Seb — Product Spec

What is Seb?

Seb is Coopah's AI junior partner account manager. When a new event partner is introduced via Slack, Seb handles the full onboarding flow autonomously: researching the partner, creating affiliate codes, building a Notion workspace, drafting and sending outreach, chasing replies, reporting performance, and managing ongoing campaign communications.

Seb is designed to handle all the repeatable, process-driven parts of partner management so the human AM team can focus on relationships and decisions that require real judgment.

Design Principles

• Mostly autonomous, escalates when needed — Seb works without human approval in normal flow. Escalation to Slack is triggered by ambiguity, partner pushback, anomalies, or non-standard requests. The first intro email requires a one-time approval; after that Seb sends independently.
• Configurable without code changes — all behaviour is driven by the Rules Engine config. Tone, templates, timing, escalation triggers — all editable via the UI.
• Transparent — every action is logged to Slack and to the partner's Notion hub. Nothing happens silently.
• Graceful degradation — if an integration fails (AppFlyer, Gmail, Notion), Seb escalates to Slack with all the context needed for a human to complete the step manually, then continues.
• Learns over time — Seb tracks what works across all partners (email subject lines, send timing, offer types) and incorporates that into future drafts. See Seb Learns.

Who uses it?

The Coopah Account Management team. Seb is triggered from Slack. The AM team reviews email drafts on the partner dashboard, handles escalations, and monitors weekly summaries.

Architecture

Entry Points

@seb manage [partner name]

Mention @seb manage Royal Parks Half Marathon in any Slack channel to start the full onboarding flow. Seb researches the partner, posts findings to the intros channel, and waits for the check-in modal to be submitted before proceeding.

/coupon

Standalone tool for creating discount codes outside of the onboarding flow. See Seb Tools → /coupon.

Onboarding Flow

Triggered by @seb manage [partner name]. Eight sequential steps — click any step to expand the detail.

Campaign Management

Once a partner has agreed to the email schedule, Seb manages the ongoing relationship autonomously. This covers all touchpoints from first agreed email through post-event.

Pre-send Check-in

Before each scheduled email or social post send date, Seb runs a check-in to confirm everything is in order:

• Verify the partner hub / Notion page is up to date
• Confirm the coupon code is still active in the Coopah admin
• Check if any new partner comms have been received that might affect the send
• Flag if assets haven't been received and the email requires them

If all clear, Seb proceeds automatically. If any issue is found, it escalates to Slack before sending.

Post-email Results Collection

Once a partner confirms they've sent an email or social post to their audience, Seb follows up to collect performance data.

• Seb sends a short follow-up to the partner contact asking for: open rate, click rate, and any other stats they have
• Results are stored in the partner's Notion hub (Performance section) and/or the partner URL page
• Results are included in the partner's next weekly Mixpanel report for context

Trial Stats (3-day post-email)

Three days after each send date, Seb automatically queries Mixpanel and sends a brief stats notification.

• Queries Mixpanel for trial starts attributed to the partner's coupon code in the 72 hours since the email went out
• Posts a summary to the partner: "X trials started since your email on [date]"
• Posts the same summary internally to Slack (config.reporting.slackChannel)
• Stores the data point in the Notion hub

This data informs the weekly report and Seb's content recommendations over time.

Responding to Partner Requests

Partners may reply with questions, requests, or changes outside the standard flow. Seb parses the intent and responds where confident.

Weekly Performance Report (Every Monday)

Every Monday, Seb sends an automated performance summary to each active partner contact.

• Queries Mixpanel for all trials, conversions, and activity attributed to the partner's coupon code over the past 7 days
• Claude writes a brief narrative analysis: what's working, where the opportunity is, any recommended action
• Includes a comparison to the previous week if data is available
• Where email performance is declining, Seb may suggest a content change or send variation — flagged to AM for approval before acting
• Report also posted internally to config.reporting.slackChannel

Configurable: config.reporting.cadence, config.reporting.day, config.reporting.includeOpenRate, config.reporting.includeConversionRate.

Email System

Templates

6 base templates stored as Notion pages, referenced by URL in config.templateLibrary. Claude fetches base content and customises per partner.

Email Schedule by Race Type

Notion Hub Structure

Every partner gets a Notion page under config.notionConfig.partnerHubsParentPageId, titled [Partner Name] — [Event Name].

Internal AM Dashboard

Built into the rules engine on Vercel. Two views — an overview of all partners, and a per-partner detail page that also serves as the email draft editor.

/partners — All partners overview

A card per active partner showing at a glance:

• Key info: partner name, event name, race date, coupon code, AppFlyer link, contact email
• Latest stats: trials last 7 days, total trials to date, last email sent date
• Status: active escalations (if any), next scheduled action
• Seb's summary: a one-paragraph AI assessment of how the partnership is going — what's working, any concerns, recommended next action

/partners/[slug] — Individual partner page

The full partner view. Also serves as the email draft editor during the approval gate:

• Draft email rendered as an editable document — AM edits inline or selects text and uses "Ask Seb" to rewrite a specific section
• Approve button sends the email immediately
• Full comms history log
• Live Mixpanel stats for this partner
• Schedule table (planned / agreed / sent per email)
• Link out to the partner-facing public page

Escalation Rules

All escalations are posted to config.escalation.channel, tagging config.escalation.amHandle. Severity determines emoji and urgency.

Data & Reporting

Mixpanel Performance Reports

Seb maintains a dedicated Mixpanel report per partner (created at onboarding, Step 5). Reports are filtered by affiliate_code = [coupon_code].

• Partner-facing: sent every Monday via email — total trials, plan breakdown, conversion rate, week-on-week trend, Claude narrative with opportunities
• Internal Slack digest: posted to config.reporting.slackChannel covering all active partners — status, last action, trial count, next send date
• 3-day post-email spike check: quick Mixpanel query 72h after each partner email send, posted to partner + internally

Email Performance Tracking

When a partner reports open/click rates for their own email, Seb stores these in Notion and surfaces them in reports. Seb tracks patterns across all partners to identify what subject lines, send days, or offer types generate the best engagement.

Data Storage

All partner data — session state, email drafts, comms logs, schedule, escalation history — lives in Vercel KV. Notion is used only for the 6 base email templates (human-edited). Mixpanel is the source of truth for trial and conversion data.

Seb Learns

Seb tracks outcomes across all partners and uses this to improve future work. This is not a separate system — it's built into Claude's context when drafting emails or analysing performance.

• Email effectiveness: Seb stores open rate, click rate, trial count per email send. Over time, this informs which subject line styles, send days, and offer framings perform best.
• Draft quality: If an email is rejected at the approval gate, the feedback notes are stored and factored into future drafts of the same type.
• Partner response patterns: If a partner type (e.g. large marathon) consistently responds faster to shorter emails, Seb notes this and adjusts.
• Escalation learning: Recurring escalation types that get resolved the same way become part of Seb's handling logic after review.

Seb Tools

Standalone capabilities that can be invoked directly from Slack, independent of the onboarding or campaign management flow.

/coupon — Standalone Coupon Creator

Type /coupon in any Slack channel to open the coupon creation modal. This is a utility tool for creating discount codes outside of any partner onboarding — useful for ad hoc campaigns, influencer codes, or testing.

Modal fields

On submit

Seb creates the coupon in the production Coopah admin (https://admin.app.coopah.com) using the provided values. Campaign name: CODE_OfferLabel_MediaSource_MonthYear. Result is sent back to the user via DM: ✅ Coupon created: `CODE` or an error message.

Authentication

The rules engine (www.meetseb.co) and the internal AM dashboard (/partners) must be protected. These pages can change Seb's behaviour and contain partner data — they should not be publicly accessible.

Magic link (email)

Authentication is handled via magic link — no passwords. The flow:

1. User visits any protected page and is redirected to /login
2. They enter their email address
3. If the email is in the whitelist (config.auth.allowedEmails), a time-limited signed link is emailed to them
4. Clicking the link sets a secure HTTP-only session cookie (JWT, 7-day expiry)
5. They're redirected to the page they originally requested

What is protected

Implementation

• Magic links are signed with MAGIC_LINK_SECRET (env var) and expire after 15 minutes
• Session tokens are JWTs signed with the same secret, stored as HttpOnly; Secure; SameSite=Lax cookies
• Auth middleware runs in middleware.js at the Next.js edge — redirects unauthenticated requests to /login
• Magic links are sent via the same Gmail account Seb uses for partner emails (GMAIL_REFRESH_TOKEN)
• Allowed emails are stored in AUTH_ALLOWED_EMAILS env var as a comma-separated list

Configuration Reference

All config is managed via the Rules Engine UI and stored in Vercel KV. The agent fetches it on each run via SEB_CONFIG_URL.

identity

onboardingSteps

offers

emailSchedule

escalation

notionConfig

affiliateCode

templateLibrary

Array of 6 template objects. Each: id, name, desc, notionUrl, requiresApproval.

reporting

Integrations

Environment Variables

Railway (Agent)

Vercel (Rules Engine)

Vercel (Rules Engine) — other auto-set vars

Scope & Limitations

Out of scope (v1)

• Opt-in / consent data management — this spec does not cover subscriber lists, GDPR consent capture, or any data permissions workflow. That is a separate workstream relevant to larger accounts and will be specced independently.
• Multi-contact partners — Seb currently manages one contact per partner. Multiple stakeholders at a single organisation are out of scope for now.
• Social media automation — Seb drafts social captions but does not post to social platforms directly. Publishing is done manually by the partner.
• WordPress blog posts — stub exists in config (ob7) but automation is not yet implemented.
• Inbound email triage — Seb monitors for replies to emails it sent. General inbox management is out of scope.

Known constraints

• AppFlyer integration method is not yet confirmed — Playwright, MCP, and Zapier are all being evaluated.
• Notion vs URL for partner hub is an open decision. Both paths are supported in the spec; the code will follow whichever is chosen.
• Mixpanel report duplication via API depends on Mixpanel's API supporting it — to be confirmed during Phase 3 build.