The work behind the console
Agents & Automations
Six specialized agents running Legacy IT's operations 24/7. This is what a $5K/month fractional ops team looks like — automated and overseen by humans.
Agents online
6/6
100% uptime
Actions this month
603
29 today
Avg first response
22s
Industry benchmark: 3–6 hrs
Operator hours saved
38 hrs
This week
Intake Agent
ActiveSystem · INTAKE-01
"First response in 30 seconds — every time, 24/7."
Responsibilities
- Monitor inbound form, email, and voicemail
- Classify and qualify intent
- Send first response with calendar link
- Route VIP referrals to Travis
Today
11
This wk
58
Success
98%
Last action · 1m ago
Auto-responded to Tom Zabala (referral from Luis Herrera) — 23s
Avg response: 22s
Follow-up Agent
ActiveSystem · FOLLOW-UP-01
"No lead goes cold. Day 1/3/7/14/30 sequences, personalized."
Responsibilities
- Drip sequences tuned to lead source
- Escalate stalled leads to Travis after Day 14
- Pause on human reply, resume if silence returns
- A/B test subject lines weekly
Today
7
This wk
41
Success
81%
Last action · 22m ago
Sent Day 3 follow-up to Marcus Brennan (Brennan Law Group)
Client Success Agent
ActiveSystem · CLIENT-01
"Every client feels like Legacy IT's biggest client."
Responsibilities
- Monitor ticket volume and response times per client
- Flag at-risk accounts before they churn
- Auto-schedule quarterly business reviews
- Generate client-facing monthly health reports
Today
4
This wk
18
Success
94%
Last action · 48m ago
Generated April health report for Winter Park Accounting
Referral Agent
ActiveSystem · REFERRAL-01
"Referrers feel seen. Referrals get closed."
Responsibilities
- Track attribution of every new lead to a referrer
- Send same-day thank-you after a referral is received
- Schedule quarterly VIP touchpoints
- Nominate quarterly top referrer for a gift
Today
3
This wk
11
Success
100%
Last action · 9m ago
Sent handwritten-style thank-you to David Rivera (3rd referral this quarter)
Renewal Agent
ActiveSystem · RENEWAL-01
"No renewal surprises. Proposals ready 60 days early."
Responsibilities
- Fire 90 / 60 / 30 day renewal alerts
- Auto-generate renewal proposals from current service
- Benchmark pricing against comparable accounts
- Escalate at-risk renewals to Sean
Today
1
This wk
4
Success
88%
Last action · 2h ago
Renewal proposal drafted for Central Florida Physical Therapy (May 8)
Revenue Agent
ActiveSystem · REVENUE-01
"Travis sees the money every Friday without logging in."
Responsibilities
- Daily MRR snapshot and variance alerts
- Pipeline-weighted forecast with confidence band
- Weekly ops report assembly
- Churn risk projection from ticket + usage signals
Today
3
This wk
7
Success
100%
Last action · 1h ago
Weekly ops report assembled — Fri 4/24 delivery queued
Recent Agent Activity Log
🤖 AI- 📩Intake Agent1m agoAuto-responded to Tom Zabala — referral from Luis Herrera routed & booked
- ⚡Intake Agent4m agoLisa Patel form submission — reply sent in 14 seconds
- 🤝Referral Agent9m agoThank-you sent to David Rivera — 3rd referral this quarter flagged for gift
- 🔁Follow-up Agent22m agoDay 3 follow-up dispatched to Marcus Brennan (Brennan Law Group)
- 🚨Intake Agent28m agoEscalated Nancy Perez to Travis — VIP referrer (Dr. Martinez)
- ❤️Client Success Agent48m agoApril health report generated for Winter Park Accounting
- 📈Revenue Agent1h agoWeekly ops report assembled — Fri 4/24 delivery queued for Travis
- 📅Renewal Agent1h agoRenewal proposal drafted for Central Florida Physical Therapy (May 8 renewal)
- 🔁Follow-up Agent2h agoDay 7 nudge sent to Sarah Henderson (Henderson Pediatrics)
- 🟡Client Success Agent3h agoCentral Florida PT flagged as 'at-risk' — renewal unconfirmed
- 📮Referral Agent3h agoQuarterly outreach queued for Greer Andrews (Mount Dora RE)
- 📞Intake Agent4h agoVoicemail transcribed from Derek Johnson — contract nudge sent
- 💡Revenue Agent5h agoProjected MRR +$3,200 over 30 days (86% confidence) — pipeline snapshot
- 🔁Follow-up Agent7h agoDay 1 email sent to Mia Robertson (Robertson Roofing Supply)
- 📆Client Success Agent9h agoQ3 QBR scheduled for Lake County Dental — Jun 5, 2:00 PM
The $5K/month math
One full-time coordinator costs ~$6,500/mo loaded. Six systems + two operators deliver more — for less.
These systems never sleep, never miss a Day-3 follow-up, and never forget to thank a referrer. Sean and Mike stay in the loop for judgment calls only.