Studio Nuvah: one operating system for a four-person interior studio.
Notion, Python and four scheduled AI agents. Solo build, delivered and handed to the studio team.
Four to eight projects at once, run from chat.
A principal designer, a senior designer, a render specialist and rotating site contractors. Client messages lived in WhatsApp, contracts in email, schedules in spreadsheets, and the rest in people's heads.
Work slipped once the projects overlapped.
Drawings sat unapproved past the contractual 96-hour feedback window. BOQ revisions lost their chain of custody. Payment reminders fell through. There was no single view of today's work.
Leads to handover, in one workspace.
- 19 linked databases covering leads, clients, projects, contracts, BOQs, a 91-item drawing register, a 44-item handover checklist and 357+ QC items. Finance is visible only to the principal.
- A task system that seeds 15 to 20 scope-relevant tasks, with dependencies wired, whenever a project is created, from 63 stored templates.
- A feedback due date calculated from the issue date, so the 96-hour window is visible on every drawing.
- 22 redesigned pages, 11 native automations and 4 scheduled AI agents.
- About 1,000 seeded records, so the team started with a working system, plus documentation to run it.
WhatsApp stays for client conversations. The system takes over the structured tracking and replaces nothing the team likes.
What took the most thought.
Tasks that wire their own dependencies
Each template carries a group ID and a list of prerequisite groups. When a project is created, the templates for its scope are copied and the dependency links are rewritten to point at the new copies. A kitchen project gets kitchen tasks in the right order without anyone setting it up.
Automation that doesn't live on my laptop
I first ran the task seeding from a scheduled job on my own Mac. After handover that machine isn't on, so I moved it into Notion's own cloud with scheduled AI agents, and kept a free GitHub Actions job as a fallback.
Design for the handover runtime on day one.
Building on my own machine and moving to the cloud later cost rework. For any client system I now start from where it will run after I leave.
What I'm sure of.
The system was built and delivered with the databases, automations and agents listed above.
The team runs on it every day without my help.