SOP Library

SOP Library is where your business and advisory firm write, version, and maintain the Standard Operating Procedures (SOPs) that drive your Agent Team. Write procedures in Markdown from a starter template, upload existing .md, .txt, or .docx files, or let Auto-structure turn plain-English notes into SOP jobs. From a live SOP, generate a draft of agent roles, jobs, and schedules, review every detail, and install it on your team.

Key capabilities

• Business & Firm Library scopes — keep procedures for This business, or switch to Firm library (for businesses in an advisory firm) to read the firm's shared SOPs and Adopt to this business in one click; firm owners and admins write the firm library
• Five starter templates — Month-end close, Weekly AP & bill run, Daily bank feed & categorization, AR collections & reminders, or a Blank procedure
• Markdown editor with Write, Split, and Preview modes — fields for Title, Owner, Version, and Status, a formatting toolbar (headings, bold, lists, checklists, tables, quotes, and + Job) whose changes undo with Ctrl+Z, and a live preview
• Auto-structure — turns headings and bullet points into ## J-NN jobs with default owners, levels, and Done when checks (it asks before replacing your text)
• Live format check — the editor shows the same jobs and problems the SOP page will: missing Done when lines, duplicate IDs, or invalid levels
• Version history with diffs — every save that changes the SOP records a version with its change note; compare any version line by line and Restore it
• One team per SOP — Generate team builds the team from a live SOP; later, Update team refreshes that same team instead of creating another
• SOP rules travel with the team — each job brief and role names the SOP and its version and quotes its ## Locked rules and ## NEVER sections word for word
• Suggested SOPs — a short list of procedures worth writing for your business, based on what you have connected and how much you do
• Build an SOP with Regent — describe how you work in chat and Regent drafts the SOP, fixes its format problems, and starts the team once you approve it going live

How it works

An SOP is a Markdown document with metadata (Title, Version, Owner, Effective, Status), optional client parameters (## Params), and one ## J-NN <Title> section per job. The metadata at the top of the document always matches what the SOP page shows, so a status change on the page is also written into the document.

Status decides what an SOP does. Only a Live SOP builds or updates a team. A Draft is work in progress. Retiring an SOP pauses the schedules of every team built from it; setting it Live again offers to resume them.

flowchart LR
  write["Write, upload, or adopt SOP"] --> validate["Check jobs & format"]
  validate --> live["Set status to Live"]
  live --> gen["Generate team (runs in the background)"]
  gen --> review["Review jobs, roles & schedules"]
  review --> install["Install roles & scheduled workflows"]
  install --> sync{"SOP edited later?"}
  sync -->|"Yes"| refresh["Update team -> Reinstall"]

How to use it

1. Open SOP Library in the Regent workspace. If your business belongs to an advisory firm, use This business / Firm library to switch libraries, and In use / Archived to see archived SOPs.
2. Click New SOP, pick a starter template, enter a title, and click Continue — or click Upload to import a .md, .markdown, .txt, or .docx file (up to 10 MB and 400,000 characters of text).
3. In the editor, set the Title, Owner, Version, and Status. Use + Job to insert a new ## J-NN section, or paste plain-English steps and click Auto-structure.
4. Switch between Write, Split, and Preview to check the live Jobs table and the green "Format looks good" callout. On a phone, Split shows the editor and the preview as two tabs.
5. Click Save. When editing, add a Change note and choose Minor bump (+0.1), Major bump (+1.0), or Keep current version; a higher version typed in Version is kept as typed. Saving without changes creates no new version. If someone else saved the SOP while you had it open, DayZero asks whether to Reload their version or Overwrite it with yours.
6. Set the SOP's status to Live, then click Generate team. Building takes a minute or two; you can stay on the page. In the review window, edit the Jobs, Roles, and Schedules, then click Install.
7. After you edit a live SOP, its team shows Behind and the business's owners and admins get a notification. Click Update team, review, and Install; the team stays Behind until the new draft is installed.
8. Under Version history, click Compare to see a version's differences or Restore to make it current again (as a new version).

Pro tips

• Paste rough checklist notes into a new SOP and use Auto-structure; it splits them into numbered MUST steps with **Done when:** checks you can then tighten.
• Keep client-specific names, thresholds, and approvers in a ## Params table rather than in every step, so the same SOP works across clients.
• Advisory firms can author master procedures in the Firm library; staff on any client business can click Adopt to this business to customize a local copy.
• Add ## Locked rules and ## NEVER sections to state bright-line boundaries (such as "NEVER move money, pay a bill, or send an invoice"); they are copied into every job the team runs.

In-depth guide

Suggested SOPs

Above the SOP list, Suggested for this business names the procedures worth writing next and says why: for example "2 bank accounts and 1 card to reconcile every month" for a Month-end close, or "12 bills in the last 60 days to code, approve and pay" for a Weekly AP & bill run. Suggestions come from your connected bank and card feeds, Shopify, Stripe, QuickBooks and payroll, your bill and invoice volume over the last 60 days, open accounting periods, and the SOPs and agent roles you already have. A suggestion disappears once a draft or live SOP covers it. The list is shown on This business in the In use view to people who can edit SOPs.

Each suggestion has two buttons:

• Build with Regent opens Regent's chat with a request to draft that SOP for your business. Regent starts from the matching template, fits it to how you work, and saves it as a Draft.
• Use template opens the editor on the matching starter template, titled for you, so you can write it yourself.

Build an SOP with Regent

You can also ask Regent directly, for example "Which SOPs should we have?" or "Write an SOP for our weekly bill run: every Monday we code new bills, the controller approves anything over $5,000, and we pay on Thursday." Regent:

1. Suggests SOPs for your business when you ask what to write.
2. Saves what it writes as a Draft and gives you the link. A draft runs nothing.
3. Lists any format problems and fixes them when you ask. Each change is a new version you can compare or restore under Version history.
4. Asks for your approval before setting an SOP Live (or retiring it).
5. Starts building the team from a live SOP. You still review the jobs, roles and schedules and click Install on the SOP page; nothing runs until you do.

Regent edits firm library SOPs only for the firm's owners and admins. Anyone else can Adopt to this business and have Regent edit the copy.

SOP document format and job anatomy

Every job starts with a level-2 heading such as ## J-01 <Job title> (short IDs like B4 or AP-1 also work) followed by metadata bullets, numbered steps, and a completion check:

## J-01 Bank and card reconciliation

- **Owner:** bookkeeper
- **Level:** gate
- **When:** BD1

Steps:

1. MUST start a reconciliation for every bank and credit card account.
2. SHOULD explain anything unusual.

**Done when:** every account difference is zero and the reconciliation is approved.

The editor and the SOP page run the same format check: a missing title, an invalid status, a duplicate job ID, a level other than "auto", "gate", or "human", or a job without a bold Done when: line. A SOP with problems cannot generate a team until they are fixed.

Team review and installation

Generate team (or Review on an existing team) opens the jobs table (title, role, cadence, due business day, level, Done when), the roles accordion (scope and the SOP instructions merged into each role), and the schedules table. Install creates or updates the roles on Agent Team and keeps one scheduled workflow per job in Workflows, reusing the same workflow on every reinstall.