FocusPilot — the spec

An AI agent for solo business owners who lose hours to context-switching and forgotten follow-ups. FocusPilot captures voice memos on the fly, routes them to the right system automatically, and opens every workday with a tight priority briefing pulled from the owner's calendar, tasks, and inbox — then actively nudges them back on track throughout the day.

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Decisions locked

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The core loop

1. User records a voice memo — in a car, between calls, wherever.
2. FocusPilot strips background noise, transcribes, and classifies the content as a calendar event, to-do, or inbox item.
3. The item is routed and saved; user gets a one-line confirmation of where it landed.
4. Each morning the agent surfaces a Daily Priority Briefing — a ranked list pulled live from calendar, open tasks, and flagged emails.
5. During work blocks, Focus Mode locks distractions and runs time-boxed intervals; the agent fires reminders when a block ends or a deadline is approaching.
6. Recurring tasks and deadlines are tracked continuously; anything slipping triggers a re-prioritization nudge before it becomes an emergency.

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v1 scope

Voice Memo Capture with Background Noise Filtering
Records audio from mobile or desktop, applies noise filtering at ingestion, and returns a clean transcript within seconds. Lives on the quick-capture screen, accessible from any surface with one tap.

Intelligent Routing to Calendar, Todos, or Inbox
Classifies every captured item by intent and writes it to the correct system — no manual sorting. The routing decision and destination are shown on the confirmation card so the user can override in one tap.

Daily Priority Briefing
Each morning the agent assembles a ranked view of the day's calendar, overdue tasks, and flagged inbox items into a single briefing screen. Delivered at a user-set time; readable in under 90 seconds.

Recurring Task and Deadline Tracking
Stores recurrence rules and hard deadlines against any task. The agent monitors drift and surfaces a nudge card when a recurring item is at risk of being missed, without waiting for the user to check manually.

Focus Mode with Time-Boxed Intervals
User sets a work block duration; FocusPilot starts a visible countdown, suppresses non-urgent notifications, and fires an end-of-block prompt to review, rest, or extend. Configurable from the Dashboard and activatable from the briefing screen.

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Deliberately later

• Smart scheduling of gaps into existing calendar — requires reliable bidirectional calendar write access; better to prove read-and-remind reliability first.
• Natural language task parsing and tagging — adds taxonomy complexity; validate that users want tags before building the classification layer.
• Cross-platform sync with calendar and email — multi-provider auth and edge-case handling are a support burden; nail one integration per data type in v1, then expand.

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Data model sketch

• users — id, name, email, timezone, briefing_time, focus_interval_minutes
• voice_memos — id, user_id, raw_audio_url, transcript, noise_filtered, captured_at
• routed_items — id, memo_id, destination (calendar | todo | inbox), external_ref_id, routed_at, overridden_by_user
• tasks — id, user_id, title, due_date, recurrence_rule, status, priority_score, last_nudged_at
• calendar_events — id, user_id, external_event_id, title, start_at, end_at, source
• briefings — id, user_id, generated_at, payload_json, opened_at
• focus_sessions — id, user_id, started_at, planned_duration_mins, ended_at, interrupted

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Screens

• Quick Capture — one-button voice record with live transcript preview and routing confirmation card
• Dashboard — live overview of today's tasks, active focus session, and upcoming calendar events
• Daily Briefing — morning priority view combining calendar, tasks, and flagged inbox items
• Task List — full to-do view with recurrence indicators, due dates, and priority sort
• Focus Mode — full-screen countdown timer with interval controls and distraction suppression status
• Settings — briefing time, calendar and email integrations, focus interval defaults, notification preferences

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How to use this document

• Bring it into Mind Palace, where the guided platform and its AI coach pick up from exactly this document and build the product with you step by step.
• Hand it to a developer as the complete v1 brief — scope, data model, and screen list are all here.
• Keep it as the single source of truth while you build, so every feature decision is measured against what is written here.