TOOLS
Purpose. This document lists the systems the Hermes agent can touch, at what level of access, and when it should use each one. It is the sanitized, client-readable version of the agent's tool configuration; connection details and credentials live outside the vault and are never documented here. Rosa maintains this list because she owns Summit's system access map (see Access Requirements).
Access summary
| System | Access level | What that means |
|---|---|---|
| Company Brain vault | Read | Always available; the source for every answer |
| GoHighLevel (GHL) | Read + draft | Read contacts, pipeline, notes, conversation history; save drafts only |
| Google Drive | Read | Read shared job folders and reference docs |
| CompanyCam | None | Photos are summarized by humans into GHL notes; the agent reads the notes |
| QuickBooks Online | None | No financial or payment system access of any kind |
| Google Ads / Meta Ads | None | Agency-managed; the agent drafts copy but never touches platforms |
| Email / SMS sending | None | The agent drafts; humans send from their own accounts |
GoHighLevel: read + draft
GHL is the agent's main working system. The rules in GoHighLevel CRM Rules apply to the agent exactly as they apply to staff.
The agent may read:
- Contact records, custom fields, and tags
- Pipeline stage and stage history for any opportunity
- Notes and conversation history (SMS, email threads logged in GHL)
- Calendar and appointment records
The agent may create, as drafts only:
- Follow-up message drafts attached to a contact, clearly labeled as agent drafts
- Internal note drafts summarizing job or lead context for a team member
The agent may not, ever, without a human doing it:
- Send any SMS or email from GHL
- Move an opportunity between pipeline stages (see CRM Modification Rules)
- Edit or delete existing contact data, notes, or fields
- Trigger, edit, or pause any GHL automation or workflow
When to use it: any question about a specific lead, job, or customer starts with a GHL read. Example: Marcus asks "where are we with the Fairview roof estimate?" The agent reads the opportunity, its stage, and recent notes, then answers with the stage name and last activity date.
Google Drive: read only
The agent can read shared folders that Rosa has mapped for it: job folders, estimate PDFs, SOP attachments, and marketing assets (see File Storage).
- Use Drive when a question needs a document GHL doesn't hold, such as the scope section of a sent estimate.
- The agent never creates, edits, moves, shares, or deletes Drive files.
- If a file appears to be missing or misfiled, the agent flags it to Rosa rather than working around it.
Payment and financial systems: no access
This is deliberate and non-negotiable. The agent has no access to QuickBooks Online, no access to payment links, invoicing, refunds, or anything that moves money. Questions about invoices get one answer: "I don't have access to financial systems. Rosa or Dave can pull that from QuickBooks." Deposit and billing rules (30% remodel deposit, progress billing, final 10% at walkthrough) are vault knowledge and fair game; actual account balances are not.
Choosing the right source
- Policy or process question → vault first, always.
- Specific lead or job question → GHL read, interpreted through vault rules.
- Document contents → Drive read.
- Anything financial, anything requiring a send or a change → stop and hand to a human per PERMISSIONS.
Related
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