Best Practices

Proven approaches for getting the most out of Vibey, from brain training to skill building to team management.

Brain Best Practices

What to Upload and Where

Brain Training Tips

What NOT to Upload

• Do not dump irrelevant content. A conversation about lunch does not help any agent.
• Do not upload competitor content to User Brain. That belongs in Campaign Brain for specific competitive research.
• Do not upload the same content to multiple brains. The User Brain and Company Brain are accessible everywhere, so one copy is enough.

Skill Building Best Practices

The Iteration Loop

Skills do not start perfect. They get refined through use. Here is the process that works:

When to Create a Skill

The rule: If you do something more than three times and you need to give the same instructions each time, it should be a skill.

Good skill candidates:

• Writing LinkedIn posts in your voice
• Running competitor analysis with a specific framework
• Creating financial reports in a standard format
• Answering customer support tickets in your tone
• Building research briefs with consistent structure
• Generating meeting summaries with action items
• Creating video scripts for your format
• Writing project status updates for stakeholders

Not worth making a skill for:

• One-off tasks you will not repeat
• Tasks that change completely every time
• Strategic thinking (that is what the Brain is for)

Skill Quality Checklist

A great skill has:

• Clear step-by-step instructions (what to do, in what order)
• 3-5 reference examples (what "great" looks like)
• Constraints (what NOT to do: word limits, tone restrictions, format rules)
• Context about the audience (who the output is for)

Model Selection Best Practices

Starting Point

Signs You Need to Change Models

Upgrade to Power when:

• Agent output feels generic despite good brain content
• Agent struggles to connect multiple pieces of information
• Complex multi-step tasks get confused or produce errors
• Strategic recommendations lack depth

Downgrade to Economy when:

• Agent is doing simple repetitive tasks (formatting, basic lookups)
• Speed matters more than depth
• The task has very clear, simple instructions
• You are running many parallel tasks and want efficiency

Mission Best Practices

Writing Good Missions

Be outcome-focused, not process-focused:

Mission Size

One outcome per mission. If you want both a research report AND a presentation, send two missions. This gives agents clear focus and you get better results.

Include context. Attach relevant files. Reference the Space and Campaign. The more the agents know going in, the less they have to guess.

Priority Guidelines

Team Building Best Practices

Start Small, Grow Deliberately

Do not hire 10 agents on day one. Start with 1-2 for your most common tasks. Get them dialed in: skills refined, brain trained, output quality confirmed. Then add more.

The Ideal Hiring Flow

Campaign Assignment

Assign agents to the campaigns they will work on. This gives them access to that campaign's brain, the project-specific context that makes their work relevant, not generic.

Do not assign every agent to every campaign. A content writer working on your coaching program does not need access to your event planning campaign.

Flow Best Practices

Start With High-Frequency Operations

Flows earn their keep when they run often. Look for repetitive triggers that already happen in your business:

• Every Fathom meeting that ends with action items
• Every form submission from a lead magnet
• Every weekly schedule
• Every task that moves to "Done"
• Every inbound email from a specific sender

Keep Flows Focused

One trigger, one outcome. If you want a Fathom call to create tasks AND notify a Slack channel AND tag the contact, build three actions on the same flow rather than three separate flows.

Use Agent Actions When Judgment Is Needed

Pure trigger-action flows are great for mechanical work (tag this, create that, send this). For anything that requires reasoning (summarize this call, suggest follow-ups, draft a response), use an agent action like send_to_agent or agent_suggest_tasks.

General Tips

1. Feed the Brain before you delegate. 10 minutes of brain uploads saves hours of back-and-forth feedback.
2. Test one-on-one before sending missions. The Team chat is your testing ground.
3. One mission, one outcome. Keep it focused.
4. Refine skills iteratively. The 5th version is always better than the 1st.
5. Add great deliverables back to Campaign Brain. This is how quality compounds.
6. Start with Auto model. Upgrade or downgrade based on results.
7. Use chat for thinking, Missions for doing. Switch as needed.
8. Campaign = project container. Space = workspace. Do not mix them up.
9. Talk to Atlas when the Brain feels stale. He will surface gaps and reorganize.
10. Talk to Jaime when work is piling up. She will tell you who to hire next.