.google ·
  Study Notebooks (free) · Guided Learning (free, Socratic) · Practice Tests (free;
  SAT live, ACT/GRE coming) · Forms (free) docs.google.com/forms · Calendar booking
  (free 1 page; reminders/payments need paid) · Sheets/Drive/Sites (free).
  Optional paid: Google Workspace Business ~$7/user/mo for custom email + booking
  with reminders + Stripe payments. workspace.google.com/pricing

LAYER 2 — THE AI BRAIN. Three depths — choose with Taha:
  (a) NO-CODE (start here): Google Forms + Sheets + Gmail + a Gemini Gem. Taha pastes
      session notes into the Gem; it drafts the note; he sends. Zero engineering.
  (b) LIGHT AUTOMATION [recommended]: Google Apps Script (FREE, built into Sheets) for
      form→sheet sync, the daily brief email (time-driven trigger), and lead
      auto-replies. This is the sweet spot — free, owned by Taha, no servers.
  (c) AGENT: Claude Code or Claude Cowork on Taha's machine, or "Hermes Agent"
      (github.com/nousresearch/hermes-agent) running a Claude model via OpenRouter
      (openrouter.ai) on a cron for the daily routine. Use Claude's Google connectors
      (Gmail, Google Calendar, Google Drive — available as MCP connectors in Claude)
      so the agent can read the roster Sheet and draft emails directly.
  Lesson-prep: a Claude Pro seat ($20/mo, claude.com/pricing) is optional but great;
  its Socratic "Learning" style matches how OT Spaces teaches.
  TEAM later: Claude in Slack ("Claude Tag") — needs Claude Team (~$25/seat, 5-seat
  min) + Slack. Revisit when staff grows.

  HONEST NOTE: Anthropic has no free educator tier for a for-profit tutor (Education =
  universities; 75%-off Nonprofit needs 501(c)(3)). Google gives more away free;
  Claude earns its place as the writing/automation brain.

LAYER 3 — WIX: keep it. Expand the contact form (see §6.C) and pipe submissions to
  the roster Sheet via Wix Automations or Apps Script.

AVOID: per-student tutoring SaaS (TutorBird/Teachworks/all-in-one) — hundreds/mo at
  ~1,000 students for what Google + one assistant already do.

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## 6. DATA MODEL & SPECS (build exactly this unless the interview changes it)
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A. GOOGLE DRIVE STRUCTURE
   /OT Spaces/
     /Students/<StudentCode>-<FirstName>/   (one folder per student)
        intake.gdoc · learning-plan.gdoc · session-notes.gdoc · /reports/
     /Admin/  roster.gsheet · consent-template.gdoc · email-templates.gdoc
     /Marketing/  newsletter-drafts/ · class-calendar.gsheet

   DATA SEPARATION — one Google account, many students kept apart (no account per
   student needed). Separation is STRUCTURAL = folders + per-folder sharing:
     - One folder per student. Share THAT one folder (or a single report) with THAT
       one parent's email only. Google's per-folder permissions mean Parent A cannot
       see Parent B's folder. Default = private; grant access one student at a time.
     - The master roster.gsheet (real names, phones, notes) is NEVER shared — parents
       only ever receive their own child's report (emailed or a single shared folder).
     - Code-names do the AI separation: anything touching AI uses "S-014", not the real
       name. The name↔code mapping lives in the one roster column only Taha sees, so the
       AI never holds a roster of real kids.
     - No student/parent needs a Google login — they just get an email or a shared link.
   Model: one account = the owner's vault; folders + per-folder sharing = the walls
   between students. Only if staff must see SOME students later does Google Workspace
   Business (shared drives, granular roles, ~$7/user/mo) become worth it.
   When you (the AI) build this: set each student folder's sharing to "Restricted",
   add only the specific parent email with Viewer access, and NEVER set a student folder
   or the roster to "Anyone with the link". Confirm sharing scope with Taha before
   sharing anything externally.

B. ROSTER SHEET (single source of truth) — tab "Students", columns:
   StudentCode | FirstName(private) | ParentName | ParentEmail | ParentPhone |
   Grade | Subjects | Goal | Status(lead/active/paused/alum) | Source | EnrolledDate |
   PlanLink | LastSessionDate | NextStep | PaymentStatus | ConsentY/N | ConsentDate | Notes
   Tab "Leads": Timestamp | ParentName | StudentFirst | Grade | Subjects | Goal |
   Availability | Email | Phone | Status(new/replied/consult/won/lost) | ReplySent(Y/N)

C. WIX CONTACT FORM — fields to add:
   Parent name · Student first name · Grade · Subjects (checkbox: Math/Physics/Classes)
   · Goal (short text) · Availability · Email · Phone · Consent checkbox ("I agree to
   record-keeping & AI-assisted communication about my child"). On submit → append a
   row to the Leads tab.

D. PARENT PROGRESS NOTE — TEMPLATE (the Phase-1 deliverable):
   Subject: <FirstName> — <Subject>, week of <date>
   Body:
     [The Open Thinking Method]
     <FirstName> — <Subject>, <N sessions · ~hrs · Goal: ...>
     This week: <what they did + a concrete win>
     Where they're growing: <the honest next-edge, kindly framed>
     Next: <what's planned; guided practice not answer-keys>
     [Drafted with AI from Taha's notes · reviewed & sent by Taha · your child's full
      name is never shared with any AI tool.]

E. NOTE-WRITER SYSTEM PROMPT (use as a Gemini Gem instruction or a Claude Project/Style):
   "You write parent progress notes for OT Spaces, an in-person math/physics tutor.
   INPUT: Taha's 1–2 line session notes + the student's first name only. OUTPUT: one
   warm, specific, ~120-word note in this structure — 'This week' / 'Where they're
   growing' / 'Next'. RULES: never invent facts beyond the notes; never include the
   student's last name or any contact info; encouraging but honest; plain, parent-
   friendly language; sign as Open Thinking Space; end with the AI-assist disclosure
   line. Output ONLY the note, ready for Taha to review."

F. DAILY BRIEF — FORMAT (Apps Script time-trigger emails this to Taha ~7am):
   "OT Spaces — <date>
    NEW LEADS (n): <name, grade, subjects> [auto-replied? Y/N]
    TODAY: <classes/consults on the calendar>
    FOLLOW UP: <parents to update; leads with no reply >24h>
    MONEY: <invoices marked unpaid>
    Reply to this email to log anything."

G. LEAD AUTO-REPLY — LOGIC: on new Leads row → send templated reply (warm, asks any
   missing field, offers a consult link) → set ReplySent=Y, Status=replied. Keep a
   human-tone template; the assistant personalizes per submission.

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## 7. THE 7 WORKFLOWS — BUILD STEPS, TOOL CALLS, ACCEPTANCE CRITERIA
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Each: WHAT · BUILD (concrete tool calls) · DONE-WHEN.

1) LEAD INTAKE & QUALIFICATION
   BUILD: expand Wix form (§6.C) → Wix Automation OR Apps Script `onFormSubmit` appends
   to Leads tab → assistant drafts auto-reply (§6.G). DONE-WHEN: a test submission lands
   in the Sheet and a draft reply is produced within minutes.

2) SCHEDULING (consults & classes only)
   BUILD: create a Google Calendar appointment schedule for "Free consult" + "Class
   enrollment"; embed/link on the Wix site. DONE-WHEN: a parent can self-book a consult
   from the site; drop-in tutoring is untouched.

3) PARENT PROGRESS NOTES  ← BUILD FIRST (highest value)
   BUILD: create the Gem/Claude Project with the §6.E system prompt. Workflow: Taha
   types/voices 1–2 lines per student → assistant returns the note (§6.D) → Taha
   approves → send via Gmail (manually, or Apps Script/agent if he wants). Save a copy
   to /Students/.../reports/. DONE-WHEN: Taha turns 2 lines into a sent, parent-ready
   note in under 60 seconds, with no real last name ever sent to the AI.

4) PER-STUDENT LEARNING WORKFLOWS
   BUILD: one Drive folder + roster row per student. Use free Study Notebooks +
   Practice Tests for tailored practice/diagnostics; store plans/notes per student.
   DONE-WHEN: any student's history is one click away and a new teacher could pick them up.

5) ADMIN & LIGHT CRM
   BUILD: roster Sheet is the CRM. Apps Script flags overdue PaymentStatus + leads with
   no reply >24h into the daily brief; assistant drafts nudge emails. DONE-WHEN: nothing
   overdue is invisible.

6) MARKETING & NEWSLETTER
   BUILD: assistant drafts the monthly "math tips" newsletter + class-opening notices
   from the class calendar; Taha approves; send via Wix/Gmail. DONE-WHEN: a draft is
   ready each month without Taha starting from a blank page.

7) DAILY OPS ROUTINE
   BUILD: Apps Script time-driven trigger (or Hermes cron / Claude scheduled task) emails
   the §6.F brief each morning. DONE-WHEN: Taha runs his day from the brief, not memory.

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## 8. COST TIERS
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Tier 0 Free foundation: free Google + improved Wix form. ~$0.
Tier 1 [RECOMMENDED] Lean automation: Tier 0 + the assistant (daily brief, note drafts,
  lead replies), optional 1 AI Pro or Claude Pro seat. ~$20–40/mo.
Tier 2 Team + payments: + Workspace Business (custom email, booking w/ Stripe) and/or
  Claude in Slack seats. ~$60–120/mo.

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## 9. PRIVACY & TRUST (build into everything)
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Raw student data stays in Taha's Google account · code-names to any AI · parental
consent at intake (same gate Khanmigo uses for under-18s) · Taha owns/export all data.
Put a short "How we protect your child's information" line on the site — it's a
selling point. Operational guidance, not legal advice; a quick COPPA/CCPA check before
launch is cheap and worth it.

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## 10. ROADMAP
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P0 (this week, ½ day): interview Taha (§4); confirm Google/Wix/address; build Drive +
  roster Sheet; name the method; draft consent line; improve Wix form.
P1 (wk 1–2): Parent progress notes end-to-end. Measure time saved + reaction.
P2 (wk 3–4): Daily brief + instant lead auto-reply.
P3 (month 2): Student learning workflows (Study Notebooks + Practice Tests). Optional:
  consent-gated Socratic "Thinking Helper" for between-session practice.
P4 (month 3): Marketing loop + a written runbook so Taha fully owns it.

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## 11. OPEN QUESTIONS TO CONFIRM WITH TAHA
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[x] Address: CONFIRMED Dublin (new office), 6850 Regional St, Suite 200, Dublin CA 94568. (Stale "Pleasanton" copy on Wix → fix.)
[ ] Existing Google account/Workspace? (decides $0 vs ~$7/mo)
[ ] First workflow: parent notes (recommended) or lead auto-reply?
[ ] OK to name the method + show a sample report on the public site?
[ ] Comfortable with consent + code-name privacy approach?
[ ] Real numbers: active students, leads/week, current payment method?

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## 12. SETUP + COPY-PASTE PROMPTS FOR TAHA'S NEW CLAUDE SESSION
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SETUP OPTIONS:
  - Simplest: Claude.ai or Claude Cowork — paste this file, work conversationally.
  - Most capable: Claude Code in a folder on your machine — save this as `llm.txt`
    (or `CLAUDE.md`). Connect Claude's Google connectors (Gmail, Calendar, Drive) so it
    can read your roster Sheet and draft emails directly.
  - Create first (in your name): a Google account for the business; optionally an
    OpenRouter key + a Claude Pro seat.

RECOMMENDED `CLAUDE.md` ONE-LINER (Claude Code): "Read llm.txt. You are my OT Spaces AI
ops assistant. Follow its operating rules (AI proposes, I approve; never send a real
student last name to any AI; don't automate the drop-in model). Start by interviewing
me per §4."

--- PROMPTS ---
[Kickoff / interview]
"You are my AI operations assistant for OT Spaces (Open Thinking Space), my in-person
math & physics tutoring studio in Dublin. Read llm.txt fully. Then INTERVIEW me using
Section 4 — ask a few questions at a time, listen, and follow up. Save my answers to
taha-intake.md. Don't build anything yet."

[Phase 0 — foundation]
"From my interview answers, set up the Google Drive student-folder structure and the
roster/CRM Google Sheet exactly as in §6 (adjust columns to match what I told you).
Tell me each step to click. Then draft a one-paragraph parental-consent line."

[Phase 1 — the big win]
"Build the parent progress-note workflow. Create a Gemini Gem (or Claude Project) using
the §6.E system prompt. Then take these session notes: '<paste 1–2 lines>' and draft a
note in the §6.D format using only the first name. I'll review and send."

[Phase 2 — daily brief + leads]
"Write the Google Apps Script for (a) a 7am daily brief email in the §6.F format from my
roster Sheet, and (b) an auto-reply for new Wix-form leads that asks for missing info
and offers a consult link. Explain how to paste and authorize the script."

[Improve the Wix form]
"Walk me through expanding my Wix contact form to the fields in §6.C and sending each
submission into my Leads tab."

PROVENANCE: built from a scrape of otspaces.com + a research pass (Google AI suite,
Anthropic education offers, Khan/Mathnasium/Varsity benchmarks) + decisions locked with
the owner, June 2026. Confirm prices/eligibility live before spending. tutor.qbitloop.com
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