Clearwater Agent System Map

This page is the visual leadership view of how the main admin dashboard, the Orders Control Center, fill-first packing, live shipping progress, tracking exceptions, WAAVE payment truth, inventory truth, make-good obligations, customer service, plugins, and the monitoring agents now work together without creating conflicting sources of truth.

Big picture: the main admin dashboard is the control surface, the Orders Control Center is the clean fulfillment surface, customer checkout moves through WAAVE-backed payment truth, order lifecycle emails fire on real milestones, EasyPost webhooks update shipping progress, a 4-hour reconciliation worker catches missed carrier changes, the fill-first lane stays focused on paid orders ready to pack, the live shipping board stays focused on current USPS movement, the tracking exception lane stays limited to unresolved cleanup only, and the agent stack now acts as oversight and exception routing instead of pretending to be the primary shipping engine.
Open main admin dashboard Open Orders Control Center Open fulfillment queue Open start page Open ops overview Open customer cases Open payment reconciliation Open WAAVE workflow Open inventory Open EasyPost handoff Open tracking notice queue Open shipping batches Open make-good tracker Open chatbot monitor Open plugin handoff model Open Slack model Open Discord DM model Open Notion model

Unified Full-System View

This is the consolidated top-level map. It now reflects the live order lifecycle: WAAVE evidence normalizes payment truth, order notifications are milestone-driven, EasyPost webhooks update carrier progress first, a 4-hour reconciliation worker backs up missed tracker changes, the Orders Control Center is organized into Fill These First, Live Shipping Progress, and Tracking Exceptions, and the tracking relay/archive sync writes historical proof without becoming the live shipping source of truth.

Evidence coming in Case / reconciliation / payment Shipping path Agents coordinating the system Security oversight on ops flow
Root Incoming evidence Inbox + support feeds Branch Case / payment path Operational truth first Branch Agent oversight Monitors + service gates Signals Inbox / support Titanmail + Gmail Case Layer Case register Human-readable case view Merge Mailbox recon Gmail + Titanmail + WAAVE refs Payment Payment recon WAAVE-normalized truth Ship Path Paid + automated Lifecycle can advance Stage Order timeline Webhooks + 4h reconcile Stock Gate Inventory truth Admin + storefront + ship Blocked Pending payment Do not ship Blocked Refund / cancel Hold until resolved Hold Needs verification Need more proof Fill these first Paid orders ready to pack Inventory truth Available stock and readiness Payment truth + WAAVE Paid, pending, disputed status Customer case register Human-readable issue record Tracking exceptions Only unresolved cleanup items Live shipping progress Accepted, transit, delivered Tracking archive writeback Logs customer notice proof Order notifications Receipt, tracking, shipped

Customer / Order Flow

This is the order-side fork map. WAAVE confirms payment truth, customers receive order-received and payment-confirmed notifications, tracking is attached through the shipping layer, EasyPost updates carrier progress, the 4-hour worker reconciles misses, and only unresolved notice or cleanup problems fall into a manual exception lane. The order path is now driven by milestone automation first and human exceptions second.

Signals Case / payment layer Shipping / export layer Blocked / caution path
Root Customer inputs Inbox + support issues Branch Customer / order flow Facts before shipping Signals Inbox / support Titanmail + Gmail Case Layer Case register Human-readable case view Merge Mailbox recon Evidence merged + WAAVE refs Payment Payment recon WAAVE-backed truth Ship Path Paid + notified Route can advance Goodwill Make-good check Freebie / replacement Stage Ready to ship Customer notified Manifest Tracking attached Customer tracking email Blocked Pending payment Do not ship Blocked Refund / cancel Hold until resolved Hold Needs verification Need more proof Primary EasyPost Webhook-first progress Fallback Pirate Ship CSV only Preflight 4h worker Reconcile misses

Agent / Leadership Tree

This is the agent fork view. It now reflects the stricter separation between routine automation and human oversight. Webhooks and workers handle order notifications and tracking progress first, customer-service and exception agents handle cleanup and replies second, and archival ledgers stay downstream from the live shipping state instead of competing with it.

Agents / monitors Working files / reconciliation Fulfillment layer
Root Clearwater Ops Whole stack Branch Monitoring agents Site health + risk Branch Fulfillment / support Service + intake SEO SEO health Search visibility monitor Storefront Storefront health Homepage and shop integrity Security Security risk Threat and exposure monitor Engineering Engineering audit Code and deploy review Rollup Ops overview Cross-system status rollup Intake Order lifecycle receipts + payment + ready Replies Customer service replies + exception cleanup Payment Payment reconciliation payment truth owner Batch Shipping progress webhook + 4h reconcile Goodwill Customer make-good goodwill owner Coordinator Ops coordinator cross-system routing Customer Support Customer communication artifacts and reply history Payment Truth Cases, reconciliation, and make-good ownership Shipping Automation The main pack, tracking, and notification workflow Exception Handling Only unresolved cleanup and support edge cases Customer service timeline Replies, promises, follow-ups Tracking archive writeback Logs customer notice proof Customer case register Human-readable case truth Cross-mailbox reconciliation Titan + Gmail + WAAVE refs Payment reconciliation Paid, pending, disputed truth Make-good register Replacements and goodwill owed Live shipping progress Accepted, transit, delivered Fill these first Paid orders ready to pack Order notifications Receipt, paid, tracking, shipped Tracking exceptions Only unresolved cleanup items Exception rules When a row stays or drops out Chatbot escalations Support edge cases only

What to open first

Start on the main admin dashboard. Jump next into the Orders Control Center. Use Fill These First to pack paid orders, Live Shipping Progress to see current carrier movement, and Tracking Exceptions only for leftover cleanup work.

Most important operational rule

An order does not reach shipping just because it exists in email. It must be confirmed through the case layer, then payment reconciliation, before it can move toward labels.

Why the new layer matters

Payment reconciliation protects you from shipping unpaid, refunded, or ambiguous orders, while milestone notifications, webhook-driven shipping progress, 4-hour reconciliation, inventory truth, make-good tracking, and exception-only cleanup keep promises, labels, and customer data aligned.

How WAAVE fits

WAAVE is treated as a payment-evidence source only. It should feed the local WAAVE transaction register first, then payment reconciliation, and should never bypass the payment ledger to reach customer promises or shipping decisions directly.

How plugins fit safely

GitHub, Gmail, Google Drive, Slack, and Notion now support the system in clearly separated roles. They summarize, surface, or organize operational truth, but the local ledgers still remain the live source of record.

Agent Specialization Rule

Do not add a new active agent just to split attention. Let webhook and worker automation handle routine order progress first. Add or keep agents only where they own exceptions, replies, audits, or cross-system routing.

Current Gmail Cadence

The customer-service response layer is still running on a 60-minute cadence for reply safety, while shipping progress itself now updates from EasyPost webhooks first and the 4-hour reconciliation worker second.

How Discord fits safely

Discord now has a defined intake lane, but it stays downstream from the same case, payment, make-good, and shipping truth files. Discord can surface work and support replies, but it should not become a second order-truth system.