The company brain runs in the cloud on its own and learns every 15 minutes

1Every piece and its state

2Three days, start to now

3The whole thing in one picture

4What it reads

rules/roster.json tells every source which brand an item is about, by name or email domain. A note about a brand lands on that brand's page.

5The door

Every line from every source passes the door before anything is kept. A line that trips a rule is dropped. Only the count and the reason are kept, never the line.

It has kept 179,641 lines so far. The rules live in src/door.js and say the same thing in words in rules/door.md. Only Bobby changes them, and the librarian can't loosen them.

6Memory and search

How a question gets answered

1. Words. Rare words count more than common ones, and a word and its synonyms count once.
2. Meaning. A small model turns the question and every note into numbers and finds the closest notes. It runs inside the job, with no vendor and no key.
3. The two lists merge. Notes on pages that match the whole question get a lift.
4. A second look. Another small model reads the question next to the top 30 notes and reorders them.
5. Source weight. A ClickUp status line counts for less than a note that says what a brand wants.
6. Back come the best notes with their sources and dates. A question people disagree on comes back with the standard first.

Each step went in when the exam caught a miss. A question takes about 4 seconds.

7The librarian keeps the wiki

The librarian is a Claude agent that runs every 2 hours in Claude's cloud with no connectors. It does to the brain's wiki what Claude does to Bobby's vault, with nobody in the session. Its contract is rules/librarian.md, the vault's own maintainer rules rewritten for the brain.

1. At the end of each GitHub run, up to 150 new notes from the last 14 days go out to the librarian as a batch. A batch only goes out when fewer than two are waiting.
2. The librarian takes up to two batches and groups the notes by page.
3. New facts go into the current state with the source and date inline. A fact that gets replaced moves to History. Last updated, links and related pages are kept.
4. When two notes disagree on how the work is done, it files both, the standard first. It never blends them into an answer nobody gave.
5. It adds new pages to the index and writes every pass in the log.
6. Each pass is one commit to the brain-wiki branch, so every change is a diff that can be read or undone. Opened in Obsidian, the branch is the brain's own graph.
7. The next GitHub run loads the changed pages back into memory, so search sees them.

It's the door's second read. It never writes finances, what a client pays, anyone's pay, a judgment of a teammate, anyone's personal life, keys or a shopper's details. It can't edit doctrine.

Its passes so far

Older history stays searchable as notes but isn't woven into pages, since only the last 14 days go to the librarian.

8The brain's Discord channel

#🧠company-brain sits in Retentio Homebase. Only Bobby and Bobbee can see it until Bobby adds people. The brain writes only through the channel's webhook, which can't post anywhere else.

• Mondays. The librarian's digest, once, with Bobby tagged. What the brain learned by brand and topic, standards that changed and why, open challenges, the pages that changed most, gaps, what was held back, and the week's numbers.
• Questions. When the librarian can't fill a gap, it tags the person who'd know. Three a week each at most, one open at a time. Someone who can't see the channel gets theirs sent to Bobby with their name on it.
• Replies. An answer to a question becomes a note under that person's name. Bobby's undo under a digest makes the librarian put the page back from its history.

9The seven tools

The same seven tools serve Claude Code today and, through https://brain.retentio.agency, RIO's MCP once Noah connects it. Every call is checked against the access list and logged.

10The exam

21 questions with known answers, run once a day. The score is how the brain shows it's getting better and not worse. A big load is followed by a rerun, since two loads already cost a point each.

The real figures the door checks look for sit in a file on Bobby's computer that's never committed, so those four run fully only there. The questions are a first draft for Bobby to fix and sign.

11Where it runs and what it costs

While history loads, a run takes about 12 minutes and there are about two an hour, which goes past the included GitHub minutes this week. Runs get short once Fathom and Discord catch up.

The code and the rules live in the private repo bobby815/retentio-brain on four branches.. main for code and rules, brain-inbox for the Slack and ClickUp packs, brain-notes for batches going to the librarian and replies from the channel, and brain-wiki for the wiki. The brain's contents live in Supabase, never in git.

12Controls and safety

• Pause. Set learning_paused to true in brain.settings and the GitHub runs do nothing.
• Stop a routine. Turn it off at claude.ai/code/routines.
• Undo. Reply undo under a digest, or revert the librarian's commit on brain-wiki.
• Who can use it. rules/access.json, Bobby only today. Ruled employees only, contractors one by one.
• The tools' login reads memory and writes the inbox and the call log. It's refused on the sealed store and on deletes, and Supabase's public API can't see the brain at all.
• Keys live in the brain's .env on Bobby's computer and in the GitHub secret BRAIN_ENV. None are in git.
• The vault is never written by the brain.

13Where the build differs from the brief

Bobby made these calls while it was built. The brief still describes the ruled plan.

14Where docs go next

Proposed October 28, not ruled. One doc engine runs both kinds of doc. Retentio docs live on docs.retentio.agency and their comments go into the company brain. RIO docs live on RIO's own address and their comments go into that brand's memory in RIO.

Settled Retentio docs become the standards RIO reads when it makes a brand's RIO doc. Coming back up, facts from brands we manage land on their pages in the company brain. RIO also proposes patterns it sees across several brands to the librarian, with names stripped unless the brand is our client, and the librarian weighs each one before anything changes. The full proposal is section 9a of the wiki's RIO doc page.

15Open points

1. Noah. Point RIO's MCP at https://brain.retentio.agency with the shared secret. The RIO login reset, a new Fathom key for RIO and the move to one Discord bot wait (Bobby, Oct 29: no rotating for now). AGENTS.md in the repo is the contract.
2. Hiro. A new API key to replace the July 2025 one.
3. Bobbee. His Discord token was pasted into chat and still needs a reset.
4. The exam. Three recency questions were added as drafts for Bobby to sign: Twelve South's Oct 28 call, Haverhill's week of Oct 19 to 25, ProCare's Black Friday 2026 offer.
5. The loop's first three proposals. Waiting on Bobby in #company-brain: an offer named in the subject line, a number in the subject line, avoiding a question in the subject line. Reply adopt, both or keep with the number.
6. Every 15 minutes. The brain's own read-only Slack and ClickUp keys and an Anthropic key, so Slack, ClickUp and the librarian join the 15-minute run.

16Where everything is