Camellia Turnover Vendors — Email Confirmations & the Calendar Gap

2026-08-05 · Read-only sweep of prod DynamoDB (propflow-prod), the Camellia mailbox (Graph, 90-day window), and the codebase. Claims labeled V verified / I inferred.

Bottom line: PropFlow has never written a vendor calendar event for Camellia. The pipeline works (all 25 events ever created are Willows test-harness runs) but no inbound-email path exists — and only one real vendor, Miracle Method, emails schedule confirmations you could parse. The high-volume turn trades (paint, clean, flooring, HVAC) schedule entirely off-email.

Who emails a schedule

Vendor	Trade	Channel	Schedule by email?	Evidence (90 days)
Miracle Method of Denver	tub/counter refinishing	phone + email	YES — parseable	~7 templated "Appointment Confirmed / What to Expect" mails with per-day tech + time window ("Day 1 – Unit 403 – PO #693 … Thursday Aug 6th 11:00am–12:00pm"); reschedules arrive in the same format V
Metropolitan Bldg Maintenance	cleaning / turn labor	phone (emails informally)	Date range only	"confirming Isabel is available next week July 20–24, PO 672" — no time window V
Anchor Pest Control	pest control	phone + email	Unlockable	Offered emailed appointment reminders (opt-in form, sent twice May 7) — we never opted in; only invoices since V
HD Painting	painting (the dispatched turnover painter)	email only — no phone on file	No	Zero mail in window V
MTech Service (+ ServicePro reports)	plumbing	phone	No	Invoices only; ServicePro WO reports bury any schedule in a PDF V
American Garage Door	garage door	phone + email	No	Estimates/invoices only V
TK Elevator / A to Z Inspections	elevator	phone (+ AR email)	No	Statements & AR reminders only V
Cardenas Landscape · A&K Appliance · Western States Fire · Royal Textile	landscaping / appliance / fire safety / window coverings	phone (RTP emails quotes)	No	No scheduling mail observed V
In-house crew (566 of 569 Camellia WOs)	general	in-house	n/a	— V
Cambay, Inc.	exterior coating	none — no contact data at all	No	Cannot be dispatched today V

Roster = Camellia's 13 property-scoped preferred vendors + the 2 real turnover work orders (Unit 116 paint + clean). The org's 816 imported AppFolio vendor memberships are the AP ledger, not an engagement list.

The calendar gap, precisely

25 vendor-visit calendar events have ever been created in prod — all on The Willows test property, all from the Jul 27–31 voice harness or manual work-order edits. Camellia: zero, ever. V
Camellia has a connected Outlook leasing calendar — the plumbing exists. V
syncVendorVisitToCalendar is called from four places: work-order edit, voice post-call extraction, reschedule, tenant confirmation. No inbound-email path exists — vendor email dead-ends at an operational-signal record with bare date strings. V

What an email→calendar branch would buy

Fully covered: Miracle Method only — 1 of 13 roster vendors (~8%), but ~7 of the ~8 schedule-bearing vendor emails in the window. Refinishing is a real recurring per-unit turn trade, and one templated sender means a cheap, high-precision parser incl. reschedules. V counts, I effort
Partial: Metro BM — free-text date range → an all-day/multi-day block, not a timed visit. I
Free win: opt in to Anchor's emailed appointment reminders — a non-code action that adds a third vendor. I
Not covered: everything else. No painting, flooring, HVAC, or unit-cleaning vendor sends any scheduling email — those are scheduled by phone/text/portal. The general fix for turnover calendar coverage remains voice/manual capture or portal ingestion. V

No defensible "coverage % of all turnover appointments" exists: only 2 turnover child work orders exist in all of prod and Camellia has zero vendor call sessions, so there is no verified denominator. The numbers above are vendor-headcount and email-share framings, stated as such.

Decision — how far to take email→calendar ingestion

Recommendation first; pick one.

Option A (recommended): Miracle-Method parser + Anchor opt-in. Narrow, high-precision, covers nearly all schedule-bearing vendor email today; reuses the existing syncVendorVisitToCalendar writer.
Option B: A + LLM free-text extraction for date-range emails (Metro BM) → all-day blocks. More coverage, more wrong-block risk.
Option C: Don't build it — accept that turn-trade scheduling is off-email; invest in voice/portal capture instead.

Status: Proposed — pending Fede's review.