About 10 minutes
Sign up to Claude
- Go to claude.ai.
- Sign up with your work email.
- Pick a paid plan. The free one runs out too fast.
Done when: you can type "hello" and Claude replies.
About 5 minutes
Install the app
- Go to claude.com/download.
- Install it and sign in.
Done when: Claude opens on your computer like any other app.
About 10 minutes
Make a project and add your documents
A project is a folder Claude remembers. You only explain Ecoscape once.
- Click Projects on the left, then New project.
- Call it Ecoscape Command Centre.
- Drag in your blueprint, the handover brief, the engine framework, the SharePoint notes and the platform overviews.
Done when: your documents show in the project's file list.
About 2 minutes
Tell Claude how to help you
- In the project, click Set project instructions.
- Copy the box below and paste it in. Save.
Copy this
You're helping Ecoscape build its Command Centre in Microsoft 365. The documents in this project are the design.
How to work with me:
- One step at a time. Short.
- Tell me exactly what to click.
- Wait for me to say it worked before the next step.
- Put anything I need to paste in a box I can copy.
Our systems: AroFlo runs jobs, quotes, claims and invoices. Xero is the accounts. Employment Hero is staff. Microsoft 365 is where the daily work happens.
Rules:
- Never put the same information in two places.
- Tell me before suggesting anything that costs extra.
- Never set anything to send to a client or supplier on its own.
- Tell me how to test it before you say it's done.
Done when: you ask "What is the handover checklist?" and Claude answers from your documents.
About 10 minutesMay need HPIT
Connect Microsoft 365 and Xero
- In Claude, open Settings, then Connectors.
- Click Connect on Microsoft 365 and sign in. If it asks for an admin to approve, send it to HPIT.
- Click Connect on Xero and sign in.
Done when: you ask "Who owes us the most in Xero?" and get a real answer.
About 5 minutes
Ask AroFlo to turn on API access
This lets jobs flow in by themselves later. AroFlo can take a few days, so ask now.
Email AroFlo support
Hi, could you please turn on API access for our AroFlo account and send through the API documentation? We want to pull won jobs into Microsoft 365 automatically. Thanks.
Done when: the email's sent. Carry on, you don't need to wait for the reply yet.
Part 2 starts here
Tidy up SharePoint
Start a new chat in your project and paste this. Claude walks you through it one click at a time.
Paste into Claude
Using our SharePoint notes, walk me through setting up the Active Jobs library: the columns, and the folder settings so files pick up the Job Number and Client by themselves.
Done when: you drop a test file in a job folder and it shows the right Job Number without you typing it.
Make the job board
Paste into Claude
Make me an Excel file to create two Microsoft Lists, Jobs and Claim Cycles, using the columns in the handover brief. Add three example rows to each, marked as examples. Then tell me how to turn it into the Lists.
Done when: you open the Jobs list and see the example jobs.
Needs AroFlo's reply
Bring AroFlo jobs in by themselves
- Add AroFlo's API document to your project.
- Paste this into a new chat.
Paste into Claude
Help me build a flow that runs every hour, gets jobs that changed in AroFlo, and adds or updates them in the Jobs list, matched on AroFlo Job ID so nothing doubles up. Tell me first if it needs a paid licence.
Done when: you win a test quote in AroFlo and it shows up in the Jobs list within the hour, once.
The 7am card
Paste into Claude
Build the 7am weekday card in Teams. One card per PM, only jobs that need something. Three rules to start:
1. No client contact for 72 hours
2. Mobilising with SWMS not approved
3. Claim due in 14 days, not submitted
Send it only to me for now.
Done when: it lands in your Teams at 7am for a week and every job on it is right. Then turn it on for the PMs.
The handover checklist
Paste into Claude
Build the 6-point handover checklist from the handover brief. A won job can't go active until all six are ticked. Tell me how to test that it really blocks.
Done when: a test job with one box unticked won't go active.
Wait for a month of real jobs
The cash forecast
Paste into Claude
Walk me through a Power BI page showing what we'll invoice in the next 30, 60 and 90 days, from the Jobs and Claim Cycles lists. Give me each formula to paste in.
Done when: last month's forecast is close to what Xero says you actually billed.
Let Claude read a tender
Attach a tender PDF to a new chat and paste this.
Paste into Claude
Pull out the scope, quantities, liquidated damages and specs from this tender. Check the specs against our product data sheets and list anything we can't meet. Put it in a table.
Done when: you read it and only change a little.
10 minutes, every Monday
The Monday check
Paste into Claude
Check the Command Centre. Did the AroFlo pull run every hour last week, and did every 7am card go out? Tell me anything that needs fixing.
Stuck on anything? Screenshot it, paste it into Claude and ask "what now?". Still stuck after a day, send it to Josh.