01
Your Current Environment
Before we build, we need to understand exactly where we're starting. Here is your current technology landscape as confirmed during our March 18 discovery session.
Google Workplace Enterprise
Communication & Files
- Email (team-core.com domain)
- Calendar (shared team calendars)
- Google Drive (organized by client/property)
- Google Chat (team communication)
- Google Docs & Sheets
AI Connected
AppFolio Property Manager
Property Management
- 60+ properties (GL and P&L)
- Tenant lease administration
- Rent collection & bill payment
- Work order management
- Financial tracking & reporting
- Database API available
AI Connected
AppFolio Investment Manager
Investor Relations
- Investor contributions & distributions
- Tax documents & positions
- Investor portal (monthly reports)
- Contains PII: Tax IDs, SSNs, bank accounts
- Data automatically pushed to Property Manager — no AI connection needed
Isolated
QuickBooks Online
Accounting
- Additional financial tracking
- Company accounting
Read-Only
CoStar
Market Data
- Property/market research
- Comparable transactions
- Third-party platform — future phase
Not Connected
Microsoft Office
Document Tools
- Excel (financial models, budgets)
- Word (lease documents, letters)
- Used alongside Google tools
Not Connected
02
AI Integration Architecture
Matt, Kevin
Phil, Sam
Managers
Amanda, Zach
Team
2FA Required · Role-Based Access
Google Workplace
Enterprise
- Gmail (team-core.com)
- Google Drive
- Calendar
- Docs & Sheets
- Google Chat
Google APIs
Email, Drive, Calendar
Team CORE AI Agent
Powered by Claude API
Private & Secure
Zero Data Retention mode
No training on your data
Private infrastructure
Role-based access control
Full audit logging
Database API
Leases, Tenants, Financials
AppFolio Property Manager
60+ Properties
- Lease administration
- Tenant data
- GL & P&L
- Work orders
- Rent collection
CoStar
Market Data
- Comps & research
- Market analytics
- Third-party platform
Planned connection
Future Phase
Security Layer
Encryption (AES-256)
2FA (Google Auth + SMS)
Role-Based Access
Audit Logging
Output Layer
Lease Abstracts
Renewal Letters
Budget Reports
Portfolio Dashboards
AR Tracking
AppFolio Investment Mgr
Investor Relations
- Investor PII (SSNs, Tax IDs)
- Bank accounts
- Contributions/distributions
Data pushes to PM
×
Isolated — No AI Connection
03
Data Flow & Security Boundaries
1
Data Sources
- AppFolio PM: leases, tenants, financials, work orders
- Google Drive: executed lease PDFs, property files
- QuickBooks: financial summaries (read-only)
2
Security Gate
- Authentication (2FA required)
- Data sanitization (PII redaction if needed)
- Role-based access control (who sees what)
3
AI Processing
- Claude API (Zero Data Retention)
- Your data never touches a public model
- No training on your data — ever
4
Human Review
- Draft outputs held for team review
- AI gets you 90%, you do the last 10%
- Approval required before any external communication
5
Output & Storage
- Generated documents stored in Google Drive
- Audit trail logged
- All encrypted at rest (AES-256)
- TLS 1.2+ in transit
04
What Stays Isolated
AppFolio Investment Manager
No AI Connection
- Investor PII (Tax IDs, SSNs, bank accounts)
- Contribution/distribution records
- Investor portal & tax documents
Data that benefits the AI agent is automatically pushed to Property Manager. The sensitive investor data stays in its own secure environment.
"The risks associated with tying AI to this would be too great. At least not now." — Matt Farrell, CEO/Partner
Banking & Financial Accounts
Strict Boundaries
- QuickBooks access = read-only financial data only
- No connection to actual bank accounts
- No payment processing through AI
The AI agent can read financial summaries to generate budgets and reports, but it has zero access to transact, move money, or view bank credentials.
05
Authentication & Access
Two-Factor Authentication
All AI access requires 2FA. Every team member authenticates through Google Authenticator or SMS verification before any system interaction.
- Primary method: Google Authenticator app
- Backup method: SMS verification code
- Session timeout after inactivity
Role-Based Access
Different team roles see different data. Access is scoped to what each role needs — nothing more.
| Role | Team Members | Access Scope |
|---|---|---|
| Leadership | Matt, Kevin | Full portfolio access |
| Property Managers | Amanda, Zach | Building-specific access |
| Brokers | Phil, Sam | Transaction/lease data |
| Maintenance | Maintenance team | Work orders only |
Encryption
All data is protected at every stage, whether sitting in storage or moving between systems.
- At rest: AES-256 encryption (military-grade standard)
- In transit: TLS 1.2+ for all data transfers
- API keys: Stored in encrypted vault, rotated regularly
- Zero retention: Claude API does not store processed data
Audit Trail
Every AI action is logged. Full accountability with a complete paper trail for compliance.
- Timestamp: When the action occurred
- User: Who initiated it
- Action type: What was requested
- Data accessed: Which records were involved
- Output: What was generated