I mapped 204 AI jobs. These are the 7 I'd actually start with + the prompts to build them

The Incuv8or AI Framework - step 4 of 6: Add employees only when they pass the test. Before this: build your COO. Next: hand out the work from your task manager.

I kept seeing all these tech bros online building out AI operating systems. Fancy dashboards with cool movements and animations, talking about the AI brain as if we're making Jarvis from Iron Man. I wanted to know how to do it, so I started fiddling around with it and playing around with it.

And I actually made one. An AI operating system like all of these guys, with 204 AI employees that could do all of these amazing things.

I mapped my whole business as an AI org chart. I was the CEO, with ten directors under me. Under the directors were managers who each owned one area, and under the managers were employees who each owned one job. By the time I'd finished there were 10 directors, 32 managers, 159 employees and 3 checkers. Most of them were only ever a line on the chart with a one-paragraph definition.

Very quickly I realised that it was way too much. There was way too much going on and it was just quite overwhelming.

So I took a step back. A company at a big scale doesn't even have 200 employees, so why was I making 200 AI employees? I started thinking about it as a human. If I was going to hire to expand my business where I'm at now, what would I actually need?

And I realised that humans are multi-skilled, so why can't my AI employees be multi-skilled?

What I run now

I took those 204 jobs and turned most of them into skills, held by a small team of multi-skilled employees. This is what I actually run today.

Me (CEO)
└── Lyra, my COO - the one I talk to; does the work or hands it out
    │
    ├── The dispatcher - checks ClickUp every 10 minutes & starts
    │   whichever employee a task is for
    │
    ├── BUSINESS OPERATIONS
    │   ├── Inbox Assistant - files my inboxes every hour & drafts replies
    │   ├── Meeting Notes Agent - call notes into the client's folder
    │   ├── Knowledge Base Updater - updates my AI brain every night
    │   ├── Vault Librarian - files my documents every night
    │   ├── Dashboard Updater - my morning dashboard
    │   ├── Skill Updater - suggests changes to my skills every Sunday
    │   └── Ops Manager - built, but I don't really use it
    │
    ├── MARKETING
    │   ├── Scriptwriter - my scripts & captions, Instagram & LinkedIn
    │   ├── Reels Editor - edits the reels I film
    │   ├── Blog Manager - writes the blog post behind every keyword
    │   ├── ManyChat Manager - sets up the keyword DMs
    │   └── Research Assistant - what people in my niche are searching for
    │
    ├── CLIENTS
    │   ├── Vibe Coder - builds websites & portals from a task
    │   └── Onboarding Manager - builds each new client's onboarding form
    │
    ├── TECHNOLOGY
    │   └── Launch Gate - security, privacy & legal checks before
    │       anything goes live (I run it in a chat)
    │
    └── PERSONAL LIFE
        └── Personal Finance Manager - my spending & "can I afford it"

Skills library (shared) - everything else, written down once

It's bigger than most people need, because I run more than one thing: my freelance clients, Tech Queen Academy, Launchpad and Incuv8or. If you've got one business, you'll need fewer.

The COO is the biggest one, because it's completely multi-skilled. It can do a lot of different things, and it pulls from the same library of skills as everyone else. The dispatcher isn't even AI. It's a small script that looks at my ClickUp, sees which tasks are waiting for an employee, and starts that employee.

How I decided who stays an employee

A job only becomes an employee if it needs at least one of these four things. Anything that fails the test becomes a skill held by an employee I already have.

1. OWN CONTEXT             - a big, focused area of knowledge of its own
2. DIFFERENT PERMISSIONS   - it touches something the others shouldn't
3. A DIFFERENT MODEL       - cheaper for simple work, stronger for hard
4. RUNS IN PARALLEL        - it works at the same time as the others

The test is mine, built on Anthropic's own guidance. Anthropic says to start with one agent and only add more when you have a reason, and its closing advice is "Start with the simplest approach that works, and add complexity only when evidence supports it." The full test, with where each part comes from, is in Do you need another AI employee?.

The seven I'd recommend you start with

If you're just starting out, these are the seven I recommend you build. They're the seven I really use, the ones that move the needle for me every single day.

1. COO                      - the one you talk to
2. Inbox Assistant          - your email, sorted & replies drafted
3. Meeting Notes Agent      - every call turned into notes & tasks
4. Knowledge Base Updater   - your AI brain kept up to date
5. Vault Librarian          - your files kept where they belong
6. Scriptwriter             - your content, in your voice
7. Research Assistant       - what your niche is asking, every week

Every one of them is a free download. Each kit has the employee's skill, its routine if it runs on a timer, and a file called README FOR CLAUDE that tells Claude how to set it up with you, one question at a time.

What you need before you start

• The Claude desktop app on a paid plan, with the Code tab.
• Your AI brain, with your AI org chart saved in it. If you haven't mapped one, the free AI Org Mapper does it with you: How to map your AI org chart before you build any AI employees.

You don't need to code, and you don't build all seven in one go. Every kit installs the same way.

1. Download the kit and double-click the zip to unzip it.
2. Open the Claude desktop app, click the Code tab and start a new chat.
3. Click the + at the bottom of the chat and choose your AI brain folder.
4. Drag the unzipped kit folder into the chat.
5. Fill in the blanks in that kit's prompt below and paste it.

Claude checks what you've got connected, walks you through anything that's missing, installs the employee, and runs it once while you watch.

1. The COO

What it does: it reads every task I hand over and decides whether to do it itself, split it across the team or send it to someone. Mine is called Lyra. It runs on Opus, and it now works on ChatGPT too.

Why it's an employee: it's the first one you build. It's the one I talk to, and it holds my org chart so it knows who does what.

Download the AI COO kit →

I've downloaded the AI COO kit (attached). Read README FOR CLAUDE.md
first & set up my COO with me, one question at a time. Check my
connections first. Here's what you need to know:
- My name & business: [NAME, BUSINESS NAME]
- My org chart is in: [Organisation/AI ORG CHART.md, or "I haven't
  made one yet"]
- My task manager: [ClickUp / Asana / Notion / Trello / none]
- What always comes to me first: [e.g. anything to do with money,
  client calls]
- What my COO must never do: [e.g. email a client, book anything]
- How I write: [e.g. British spelling, no jargon]

What you'll see: Claude asking you what your COO is allowed to touch and what it must never do, then a COO file saved in your AI brain and a test with a real brain dump of your week. The full build is in The First AI Employee I'd Build as a Non-Techie Founder: An AI COO.

2. The Inbox Assistant

What it does: it files the junk out of my inboxes every hour and flags emails from real people. It drafts replies into my Drafts folder and never sends anything. It learns where I file things by watching where I've filed that sender before.

Why it's an employee: different permissions, because it works inside my mailboxes and nothing else should. It also runs on its own every hour, alongside everything else.

Download the Inbox Assistant kit →

I've downloaded the Inbox Assistant kit (attached). Read README FOR
CLAUDE.md first & set it up with me, one step at a time. Don't move
any email until I've agreed the labels with you. Here's how I want mine:
- My name: [NAME]
- The inbox to start with: [EMAIL ADDRESS - start with your busiest]
- My task manager & the list reply tasks go in: [e.g. ClickUp, Inbox]
- The files that describe my business: [e.g. my offers, my clients -
  or "find them for me"]
- The hours it should run: [e.g. every hour, 7am to 9pm]
- My timezone: [e.g. Europe/London]
- Never: [e.g. draft replies to family, touch anything from my bank]

What you'll see: Claude agreeing your labels with you, learning how you write from your sent emails and doing one run while you watch. The full build is in How I use Claude to sort my inbox every hour (and draft the replies).

3. The Meeting Notes Agent

What it does: it turns my Gemini call notes into a note in that client's folder, and the action items go to my ClickUp inbox.

Why it's an employee: it runs on Sonnet, it has its own workflow, and it's attached to a routine, so it files a call while the others are busy. It also reads my Google Drive and writes into client folders, which is a different set of permissions.

Download the Meeting Notes kit →

I've downloaded the Meeting Notes kit (attached). Read README FOR
CLAUDE.md first & set it up with me, one step at a time. Show me the
first note before you create any tasks. Here's how I want mine:
- My name, as it shows in my meeting notes: [NAME]
- My calls are on: [Google Meet / Zoom / Teams]
- My notetaker: [Gemini / ClickUp AI Notetaker / both / "help me pick"]
- Where my client folders are: [FOLDER IN MY AI BRAIN, or "find them"]
- My task manager: [ClickUp / Notion / Asana / Trello]
- Who joins calls for a client: [e.g. "Jo is Bright Studio's assistant"
  - or "nobody"]
- My working hours: [e.g. 8am to 9pm]
- My timezone: [e.g. Europe/London]

What you'll see: the note it would file from one real call and the tasks it would create, before anything is saved. The full build is in The Routine That Turns Every Client Call Into Tasks.

4. The Knowledge Base Updater

What it does: it runs every night. It reads what was said in my chats that day and updates each client's status file and daily log, so my records stay true without me writing them.

Why it's an employee: its own context, because a whole day of chats is a lot to hold. It also runs on its own schedule at night, while nothing else is working.

Download the Knowledge Base Updater kit →

I've downloaded the Knowledge Base Updater kit (attached). Read
README FOR CLAUDE.md first & set it up with me, one step at a time.
Here's how I want mine:
- My name: [NAME]
- My clients or projects are in: [FOLDER, or "find them for me"]
- Time it runs every night: [e.g. 23:30]
- Documents it can keep up to date: [e.g. my processes, my tools list]
- Documents it must never touch: [e.g. my brand guide, my offers, my
  goals - or "suggest a list"]
- My task manager: [ClickUp / Notion / Asana / Trello / none]
- My timezone: [e.g. Europe/London]
- Anything else it should know: [e.g. "I have two businesses"]

What you'll see: a status page and a daily log for one client, written from today's work, and a question from Claude: "Is this true?" The full routine is in The AI Employee That Updates My AI Brain Every Night.

5. The Vault Librarian

What it does: it files my documents every night, after the Knowledge Base Updater has finished. Anything sitting loose goes to its proper folder, older versions go to the archive, and every link is fixed when a file moves. When I've read a report, I drag it into a "ready to file" folder and it's filed that night. It never edits a document and never deletes anything, and anything it isn't sure about goes on a list for me on Friday.

Why it's an employee: different permissions. It can move files anywhere in my AI brain, which nothing else is allowed to do, and it isn't allowed to change a single word. It also runs on Sonnet, on its own at night.

Download the Vault Librarian kit →

I've downloaded the Vault Librarian kit (attached). Read README FOR
CLAUDE.md first & set it up with me, one step at a time. Do a dry run
before you move anything. Here's how I want mine:
- My name: [NAME]
- Time it runs every night: [e.g. 23:45]
- How I name documents: [e.g. CLIENT - PROJECT - Doc - YYYY MM DD_v1,
  or "suggest one"]
- Folders it must never touch: [e.g. Personal, Templates]
- The day I want my questions list: [e.g. Friday]
- The most it can move in one night: [e.g. 20]
- My timezone: [e.g. Europe/London]
- Anything else it should know: [e.g. "client folders are by name"]

What you'll see: a map of your folders to approve, then a dry run: every file it would move, where to and why, before it moves anything.

6. The Scriptwriter

What it does: my talking heads, my B-roll captions, and the Instagram and LinkedIn posts for Incuv8or. It works out which scripting skill fits the post and follows it.

Why it's an employee: its own context. It holds my brand voice, my hooks and every scripting skill, and it writes at the same time as everyone else. It's also the best example of a multi-skilled employee. Talking heads, B-roll captions and LinkedIn posts are different skills, not different employees.

The kit gives you the Scriptwriter itself, and a skill that teaches it your formats with you, one at a time, in your voice.

Download the Scriptwriter kit →

I've downloaded the Scriptwriter kit (attached). Read README FOR
CLAUDE.md first & set it up with me, one step at a time. Here's what
you need to know:
- My name & what I post about: [NAME, TOPIC]
- Who it's for: [YOUR IDEAL CLIENT IN ONE LINE]
- The kinds of post I make: [e.g. talking heads, captions, carousels,
  LinkedIn posts]
- The one to start with: [THE FORMAT YOU MAKE MOST]
- How I sound: [e.g. British spelling, short sentences, no jargon - or
  "interview me"]
- Where the post type comes from: [I'll tell you in the chat / a field
  on my ClickUp, Notion, Asana or Trello task]

What you'll see: a voice file written with you, a short map of post types and the skill each one uses, and your first format skill, tested on a real post. Each time you start a new kind of post, it learns a new skill and the map gets a new row.

7. The Research Assistant

What it does: every Sunday evening it finds out what people in my niche are searching for and asking, in their own words, and what happened in AI that week. It reads Google, YouTube and Reddit, ranks the questions, and hands me a brief with the top 10 and numbered post ideas before I plan my week. It never writes content. It finds, ranks and tells me what each finding could become.

Why it's an employee: different tools and its own context. It's the only one that collects from outside my business, through Apify, a service that gathers public posts and search results from sites like Reddit, YouTube, Instagram and Google. A week of research is a lot to hold, and it runs on its own on a Sunday.

To use the kit you'll need a free Apify account. The free plan includes $5 of use a month and doesn't need a card (checked on apify.com in October 2026), and the kit has a weekly spend cap so it stays inside it. You connect Apify to Claude as a connector and sign in on Apify's own screen, so no key ever goes in the chat. The kit can read Instagram too.

Download the Research Assistant kit →

I've downloaded the Research Assistant kit (attached). Read README FOR
CLAUDE.md first & set it up with me, one step at a time. Check my
connections first & help me connect Apify. Here's how I want mine:
- My niche: [ONE LINE]
- My ideal client: [ONE LINE]
- What they type into Google: [3-5 PHRASES, or "suggest some"]
- Where they hang out: [e.g. r/freelance, #virtualassistant, or
  "suggest some"]
- Sources: [Google / YouTube / Reddit / Instagram / news - or "all"]
- Most Apify can spend a week: [e.g. $1]
- When it runs: [e.g. Sunday 6pm]
- Where the brief goes: [e.g. Research folder]
- Also make a task in: [ClickUp / Notion / Asana / Trello / none]
- My timezone: [e.g. Europe/London]

What you'll see: Claude helping you connect Apify, then your first brief, written while you watch: the week's news, the top 10 questions with the exact words people used and where, and numbered post ideas.

Could I get away with two?

I did wonder. I thought maybe I could get away with an Ops Manager and a COO. The Ops Manager does the lower-level stuff, the COO does the high-level stuff, and everything else is just skills they pull from.

I built the Ops Manager, and I don't really use it, because my COO does that work itself. That's why it isn't in the seven.

But the Inbox Assistant, the Meeting Notes Agent, the Knowledge Base Updater, the Vault Librarian, the Scriptwriter and the Research Assistant all work in conjunction with each other. They need different context, a different model or different permissions, and they need to run at the same time. That's the four-part test, so no, two wouldn't work for me.

The catch, and the fix

The catch is that seven is a lot to build at once, and if you try, you'll end up exactly where I was with 204: overwhelmed.

The fix is to build the COO first and add one employee at a time, only when the one before it is doing the job the way you would. Run the test on every job before you build anything. If a job fails all four parts, it's a skill for an employee you already have. How to write one is in How to Build a Claude Skill.

What this looks like as a business

Every business owner you support has seen the same AI operating systems online and either has a pile of half-built agents or is too overwhelmed to start. When you sit down and think about how a company runs, you don't need 200 employees to run a freelance business. Mapping their jobs, running the test and building the handful of employees they actually need is the part they can't do for themselves. You're paid for knowing what to build and in what order.

Start with one

Download the COO kit and install it this week. When it's doing the job the way you would, ask it which of the other six you need first, and install that one next.

If you haven't got your AI brain set up, that's the foundation for all of this: start here.