How it works
1
Log it
Slack message, forwarded email, screenshot, or automatic calendar prompt
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2
Claude reads it
Extracts partner, sentiment, and follow-up items automatically
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3
Sheet stores it
Organized across five tabs — partners, contacts, projects, interactions
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4
Pull when needed
One-pagers, pre-meeting briefs, and attention alerts on demand
Logging
Five ways to add information
Each method fits a different situation. Most instructors will use two or three regularly.
💬
Slack text update
Send a plain-English message to #bprm-log. Claude identifies the partner, tags the sentiment, and flags any follow-ups — no form, no fields.
Primary method
⚡
Quick log
A minimal format for when you have ten seconds: partner name and a sentiment signal. The system logs the bare minimum and sends a follow-up nudge a few hours later in the same thread.
With nudge
📸
Screenshot + context
Attach a screenshot of an email or message to a Slack post and add a line of your own interpretation. Claude reads both — the screenshot for the record, your words for the meaning.
Vision / OCR
📧
BCC email logging
BCC a dedicated address on any partner email. The thread is read, summarized, and logged automatically. No extra steps beyond the BCC.
Gmail integration
📅
Calendar-triggered prompt
For meetings on the APEX Welcome Board calendar (WILC meetings), the system waits 30 minutes after the event ends, then messages the instructor who created the event — with the partner's recent history already loaded. Just reply with your notes in the thread. The visitor name and company are read from the event title and location fields automatically.
APEX Welcome Board · WILC only
Outputs
What you can pull from it
These are available once you have a few interactions logged for a partner.
☕
Pre-meeting brief
Sent automatically 30 minutes before any WILC meeting. Available on demand for off-site or phone meetings with a single command. Shows last interaction, relationship health, student associate project history, and any open follow-up items.
Auto + on demand: Brief [partner-id]
Last contactMay 11 — first meeting, she approached us at DMACC Business Summit
Status / vibeProspective · Steady
Student associate historyNone yet — relationship is early
Walk in knowingShe expressed interest in a fall DCS project. No scope confirmed.
📄
Partner one-pager
Pulls everything the system knows about a partner — interaction history, student associate projects across all semesters, contacts, and a relationship health assessment — and returns a formatted summary.
Summary [partner-id]
📋
Monday attention list
A short list every Monday morning: partners whose relationship health has dropped to "Cooling" or "Needs Attention," or who haven't had a logged interaction in 45+ days.
📆
Friday digest
A weekly roundup of APEX Welcome Board calendar events that don't have a matching log entry. Useful for catching interactions that were missed without requiring discipline around real-time logging.
In practice
It runs through Slack
One channel. No new app to learn or check.
# bprm-log
R
Russ Today at 9:14 AM
Update metro-health: Check-in with James. Student associates presented midpoint research — he liked the market segmentation slide. Wants final deck by May 9.
🤖
BPRM Today at 9:14 AM
Logged ✓ · metro-health · Meeting · May 14
Sentiment: Positive · Follow-up needed: Yes
James responded positively to midpoint presentation. Final deliverable deadline: May 9.
R
Russ Today at 2:01 PM
Summary acme-corp
🤖
BPRM Today at 2:01 PM
PARTNER ONE-PAGER — Acme Corporation
As of May 14, 2026
Who they are
BizTech firm in the Des Moines metro. Partnered with APEX since Fall 2024 via referral from Jesse Hunt. Primary contact Dana Rivera prefers async communication and clear briefs.
Vibe — Steady
One completed DCS project with strong outcomes. Dana mentioned a potential fall project in April but no scope yet. A summer touchpoint would be worthwhile.
Under the hood
What happens automatically
These run on every log entry without any extra action from the instructor.
🏷
Sentiment tagging
Each interaction is tagged Positive, Neutral, Negative, or Uncertain. The pattern across entries informs the relationship vibe score over time.
📊
Relationship vibe
Assessed across the last 3–5 interactions: Thriving, Steady, Cooling, or Needs Attention. Can be overridden manually at any time.
🔗
Company-level history
Interactions are tied to the organization, not to individual contacts. Querying by a person's name resolves to the company and returns the full history.
↩
Clarifying questions
If Claude can't confidently parse an entry, it asks one specific question in-thread rather than writing a bad row to the sheet.
🎓
Student associate project history
Each project is linked to a partner, course, semester, and the student associates involved. That record grows across semesters.
🌱
New partner intake
Structured onboarding from first contact. Captures how they found APEX, creates the first interaction row automatically, and nudges you if no follow-up is logged within seven days.
District collaboration
Built for more than one team
The BPRM serves APEX, CTE, and district-level relationship managers from a single shared record — with clear signals about relationship depth and home team.
🏠
Relationship home
Every partner has a designated home team — APEX, District, or Shared. Answers "who stewards this relationship?" without implying anyone owns a contact. A partner can have a home at APEX and still be visible to district.
📶
Relationship tier
A five-level signal — APEX Core, APEX Active, District, Shared, or Prospective — that tells anyone what they're walking into before reading a single interaction log. APEX Core means coordinate before contacting.
APEX Core / APEX Active / District / Shared / Prospective
🏷
Role-tagged interactions
Every logged interaction is tagged with who logged it — APEX-DCS, APEX-BSU, District-BRM, District-PSR, and so on. Teams see their own history clearly and the full cross-team picture when they need it.
🔒
Internal notes flag
Any interaction note can be flagged as internal. Internal notes live in the sheet and are visible to anyone with sheet access — but Claude omits them from district-facing outputs like one-pagers and pre-meeting briefs.
🔍
APEX depth summary
An AI-generated plain-English summary of a partner's APEX history — projects, speakers, job shadows, semesters of engagement — regenerated on demand and surfaced first when a district user pulls a one-pager. Walking in with this context changes how the meeting goes.
Projects3 DCS projects (Fall 2023 – Spring 2026) · 9 student-associates involved
EngagementGuest speaker (2×) · Job shadow host (Spring 2025)
VibeThriving · Last APEX contact: March 2026
APEX leadRuss Goerend — loop in before contacting
Who's using it
For Lexi and Shane
Two district roles, two different relationships with the system.
Lexi Shafer · District Business Relationship Manager
Active logger and relationship steward
Lexi manages district-wide business relationships — some overlap with APEX, many don't. She logs interactions the same way APEX instructors do. The system tells her immediately when she's approaching an APEX Core partner so she can coordinate rather than cold-call.
What she uses
📋 New partner: to add her existing contacts on day one
💬 Update [partner]: after any meeting or touchpoint
☕ Brief [partner] before any meeting — APEX depth surfaces first
📄 Summary [partner] for a full cross-team one-pager
Shane Scott · Director of Postsecondary Readiness
Strategic reader, light logger
Shane's focus is student pathways and postsecondary outcomes — he needs to understand the employer landscape, not manage it day-to-day. The BPRM gives him institutional memory he'd otherwise have to reconstruct from emails. He queries more than he logs.
What he uses
📄 Summary [partner] to understand depth before a strategy conversation
☕ Brief [partner] before any engagement where student outcomes matter
👁 Full read access to #bprm-log — the interaction history across APEX and district is his landscape view
💬 Occasional Update [partner]: when he has a meaningful postsecondary touchpoint
Why it's worth building
What it's actually for
Four things the BPRM addresses that no other tool in the current stack handles.
Relationship history survives semester gaps
Partners return year after year. What student associates worked on, how it went, and what was discussed last spring — that context is available to whoever picks up the relationship next semester.
Partners aren't re-introduced every time
Walking into a meeting knowing the last conversation and the state of the relationship changes how that meeting goes. The pre-meeting brief makes that preparation automatic.
Knowledge doesn't live in one person's inbox
When a partner works across studios or an instructor transitions, the interaction history is shared and searchable — not trapped in an email thread or a mental note.
Student associate work stays on record
Every project tied to a partner, course, semester, and associates builds a record over time — useful for student associate portfolios, recommendations, and eventually the Alumni LookBook.
Technology
What it's built on
Database
Google Sheets
5-tab structure. Partners, contacts, projects, interactions, lookup values.
Free
Interface
Slack
One channel: #bprm-log. Already in use by the program.
Already have it
Automation
Make.com
Connects Slack, Sheets, Gmail, and Calendar. ~300 of 1,000 free ops/month.
Free tier
Intelligence
Claude API
Reads screenshots, parses messages, writes summaries. Pay-as-you-go, ~$5–10/semester.
~$0.003 / entry