diff --git a/apps/x/apps/main/src/main.ts b/apps/x/apps/main/src/main.ts
index a222f869..68cef1f2 100644
--- a/apps/x/apps/main/src/main.ts
+++ b/apps/x/apps/main/src/main.ts
@@ -7,6 +7,7 @@ import { init as initGmailSync } from "@x/core/dist/knowledge/sync_gmail.js";
 import { init as initCalendarSync } from "@x/core/dist/knowledge/sync_calendar.js";
 import { init as initFirefliesSync } from "@x/core/dist/knowledge/sync_fireflies.js";
 import { init as initGranolaSync } from "@x/core/dist/knowledge/granola/sync.js";
+import { init as initGraphBuilder } from "@x/core/dist/knowledge/build_graph.js";
 
 const __filename = fileURLToPath(import.meta.url);
 const __dirname = dirname(__filename);
@@ -58,6 +59,9 @@ app.whenReady().then(() => {
   // start granola sync
   initGranolaSync();
 
+  // start knowledge graph builder
+  initGraphBuilder();
+
   app.on('activate', () => {
     if (BrowserWindow.getAllWindows().length === 0) {
       createWindow();
diff --git a/apps/x/packages/core/src/knowledge/build_graph.ts b/apps/x/packages/core/src/knowledge/build_graph.ts
index a57fd6a7..8489f23d 100644
--- a/apps/x/packages/core/src/knowledge/build_graph.ts
+++ b/apps/x/packages/core/src/knowledge/build_graph.ts
@@ -20,6 +20,16 @@ import {
 const NOTES_OUTPUT_DIR = path.join(WorkDir, 'notes');
 const NOTE_CREATION_AGENT = 'note_creation';
 
+// Configuration for the graph builder service
+const SYNC_INTERVAL_MS = 5 * 60 * 1000; // Check every 5 minutes (reduced frequency)
+const SOURCE_FOLDERS = [
+    'gmail_sync',
+    'fireflies_transcripts',
+    'granola_notes'  // Corrected from 'granola_meetings'
+];
+const MAX_CONCURRENT_BATCHES = 1; // Process only 1 batch at a time to avoid overwhelming the agent
+const BATCH_DELAY_MS = 5000; // 5 second delay between batches to avoid overwhelming the system
+
 /**
  * Read content for specific files
  */
@@ -121,7 +131,7 @@ export async function buildGraph(sourceDir: string): Promise<void> {
         return;
     }
 
-    const BATCH_SIZE = 25; // Process 25 files per agent run
+    const BATCH_SIZE = 10; // Reduced from 25 to 10 files per agent run for faster processing
     const totalBatches = Math.ceil(contentFiles.length / BATCH_SIZE);
 
     console.log(`Processing ${contentFiles.length} files in ${totalBatches} batches (${BATCH_SIZE} files per batch)...`);
@@ -137,6 +147,12 @@ export async function buildGraph(sourceDir: string): Promise<void> {
             await createNotesFromBatch(batch, batchNumber);
             console.log(`Batch ${batchNumber}/${totalBatches} complete`);
 
+            // Add delay between batches to avoid overwhelming the system
+            if (i + BATCH_SIZE < contentFiles.length) {
+                console.log(`Waiting ${BATCH_DELAY_MS/1000} seconds before next batch...`);
+                await new Promise(resolve => setTimeout(resolve, BATCH_DELAY_MS));
+            }
+
             // Mark files in this batch as processed
             for (const file of batch) {
                 markFileAsProcessed(file.path, state);
@@ -160,11 +176,66 @@ export async function buildGraph(sourceDir: string): Promise<void> {
 }
 
 /**
- * Main entry point - processes gmail_sync directory by default
+ * Process all configured source directories
+ */
+async function processAllSources(): Promise<void> {
+    console.log('[GraphBuilder] Checking for new content in all sources...');
+
+    let anyFilesProcessed = false;
+
+    for (const folder of SOURCE_FOLDERS) {
+        const sourceDir = path.join(WorkDir, folder);
+
+        // Skip if folder doesn't exist
+        if (!fs.existsSync(sourceDir)) {
+            // Don't log this every time - it's noisy
+            continue;
+        }
+
+        try {
+            // Quick check if there are any files to process before doing the full build
+            const state = loadState();
+            const filesToProcess = getFilesToProcess(sourceDir, state);
+
+            if (filesToProcess.length > 0) {
+                console.log(`[GraphBuilder] Found ${filesToProcess.length} new/changed files in ${folder}`);
+                await buildGraph(sourceDir);
+                anyFilesProcessed = true;
+            }
+        } catch (error) {
+            console.error(`[GraphBuilder] Error processing ${folder}:`, error);
+            // Continue with other folders even if one fails
+        }
+    }
+
+    if (!anyFilesProcessed) {
+        console.log('[GraphBuilder] No new content to process');
+    } else {
+        console.log('[GraphBuilder] Completed processing all sources');
+    }
+}
+
+/**
+ * Main entry point - runs as independent service monitoring all source folders
  */
 export async function init() {
-    const defaultSourceDir = path.join(WorkDir, 'gmail_sync');
-    await buildGraph(defaultSourceDir);
+    console.log('[GraphBuilder] Starting Knowledge Graph Builder Service...');
+    console.log(`[GraphBuilder] Monitoring folders: ${SOURCE_FOLDERS.join(', ')}`);
+    console.log(`[GraphBuilder] Will check for new content every ${SYNC_INTERVAL_MS / 1000} seconds`);
+
+    // Initial run
+    await processAllSources();
+
+    // Set up periodic processing
+    while (true) {
+        await new Promise(resolve => setTimeout(resolve, SYNC_INTERVAL_MS));
+
+        try {
+            await processAllSources();
+        } catch (error) {
+            console.error('[GraphBuilder] Error in main loop:', error);
+        }
+    }
 }
 
 /**
diff --git a/apps/x/packages/core/src/knowledge/granola/sync.ts b/apps/x/packages/core/src/knowledge/granola/sync.ts
index 32c785a3..fcff60d7 100644
--- a/apps/x/packages/core/src/knowledge/granola/sync.ts
+++ b/apps/x/packages/core/src/knowledge/granola/sync.ts
@@ -2,7 +2,6 @@ import fs from 'fs';
 import path from 'path';
 import { homedir } from 'os';
 import { WorkDir } from '../../config/config.js';
-import { buildGraph } from '../build_graph.js';
 import container from '../../di/container.js';
 import { IGranolaConfigRepo } from './repo.js';
 import {
@@ -314,12 +313,7 @@ async function syncNotes(): Promise<void> {
     
     // Build knowledge graph if there were changes
     if (newCount > 0 || updatedCount > 0) {
-        console.log('[Granola] Starting knowledge graph build...');
-        try {
-            await buildGraph(SYNC_DIR);
-        } catch (error) {
-            console.error('[Granola] Error building knowledge graph:', error);
-        }
+        // Graph building is now handled by the independent graph builder service
     }
 }
 
diff --git a/apps/x/packages/core/src/knowledge/note_creation.md b/apps/x/packages/core/src/knowledge/note_creation.md
index 59ea99cf..b9725b0c 100644
--- a/apps/x/packages/core/src/knowledge/note_creation.md
+++ b/apps/x/packages/core/src/knowledge/note_creation.md
@@ -19,14 +19,19 @@ tools:
 ---
 # Task
 
-You are a note generation agent. Given a single source file (email, meeting transcript, or document), you will:
+You are a memory agent. Given a single source file (email or meeting transcript), you will:
 
-1. **Evaluate if the source is worth processing**
-2. **Search for all existing related notes**
-3. **Resolve entities to canonical names**
-4. Identify new entities worth tracking
-5. Extract structured information (decisions, commitments, key facts)
-6. Create new notes or update existing notes in the Obsidian vault
+1. **Determine source type (meeting or email)**
+2. **Evaluate if the source is worth processing**
+3. **Search for all existing related notes**
+4. **Resolve entities to canonical names**
+5. Identify new entities worth tracking (meetings only)
+6. Extract structured information (decisions, commitments, key facts)
+7. **Detect state changes (status updates, resolved items, role changes)**
+8. Create new notes (meetings only) or update existing notes
+9. **Apply state changes to existing notes**
+
+The core rule: **Meetings create notes. Emails enrich them.**
 
 You have full read access to the existing notes directory. Use this extensively to:
 - Find existing notes for people, organizations, projects mentioned
@@ -34,15 +39,20 @@ You have full read access to the existing notes directory. Use this extensively
 - Understand existing relationships before updating
 - Avoid creating duplicate notes
 - Maintain consistency with existing content
+- **Detect when new information changes the state of existing notes**
 
 # Inputs
 
-1. **source_file**: Path to a single file to process (email, meeting transcript)
+1. **source_file**: Path to a single file to process (email or meeting transcript)
 2. **notes_folder**: Path to Obsidian vault (read/write access)
+3. **user**: Information about the owner of this memory
+   - name: e.g., "Arj"
+   - email: e.g., "arj@rowboat.com"
+   - domain: e.g., "rowboat.com"
 
 # Tools Available
 
-You have access to `executeCommand` to run shell commands. Use it for:
+You have access to `executeCommand` to run shell commands:
 ```
 executeCommand("ls {path}")                     # List directory contents
 executeCommand("cat {path}")                    # Read file contents  
@@ -67,22 +77,49 @@ Either:
 
 ---
 
-# Step 0: Source Filtering
+# The Core Rule: Meetings Create, Emails Enrich
 
-Before processing, evaluate whether this source is worth tracking.
+**Meetings create notes because:**
+- You chose to spend time with these people
+- If you met them, they matter enough to track
+- Meeting transcripts have rich context
 
-## Check for Prior Relationship
+**Emails only update existing notes because:**
+- Most emails are noise
+- Without a meeting, there's no established relationship worth tracking
+- Prevents memory bloat from random contacts
 
-Before deciding to skip cold outreach, check if the sender exists in your notes:
+**The only exception:** Warm intros from someone already in your memory.
+
+---
+
+# Step 0: Determine Source Type
+
+Read the source file and determine if it's a meeting or email.
 ```
-executeCommand("grep -r -i -l '{sender name}' '{notes_folder}/'")
-executeCommand("grep -r -i -l '{sender email}' '{notes_folder}/'")
-executeCommand("grep -r -i -l '@{sender domain}' '{notes_folder}/'")
+executeCommand("cat '{source_file}'")
 ```
 
-If any results, this is a known contact. Process the email.
+**Meeting indicators:**
+- Has `Attendees:` field
+- Has `Meeting:` title
+- Transcript format with speaker labels
+- Calendar event metadata
 
-## Skip These Sources
+**Email indicators:**
+- Has `From:` and `To:` fields
+- Has `Subject:` field
+- Email signature
+
+**Set processing mode:**
+- `source_type = "meeting"` → Can create new notes
+- `source_type = "email"` → Can only update existing notes
+
+---
+
+# Step 1: Source Filtering
+
+## Skip These Sources (Both Meetings and Emails)
 
 ### Mass Emails and Newsletters
 
@@ -97,19 +134,7 @@ If any results, this is a known contact. Process the email.
 
 **Action:** SKIP with reason "Newsletter/mass email"
 
-### Cold Outreach (Unanswered)
-
-**Indicators:**
-- First contact from unknown sender (grep returns no results)
-- Sales/promotional pitch ("I'd love to show you", "Can I get 15 minutes")
-- No reply in thread (Subject doesn't start with "Re:")
-- Generic templates ("I noticed your company", "Congrats on the funding")
-
-**Action:** SKIP with reason "Cold outreach, no prior relationship"
-
-**Exception:** If you have replied (Subject starts with "Re:"), process it.
-
-### Automated/Transactional Emails
+### Automated/Transactional
 
 **Indicators:**
 - From automated systems (notifications@, alerts@, no-reply@)
@@ -120,7 +145,7 @@ If any results, this is a known contact. Process the email.
 
 **Action:** SKIP with reason "Automated/transactional"
 
-### Low-Signal Emails
+### Low-Signal
 
 **Indicators:**
 - Very short with no substance ("Thanks!", "Sounds good", "Got it")
@@ -129,6 +154,37 @@ If any results, this is a known contact. Process the email.
 
 **Action:** SKIP with reason "Low signal"
 
+## Email-Specific Filtering
+
+For emails, check if sender/recipients have existing notes:
+```bash
+executeCommand("grep -r -i -l '{sender email}' '{notes_folder}/'")
+executeCommand("grep -r -i -l '{sender name}' '{notes_folder}/People/'")
+```
+
+**If no existing note found:**
+- Check if this is a warm intro from someone in memory (see below)
+- If not a warm intro → SKIP with reason "No existing relationship"
+
+**If existing note found:**
+- Continue processing
+- Will update existing note only
+
+### Detecting Warm Intros
+
+A warm intro is when someone already in your memory introduces you to someone new.
+
+**Indicators:**
+- Subject contains "Intro:" or "Introduction:"
+- Body contains "want to introduce" or "meet [Name]"
+- Sender has an existing note in memory
+- New person is CC'd or mentioned
+
+**If warm intro detected:**
+- This is the ONE exception where email can create notes
+- Create note for the introduced person
+- Create org note for their company if needed
+
 ## Filter Decision Output
 
 If skipping:
@@ -137,25 +193,38 @@ SKIP
 Reason: {reason}
 ```
 
-If processing, continue to Step 1.
+If processing, continue to Step 2.
 
 ---
 
-# Step 1: Read and Parse Source File
+# Step 2: Read and Parse Source File
 ```
 executeCommand("cat '{source_file}'")
 ```
 
 Extract metadata:
-- **Date:** From `Date:` header, or parse from filename `YYYY-MM-DD-*.md`
-- **Type:** `email` (has From:/To:), `meeting` (has Attendees: or transcript format)
-- **Title:** From `Subject:` or `Meeting:` header, or filename
-- **From:** Sender email/name
-- **To:** Recipient(s)
-- **People mentioned:** Names in body
-- **Organizations mentioned:** Company names in body
 
-## 1b: Extract All Name Variants
+**For meetings:**
+- **Date:** From header or filename
+- **Title:** Meeting name
+- **Attendees:** List of participants
+- **Duration:** If available
+
+**For emails:**
+- **Date:** From `Date:` header
+- **Subject:** From `Subject:` header
+- **From:** Sender email/name
+- **To/Cc:** Recipients
+
+## 2a: Exclude Self
+
+Never create or update notes for:
+- The user (matches user.name, user.email, or @user.domain)
+- Anyone @{user.domain} (colleagues at user's company)
+
+Filter these out from attendees/participants before proceeding.
+
+## 2b: Extract All Name Variants
 
 From the source, collect every way entities are referenced:
 
@@ -190,11 +259,11 @@ Variants found:
 
 ---
 
-# Step 2: Search for Existing Notes
+# Step 3: Search for Existing Notes
 
 For each variant identified, search the notes folder thoroughly.
 
-## 2a: Search by People
+## 3a: Search by People
 ```bash
 # Search by full name
 executeCommand("grep -r -i -l 'Sarah Chen' '{notes_folder}/'")
@@ -212,7 +281,7 @@ executeCommand("grep -r -i -l '@acme.com' '{notes_folder}/'")
 executeCommand("grep -r -i 'Aliases.*Sarah' '{notes_folder}/People/'")
 ```
 
-## 2b: Search by Organizations
+## 3b: Search by Organizations
 ```bash
 # List all organization notes
 executeCommand("ls '{notes_folder}/Organizations/'")
@@ -227,7 +296,7 @@ executeCommand("grep -r -i 'Domain.*acme.com' '{notes_folder}/Organizations/'")
 executeCommand("grep -r -i 'Aliases.*Acme' '{notes_folder}/Organizations/'")
 ```
 
-## 2c: Search by Projects and Topics
+## 3c: Search by Projects and Topics
 ```bash
 # List all projects
 executeCommand("ls '{notes_folder}/Projects/'")
@@ -244,7 +313,7 @@ executeCommand("ls '{notes_folder}/Topics/'")
 executeCommand("grep -r -i 'SOC 2' '{notes_folder}/Topics/'")
 ```
 
-## 2d: Read Candidate Notes
+## 3d: Read Candidate Notes
 
 For every note file found in searches, read it to understand context:
 ```bash
@@ -261,8 +330,10 @@ executeCommand("cat '{notes_folder}/Projects/Acme Integration.md'")
 - See organization context for disambiguation
 - Check what's already captured (avoid duplicates)
 - Review open items (some might be resolved)
+- **Check current status fields (might need updating)**
+- **Check current roles (might have changed)**
 
-## 2e: Matching Criteria
+## 3e: Matching Criteria
 
 Use these criteria to determine if a variant matches an existing note:
 
@@ -296,11 +367,11 @@ Use these criteria to determine if a variant matches an existing note:
 
 ---
 
-# Step 3: Resolve Entities to Canonical Names
+# Step 4: Resolve Entities to Canonical Names
 
-Using the search results from Step 2, resolve each variant to a canonical name.
+Using the search results from Step 3, resolve each variant to a canonical name.
 
-## 3a: Build Resolution Map
+## 4a: Build Resolution Map
 
 Create a mapping from every source reference to its canonical form:
 ```
@@ -317,7 +388,18 @@ Resolution Map:
 - "the integration" → "Acme Integration" (same project)
 ```
 
-## 3b: Disambiguation Rules
+## 4b: Apply Source Type Rules
+
+**If source_type == "meeting":**
+- Resolved entities → Update existing notes
+- New entities that pass filters → Create new notes
+
+**If source_type == "email":**
+- Resolved entities → Update existing notes
+- New entities → Do NOT create notes (skip them)
+- Exception: Warm intro → Create note for introduced person
+
+## 4c: Disambiguation Rules
 
 When multiple candidates match a variant, disambiguate:
 
@@ -351,19 +433,9 @@ If still ambiguous, prefer the person with more recent activity in notes.
 
 **If still ambiguous:**
 - Flag in resolution map: "David" → "David (ambiguous - could be David Kim or David Chen)"
-- Will handle in Step 4
+- Will handle in Step 5
 
-## 3c: Handle Unresolved Entities
-
-For entities with no match found:
-```
-Unresolved:
-- "Jennifer" (CTO at Acme) → No existing note, NEW ENTITY
-- "SOC 2 compliance" → No existing topic, NEW ENTITY
-- "Mike" (no org context) → Cannot resolve, SKIP or mention in activity only
-```
-
-## 3d: Resolution Map Output
+## 4d: Resolution Map Output
 
 Final resolution map before proceeding:
 ```
@@ -373,10 +445,13 @@ RESOLVED (use canonical name):
 - "Acme", "Acme Corp", "@acme.com" → [[Acme Corp]]
 - "the pilot", "the integration" → [[Acme Integration]]
 
-NEW ENTITIES (create notes):
+NEW ENTITIES (meetings only — create notes):
 - "Jennifer" (CTO, Acme Corp) → Create [[Jennifer]] or [[Jennifer (Acme Corp)]]
 - "SOC 2" → Create [[Security Compliance]]
 
+NEW ENTITIES (emails — do not create):
+- "Random Person" → Skip, no existing relationship
+
 AMBIGUOUS (flag or skip):
 - "Mike" (no context) → Mention in activity only, don't create note
 
@@ -386,15 +461,18 @@ SKIP (doesn't warrant note):
 
 ---
 
-# Step 4: Identify New Entities
+# Step 5: Identify New Entities (Meetings Only)
+
+**This step only applies to meetings. For emails, skip to Step 6.**
 
 For entities not resolved to existing notes, determine if they warrant new notes.
 
-## People
+## People (Meetings Only)
 
 ### Who Gets a Note
 
-**CREATE a note for people who are:**
+**CREATE a note for meeting attendees who are:**
+- External (not @user.domain)
 - Decision makers or key contacts at customers, prospects, or partners
 - Investors or potential investors
 - Candidates you are interviewing
@@ -405,7 +483,8 @@ For entities not resolved to existing notes, determine if they warrant new notes
 **DO NOT create notes for:**
 - Transactional service providers (bank employees, support reps)
 - One-time administrative contacts
-- Large CC list participants not directly involved
+- Large group meeting attendees you didn't interact with
+- Internal colleagues (@user.domain)
 - Assistants handling only logistics
 - Generic role-based contacts
 
@@ -418,6 +497,37 @@ Ask: If I had a call with this person next week, would I want notes beforehand?
 - Investor you're pitching → **Yes, create note**
 - Recruiter scheduling interviews → **No, skip**
 
+### Role Inference
+
+If role is not explicitly stated, infer from context:
+
+**From email signatures:**
+- Often contains title
+
+**From meeting context:**
+- Organizer of cross-company meeting → likely senior or partnerships
+- Technical questions → likely engineering
+- Pricing questions → likely procurement or finance
+- Product feedback → likely product
+
+**From email patterns:**
+- firstname@company.com → often founder or senior
+- firstname.lastname@company.com → often larger company employee
+
+**From conversation content:**
+- "I'll need to check with my team" → manager
+- "Let me run this by leadership" → IC or mid-level
+- "I can make that call" → decision maker
+
+**Format in note:**
+```markdown
+**Role:** Product Lead (inferred from evaluation discussions)
+**Role:** Senior (inferred — organized cross-company meeting)
+**Role:** Engineering (inferred — asked technical integration questions)
+```
+
+**Never write just "Unknown" if you can make a reasonable inference.**
+
 ### Relationship Type Guide
 
 | Relationship Type | Create People Notes? | Create Org Note? |
@@ -442,41 +552,34 @@ For people who don't warrant their own note, add to Organization note's Contacts
 - Sarah Lee — Support, handled wire transfer issue
 ```
 
-## Organizations
+## Organizations (Meetings Only)
 
-**CREATE a note for:**
-- Customers and prospects
-- Investors and funds
-- Strategic partners
-- Key vendors
-- Competitors worth tracking
+**CREATE a note if:**
+- Someone from that org attended the meeting
+- It's a customer, prospect, investor, or partner
 
-**DO NOT create notes for:**
-- One-time service providers
-- Utilities and commodity services
-- Tools mentioned in passing (Zoom, Slack)
+**DO NOT create for:**
+- Tool/service providers mentioned in passing
+- One-time transactional vendors
 
-## Projects
+## Projects (Meetings Only)
 
-**CREATE a note for:**
-- Deals in progress
-- Product initiatives
-- Hiring for specific roles
-- Fundraising rounds
-- Partnerships being negotiated
+**CREATE a note if:**
+- Discussed substantively in the meeting
+- Has a goal and timeline
+- Involves multiple interactions
 
-## Topics
+## Topics (Meetings Only)
 
-**CREATE a note for:**
-- Recurring themes across conversations
-- Ongoing discussion areas (security compliance, pricing strategy)
-- Decision areas that span multiple projects
+**CREATE a note if:**
+- Recurring theme discussed
+- Will come up again across conversations
 
 ---
 
-# Step 5: Extract Content
+# Step 6: Extract Content
 
-For each entity (resolved or new) that will have a note, extract relevant content.
+For each entity that has or will have a note, extract relevant content.
 
 ## Decisions
 
@@ -498,37 +601,248 @@ For each entity (resolved or new) that will have a note, extract relevant conten
 
 ## Key Facts
 
-**Extract if:**
-- Specific numbers (budget, timeline, team size)
-- Preferences or working style
-- Background information
-- Authority or decision process
-- Concerns or constraints
+Key facts should be **substantive information about the entity** — not commentary about missing data.
 
-**Skip if:**
-- Generic sentiment
-- Obvious from role
-- Already captured in existing note (check from Step 2)
+**Extract if:**
+- Specific numbers (budget: $50K, team size: 12, timeline: Q2)
+- Preferences or working style ("prefers async communication")
+- Background information ("previously at Google")
+- Authority or decision process ("needs CEO sign-off")
+- Concerns or constraints ("security is top priority")
+- What they're evaluating or interested in
+- What was discussed or proposed
+- Technical requirements or specifications
+
+**Never include:**
+- Meta-commentary about missing data ("Name only provided", "Role not mentioned")
+- Obvious facts ("Works at Acme" — that's in the Info section)
+- Placeholder text ("Unknown", "TBD")
+- Data quality observations ("Full name not in email")
+
+**If there are no substantive key facts, leave the section empty.** An empty section is better than filler.
+
+**Good key facts:**
+```markdown
+## Key facts
+- Evaluating AI copilot for in-app experience
+- Three use cases discussed: pre-purchase sales, onboarding, coaching
+- Budget approved for Q2 pilot
+- Needs SOC 2 compliance before proceeding
+```
+
+**Bad key facts:**
+```markdown
+## Key facts
+- Name only provided; full name/role not in email.
+- Email address not available.
+- Meeting was 50 minutes.
+```
+
+## Open Items
+
+Open items are **commitments and next steps from the conversation** — not tasks to fill in missing data.
+
+**Include:**
+- Commitments made: "I'll send the documentation by Friday"
+- Requests received: "Can you share pricing?"
+- Next steps discussed: "Let's schedule a technical deep-dive"
+- Follow-ups agreed: "Will loop in their CTO"
+
+**Format:**
+```markdown
+- [ ] {Action} — {owner if not you}, {due date if known}
+```
+
+**Never include:**
+- Data gaps: "Find their full name", "Get their email", "Add role"
+- Wishes: "Would be good to know their budget"
+- Agent tasks: "Research their company"
+
+**If there are no actual commitments or next steps, leave the section empty.**
+
+**Good open items:**
+```markdown
+## Open items
+- [ ] Send API documentation — by Friday
+- [ ] Schedule follow-up call with CTO
+- [ ] Share pricing proposal — after technical review
+```
+
+**Bad open items:**
+```markdown
+## Open items
+- [ ] Find Matteo's full name, role, and email at [[Eight Sleep]]
+- [ ] Add Anurag's role/title at Groww
+- [ ] Research Eight Sleep company background
+```
+
+## Summary
+
+The summary should answer: **"Who is this person and why do I know them?"**
+
+**Write 2-3 sentences covering:**
+- Their role/function (even if inferred)
+- The context of your relationship
+- What you're discussing or working on together
+
+**Focus on the relationship, not the communication method.**
+
+**Good summaries:**
+```markdown
+## Summary
+Product contact at [[Eight Sleep]] exploring an AI copilot for their app. 
+Initial discussions covered sales assistance, onboarding, and coaching use cases. 
+Currently evaluating fit with their product roadmap.
+```
+```markdown
+## Summary
+VP Engineering at [[Acme Corp]] leading their integration project. 
+Key technical decision-maker. Working toward Q2 pilot launch.
+```
+
+**Bad summaries:**
+```markdown
+## Summary
+Contact at [[Eight Sleep]]; received an outbound pitch from [[Arjun Maheswaran]] 
+about an in-app AI copilot concept.
+```
+```markdown
+## Summary
+Attendee on the scheduled "Groww <> RowBoat" meeting (Aug 12, 2024).
+```
+
+**Why these are bad:**
+- "Received an outbound pitch" — describes the email, not the relationship
+- "Attendee on scheduled meeting" — describes attendance, not who they are
+
+**Infer when needed:**
+If role is unknown but context suggests it, say so:
+- "Likely product or partnerships (evaluating AI integration)"
+- "Senior contact (organized cross-company meeting)"
 
 ## Activity Summary
 
 One line summarizing this source's relevance to the entity:
 ```
-**{YYYY-MM-DD}** ({email|meeting}): {Summary with [[links]]}
+**{YYYY-MM-DD}** ({meeting|email}): {Summary with [[links]]}
 ```
 
 **Important:** Use canonical names from resolution map in all summaries:
 ```
 # Correct (uses canonical names):
-**2025-01-15** (email): [[Sarah Chen]] confirmed timeline with [[David Kim]]. Blocked on [[Security Compliance]].
+**2025-01-15** (meeting): [[Sarah Chen]] confirmed timeline with [[David Kim]]. Blocked on [[Security Compliance]].
 
 # Incorrect (uses variants):
-**2025-01-15** (email): Sarah confirmed timeline with David. Blocked on SOC 2.
+**2025-01-15** (meeting): Sarah confirmed timeline with David. Blocked on SOC 2.
 ```
 
 ---
 
-# Step 6: Check for Duplicates and Conflicts
+# Step 7: Detect State Changes
+
+Review the extracted content for signals that existing note fields should be updated.
+
+## 7a: Project Status Changes
+
+**Look for these signals:**
+
+| Signal | New Status |
+|--------|------------|
+| "Moving forward" / "approved" / "signed" / "green light" | active |
+| "On hold" / "pausing" / "delayed" / "pushed back" | on hold |
+| "Cancelled" / "not proceeding" / "killed" / "passed" | cancelled |
+| "Launched" / "completed" / "done" / "shipped" | completed |
+| "Exploring" / "considering" / "evaluating" / "might" | planning |
+
+**Action:** If a related project note exists and the signal is clear, update the `**Status:**` field.
+
+**Example:**
+```
+Source: "Great news — leadership approved the pilot!"
+Current: **Status:** planning
+Update to: **Status:** active
+```
+
+**Be conservative:** Only update status when the signal is unambiguous. If unclear, add to activity log but don't change status.
+
+## 7b: Open Item Resolution
+
+**Look for signals that a previously tracked open item is now complete:**
+
+| Signal | Action |
+|--------|--------|
+| "Here's the [X] you requested" | Mark [X] complete |
+| "I've sent the [X]" | Mark [X] complete |
+| "The [X] is ready" | Mark [X] complete |
+| "[X] is done" | Mark [X] complete |
+| "Attached is the [X]" | Mark [X] complete |
+
+**How to match:**
+1. Read existing open items from the note
+2. Look for items that match what was delivered/completed
+3. Change `- [ ]` to `- [x]` with completion date
+
+**Example:**
+```
+Source: "Here's the API documentation you requested."
+Current: - [ ] Send API documentation — by Friday
+Update to: - [x] Send API documentation — completed 2025-01-16
+```
+
+**Be conservative:** Only mark complete if there's a clear match. If unsure, add to activity log but don't mark complete.
+
+## 7c: Role/Title Changes
+
+**Look for signals:**
+- New title in email signature
+- "I've been promoted to..."
+- "I'm now the..."
+- "I've moved to the [X] team"
+- Different role mentioned than what's in the note
+
+**Action:** Update the `**Role:**` field in person note.
+
+**Example:**
+```
+Source: Email signature shows "VP Engineering"
+Current: **Role:** Engineering Lead
+Update to: **Role:** VP Engineering (updated 2025-01-16)
+```
+
+## 7d: Organization/Relationship Changes
+
+**Look for signals:**
+- "I've joined [New Company]"
+- "We're now a customer" / "We signed the contract"
+- "We've partnered with..."
+- "They acquired us"
+- New email domain for known person
+
+**Action:** Update relevant fields:
+- Person's `**Organization:**` field
+- Org's `**Relationship:**` field (prospect → customer, etc.)
+
+**Example:**
+```
+Source: "Excited to announce we've signed the contract!"
+Current: **Relationship:** prospect
+Update to: **Relationship:** customer
+```
+
+## 7e: Build State Change List
+
+Before writing, compile all detected state changes:
+```
+STATE CHANGES:
+- [[Acme Integration]]: Status planning → active (leadership approved)
+- [[Sarah Chen]]: Role "Engineering Lead" → "VP Engineering" (signature)
+- [[Sarah Chen]]: Open item "Send API documentation" → completed
+- [[Acme Corp]]: Relationship prospect → customer (contract signed)
+```
+
+---
+
+# Step 8: Check for Duplicates and Conflicts
 
 Before writing, compare extracted content against existing notes.
 
@@ -545,7 +859,9 @@ Review key facts against existing. Skip duplicates.
 
 ## Check Open Items
 
-Some open items might be resolved by this source. Mark with [x] when updating.
+Review open items for:
+- Duplicates (don't add same item twice)
+- Items that should be marked complete (from Step 7b)
 
 ## Check for Conflicts
 
@@ -556,37 +872,97 @@ If new info contradicts existing:
 
 ---
 
-# Step 7: Write Updates
+# Step 9: Write Updates
 
-## 7a: Update Existing Notes
+## 9a: Meetings — Create and Update Notes
 
-Read current content first:
+**For new entities (meetings only):**
 ```bash
-executeCommand("cat '{notes_folder}/People/Sarah Chen.md'")
+executeCommand("write '{notes_folder}/People/Jennifer.md' '{content}'")
 ```
 
-Apply updates:
-- Append new activity entry at TOP of Activity section (reverse chronological)
+**For existing entities:**
+- Read current content first
+- Add activity entry at TOP of Activity section (reverse chronological)
 - Update "Last seen" date
 - Add new key facts (skip duplicates)
 - Add new open items
 - Add new decisions
 - Add new relationships
 - Update summary ONLY if significant new understanding
-
-Write complete updated note:
 ```bash
+executeCommand("cat '{notes_folder}/People/Sarah Chen.md'")
+# ... modify content ...
 executeCommand("write '{notes_folder}/People/Sarah Chen.md' '{full_updated_content}'")
 ```
 
-## 7b: Create New Notes
+## 9b: Emails — Update Existing Notes Only
 
-Use templates below. Write complete note:
+**Only update notes that already exist.**
+
+Do NOT create new notes from emails (except warm intros).
+
+For existing notes:
+- Add activity entry
+- Update "Last seen" date
+- Add new key facts
+- Add new commitments
+- Update open items if resolved
+
+## 9c: Apply State Changes
+
+For each state change identified in Step 7:
+
+### Update Project Status
 ```bash
-executeCommand("write '{notes_folder}/People/Jennifer.md' '{note_content}'")
+# Read current project note
+executeCommand("cat '{notes_folder}/Projects/Acme Integration.md'")
+
+# Update the Status field
+# Change: **Status:** planning
+# To: **Status:** active
 ```
 
-## 7c: Update Aliases
+### Mark Open Items Complete
+```bash
+# Read current note
+executeCommand("cat '{notes_folder}/People/Sarah Chen.md'")
+
+# Find matching open item and update
+# Change: - [ ] Send API documentation — by Friday
+# To: - [x] Send API documentation — completed 2025-01-16
+```
+
+### Update Role
+```bash
+# Read current person note
+executeCommand("cat '{notes_folder}/People/Sarah Chen.md'")
+
+# Update role field
+# Change: **Role:** Engineering Lead
+# To: **Role:** VP Engineering
+```
+
+### Update Relationship
+```bash
+# Read current org note
+executeCommand("cat '{notes_folder}/Organizations/Acme Corp.md'")
+
+# Update relationship field
+# Change: **Relationship:** prospect
+# To: **Relationship:** customer
+```
+
+### Log State Changes in Activity
+
+When applying a state change, also note it in the activity log:
+```markdown
+- **2025-01-16** (email): Leadership approved pilot. [Status → active] Contract being drafted.
+```
+
+Use `[Field → new value]` notation to make state changes visible in the activity log.
+
+## 9d: Update Aliases
 
 If you discovered new name variants during resolution, add them to Aliases field:
 ```markdown
@@ -599,16 +975,17 @@ If you discovered new name variants during resolution, add them to Aliases field
 **Aliases:** Sarah, S. Chen, Sarah C.
 ```
 
-## 7d: Writing Rules
+## 9e: Writing Rules
 
 - **Always use canonical names** from resolution map for all `[[links]]`
 - Use YYYY-MM-DD format for dates
 - Be concise: one line per activity entry
+- Note state changes with `[Field → value]` in activity
 - Escape quotes properly in shell commands
 
 ---
 
-# Step 8: Ensure Bidirectional Links
+# Step 10: Ensure Bidirectional Links
 
 After writing, verify links go both ways.
 
@@ -640,15 +1017,15 @@ If not found, update Jennifer.md to add the link.
 # {Full Name}
 
 ## Info
-**Role:** {role or "Unknown"}
-**Organization:** [[{organization}]] or "Unknown"
-**Email:** {email or "Unknown"}
+**Role:** {role, or inferred role with qualifier, or leave blank if truly unknown}
+**Organization:** [[{organization}]] or leave blank
+**Email:** {email or leave blank}
 **Aliases:** {comma-separated: first name, nicknames, email}
-**First seen:** {YYYY-MM-DD}
+**First met:** {YYYY-MM-DD}
 **Last seen:** {YYYY-MM-DD}
 
 ## Summary
-{2-3 sentences: Who they are, how you know them, what the relationship is about.}
+{2-3 sentences: Who they are, why you know them, what you're working on together. Focus on relationship and context, not communication method.}
 
 ## Connected to
 - [[{Organization}]] — works at
@@ -656,13 +1033,14 @@ If not found, update Jennifer.md to add the link.
 - [[{Project}]] — {role}
 
 ## Activity
-- **{YYYY-MM-DD}** ({type}): {Summary with [[links]]}
+- **{YYYY-MM-DD}** ({meeting|email}): {Summary with [[links]]} {[State changes if any]}
 
 ## Key facts
-- {Fact}
+{Substantive facts only. Leave empty if none. Never include data gap commentary.}
 
 ## Open items
-- [ ] {Action} — {owner if not you}, {due date if known}
+{Commitments and next steps only. Leave empty if none. Never include "find their email" type items.}
+{Mark completed items with [x] and completion date.}
 ```
 
 ## Organizations
@@ -671,15 +1049,15 @@ If not found, update Jennifer.md to add the link.
 
 ## Info
 **Type:** {company|team|institution|other}
-**Industry:** {industry or "Unknown"}
+**Industry:** {industry or leave blank}
 **Relationship:** {customer|prospect|partner|competitor|vendor|other}
 **Domain:** {primary email domain}
 **Aliases:** {comma-separated: short names, abbreviations}
-**First seen:** {YYYY-MM-DD}
+**First met:** {YYYY-MM-DD}
 **Last seen:** {YYYY-MM-DD}
 
 ## Summary
-{2-3 sentences: What this org is, what your relationship is.}
+{2-3 sentences: What this org is, what your relationship is, what you're working on together.}
 
 ## People
 - [[{Person}]] — {role}
@@ -692,13 +1070,13 @@ If not found, update Jennifer.md to add the link.
 - [[{Project}]] — {relationship}
 
 ## Activity
-- **{YYYY-MM-DD}** ({type}): {Summary}
+- **{YYYY-MM-DD}** ({meeting|email}): {Summary} {[State changes if any]}
 
 ## Key facts
-- {Fact}
+{Substantive facts only. Leave empty if none.}
 
 ## Open items
-- [ ] {Item}
+{Commitments and next steps only. Leave empty if none.}
 ```
 
 ## Projects
@@ -708,7 +1086,7 @@ If not found, update Jennifer.md to add the link.
 ## Info
 **Type:** {deal|product|initiative|hiring|other}
 **Status:** {active|planning|on hold|completed|cancelled}
-**Started:** {YYYY-MM-DD or "Unknown"}
+**Started:** {YYYY-MM-DD or leave blank}
 **Last activity:** {YYYY-MM-DD}
 
 ## Summary
@@ -724,17 +1102,17 @@ If not found, update Jennifer.md to add the link.
 - [[{Topic or Project}]] — {relationship}
 
 ## Timeline
-**{YYYY-MM-DD}** ({source type})
-{What happened. Key points.}
+**{YYYY-MM-DD}** ({meeting|email})
+{What happened. Key points.} {[Status → new status] if changed}
 
 ## Decisions
 - **{YYYY-MM-DD}**: {Decision}. {Rationale}.
 
 ## Open items
-- [ ] {Item}
+{Commitments and next steps only. Leave empty if none.}
 
 ## Key facts
-- {Fact}
+{Substantive facts only. Leave empty if none.}
 ```
 
 ## Topics
@@ -753,17 +1131,17 @@ If not found, update Jennifer.md to add the link.
 - [[{Entity}]] — {relationship}
 
 ## Log
-**{YYYY-MM-DD}** ({source}: {title})
+**{YYYY-MM-DD}** ({meeting|email}: {title})
 {Summary with [[links]]}
 
 ## Decisions
 - **{YYYY-MM-DD}**: {Decision}
 
 ## Open items
-- [ ] {Item}
+{Commitments and next steps only. Leave empty if none.}
 
 ## Key facts
-- {Fact}
+{Substantive facts only. Leave empty if none.}
 ```
 
 ---
@@ -777,8 +1155,9 @@ If not found, update Jennifer.md to add the link.
 3. Read candidate notes, check org/role/email context
 4. Disambiguate: org context > email match > role match > recency
 5. Build resolution map
-6. Use canonical names in ALL output
-7. Update Aliases with newly discovered variants
+6. Apply source type rules (meetings create, emails only update)
+7. Use canonical names in ALL output
+8. Update Aliases with newly discovered variants
 
 ## Common Patterns
 
@@ -801,327 +1180,442 @@ If not found, update Jennifer.md to add the link.
 
 ## Handling Failures
 
-| Situation | Action |
-|-----------|--------|
-| No match + passes "Would I prep?" test | Create new note |
-| No match + fails "Would I prep?" test | Mention in org/project note only |
-| Multiple matches + can disambiguate | Use disambiguation rules |
-| Multiple matches + cannot disambiguate | Create note with "(possibly same as [[X]])" |
-| Conflicting information | Note both versions, flag for review |
+| Situation | Source Type | Action |
+|-----------|-------------|--------|
+| No match + passes "Would I prep?" | Meeting | Create new note |
+| No match + passes "Would I prep?" | Email | Do NOT create (skip) |
+| No match + fails "Would I prep?" | Both | Mention in org note only |
+| Multiple matches + can disambiguate | Both | Use disambiguation rules |
+| Multiple matches + cannot disambiguate | Meeting | Create note with "(possibly same as [[X]])" |
+| Multiple matches + cannot disambiguate | Email | Skip, don't update either |
+| Conflicting information | Both | Note both versions, flag for review |
 
 ---
 
 # Examples
 
-## Example 1: Full Resolution Flow
+## Example 1: Meeting — Creates Notes
 
-**source_file:** `2025-01-15-email.md`
+**source_file:** `2025-01-15-meeting.md`
+```
+Meeting: Acme Integration Kickoff
+Date: 2025-01-15
+Attendees: Sarah Chen (sarah@acme.com), David Kim (david@acme.com), Arj (arj@rowboat.com)
+
+Transcript:
+Sarah: Thanks for meeting. We're excited about the pilot.
+David: From a technical side, we need API access first.
+Sarah: Our CTO Jennifer wants to join the next call.
+...
+```
+
+### Step 0: Determine Source Type
+
+Has `Meeting:` and `Attendees:` → `source_type = "meeting"` → Can create notes
+
+### Step 1: Filter
+
+Not mass email, not automated. Continue.
+
+### Step 2: Parse
+
+- Date: 2025-01-15
+- Attendees: Sarah Chen, David Kim, Arj (self — exclude)
+- Variants: "Sarah Chen", "sarah@acme.com", "David Kim", "David", "Jennifer", "CTO", "Acme", "the pilot"
+
+### Step 3: Search Existing Notes
+```bash
+executeCommand("grep -r -i -l 'Sarah Chen' 'notes/'")
+# Output: (none)
+
+executeCommand("grep -r -i -l 'acme' 'notes/'")
+# Output: (none)
+```
+
+No existing notes. This is a new relationship.
+
+### Step 4: Resolve Entities
+
+**Resolution Map:**
+```
+NEW ENTITIES (meeting — create):
+- "Sarah Chen" → Create [[Sarah Chen]]
+- "David Kim" → Create [[David Kim]]
+- "Jennifer" (CTO) → Create [[Jennifer]]
+- "Acme" → Create [[Acme Corp]]
+- "the pilot" → Create [[Acme Integration]]
+```
+
+### Step 5: Identify New Entities
+
+All attendees are external and pass "Would I prep?" test:
+- Sarah Chen (key contact) → Create
+- David Kim (technical contact) → Create
+- Jennifer (CTO, mentioned) → Create
+- Acme Corp (prospect company) → Create
+- Acme Integration (project) → Create
+
+### Step 6: Extract Content
+
+- Decisions: None yet
+- Commitments: Provide API access, schedule call with Jennifer
+- Key facts: Excited about pilot, need API access first, CTO involved
+
+### Step 7: Detect State Changes
+
+No existing notes → No state changes to detect.
+
+### Steps 8-10: Check, Write, Link
+
+Create all notes with extracted content, ensure bidirectional links.
+
+**Example output for Sarah Chen:**
+```markdown
+# Sarah Chen
+
+## Info
+**Role:** Engineering (led technical discussion in kickoff meeting)
+**Organization:** [[Acme Corp]]
+**Email:** sarah@acme.com
+**Aliases:** Sarah, sarah@acme.com
+**First met:** 2025-01-15
+**Last seen:** 2025-01-15
+
+## Summary
+Key contact at [[Acme Corp]] for the [[Acme Integration]] pilot. 
+Leading the technical evaluation. Reports to [[Jennifer]] (CTO).
+
+## Connected to
+- [[Acme Corp]] — works at
+- [[David Kim]] — colleague
+- [[Jennifer]] — reports to (CTO)
+- [[Acme Integration]] — key contact
+
+## Activity
+- **2025-01-15** (meeting): Kickoff meeting for [[Acme Integration]]. Excited about pilot. [[David Kim]] needs API access first. [[Jennifer]] (CTO) joining next call.
+
+## Key facts
+- Leading technical evaluation for pilot
+- Needs API access to proceed
+- CTO Jennifer involved in next steps
+
+## Open items
+- [ ] Provide API access to [[David Kim]]
+- [ ] Schedule follow-up call with [[Jennifer]]
+```
+
+**Example output for Acme Integration:**
+```markdown
+# Acme Integration
+
+## Info
+**Type:** deal
+**Status:** planning
+**Started:** 2025-01-15
+**Last activity:** 2025-01-15
+
+## Summary
+Pilot integration project with [[Acme Corp]]. 
+Technical evaluation phase, working toward Q2 launch.
+
+## People
+- [[Sarah Chen]] — key contact
+- [[David Kim]] — technical lead
+- [[Jennifer]] — CTO sponsor
+
+## Organizations
+- [[Acme Corp]] — prospect
+
+## Timeline
+**2025-01-15** (meeting)
+Kickoff meeting. Team excited about pilot. API access needed first. CTO [[Jennifer]] joining next call.
+
+## Open items
+- [ ] Provide API access to [[David Kim]]
+- [ ] Schedule follow-up call with [[Jennifer]]
+```
+
+---
+
+## Example 2: Email with State Changes
+
+**source_file:** `2025-01-20-email.md`
 ```
 From: sarah@acme.com
-To: me@company.com
-Date: 2025-01-15
-Subject: Re: Pilot Timeline
+To: arj@rowboat.com
+Date: 2025-01-20
+Subject: Great news!
 
-Hi,
+Hi Arj,
 
-Thanks for the call yesterday. I've discussed with David and we're 
-aligned on the Q2 timeline for the pilot.
+Great news — leadership approved the pilot! Legal is drafting the 
+contract now. We should be ready to kick off by end of month.
 
-One blocker: our security team needs SOC 2 certification before 
-we can proceed. Can you share your timeline on that?
+Here's the API documentation you requested.
 
-Jennifer (our CTO) wants to join the next call to discuss the 
-technical architecture.
+Also, I've been promoted to VP of Engineering as of this month!
 
 Best,
 Sarah Chen
 VP Engineering, Acme Corp
 ```
 
-### Step 0: Filter Check
+### Step 0: Determine Source Type
+
+`source_type = "email"` → Can only update existing notes
+
+### Step 1: Filter
+
+Check for existing relationship:
 ```bash
-executeCommand("grep -r -i -l 'sarah chen' 'notes/'")
+executeCommand("grep -r -i -l 'sarah@acme.com' 'notes/'")
 # Output: notes/People/Sarah Chen.md
 ```
 
-Known contact. Process.
+Existing note found. Continue.
 
-### Step 1: Parse and Extract Variants
-
-**Metadata:**
-- Date: 2025-01-15
-- Type: email
-- Title: Re: Pilot Timeline
-- From: sarah@acme.com
-
-**Variants found:**
-- People: "Sarah Chen", "Sarah", "sarah@acme.com", "David", "Jennifer", "our CTO"
-- Organizations: "Acme Corp", "Acme", "@acme.com"
-- Projects: "the pilot", "Q2 timeline"
-- Topics: "SOC 2 certification", "security team"
-
-### Step 2: Search for Existing Notes
-```bash
-# People searches
-executeCommand("grep -r -i -l 'Sarah Chen' 'notes/'")
-# Output: notes/People/Sarah Chen.md, notes/Organizations/Acme Corp.md
-
-executeCommand("grep -r -i -l 'David' 'notes/People/'")
-# Output: notes/People/David Kim.md, notes/People/David Chen.md
-
-executeCommand("grep -r -i -l 'Jennifer' 'notes/'")
-# Output: (none)
-
-executeCommand("grep -r -i 'CTO' 'notes/People/'")
-# Output: (none)
-
-# Organization searches
-executeCommand("ls 'notes/Organizations/'")
-# Output: Acme Corp.md, Friendly VC.md
-
-# Project searches
-executeCommand("grep -r -i 'pilot\|integration' 'notes/Projects/'")
-# Output: notes/Projects/Acme Integration.md
-
-# Topic searches
-executeCommand("grep -r -i 'SOC 2\|security' 'notes/Topics/'")
-# Output: (none)
-```
-
-**Read candidate notes:**
-```bash
-executeCommand("cat 'notes/People/Sarah Chen.md'")
-# Shows: Organization: Acme Corp, Email: sarah@acme.com
-
-executeCommand("cat 'notes/People/David Kim.md'")
-# Shows: Organization: Acme Corp
-
-executeCommand("cat 'notes/People/David Chen.md'")
-# Shows: Organization: Other Corp
-
-executeCommand("cat 'notes/Organizations/Acme Corp.md'")
-# Shows: Domain: acme.com
-
-executeCommand("cat 'notes/Projects/Acme Integration.md'")
-# Shows: Type: deal, Organizations: Acme Corp
-```
-
-### Step 3: Resolve to Canonical Names
-
-**Disambiguation:**
-- "David" — Two candidates. Check org context:
-  - David Kim → Acme Corp ✓
-  - David Chen → Other Corp ✗
-  - Source is from Acme → "David" = "David Kim"
+### Steps 2-5: Parse, Search, Resolve, Skip
 
 **Resolution Map:**
 ```
 RESOLVED:
-- "Sarah Chen", "Sarah", "sarah@acme.com" → [[Sarah Chen]]
-- "David" → [[David Kim]]
-- "Acme Corp", "Acme", "@acme.com" → [[Acme Corp]]
-- "the pilot", "Q2 timeline" → [[Acme Integration]]
-
-NEW ENTITIES:
-- "Jennifer" (CTO at Acme Corp) → Create [[Jennifer]]
-- "SOC 2 certification" → Create [[Security Compliance]]
+- "Sarah", "sarah@acme.com" → [[Sarah Chen]]
+- "Acme" → [[Acme Corp]]
 ```
 
-### Step 4: Identify New Entities
+### Step 6: Extract Content
 
-**Jennifer (CTO at Acme Corp):**
-- Decision maker at prospect company
-- "Would I prep?" → Yes
-- Action: Create note
+- Decision: Leadership approved pilot
+- Commitment: Contract being drafted, kickoff by end of month
+- Key fact: Legal involved, targeting end of month kickoff
 
-**Security Compliance:**
-- Recurring blocker topic
-- Relevant to deal progression
-- Action: Create topic note
+### Step 7: Detect State Changes
 
-### Step 5: Extract Content
+**7a: Project Status:**
+- "leadership approved the pilot" → Status: planning → active ✓
 
-**Decisions:**
-- Q2 timeline agreed for pilot
+**7b: Open Item Resolution:**
+- "Here's the API documentation you requested"
+- Existing open item: `- [ ] Send API documentation — by Friday`
+- Match found → Mark complete ✓
 
-**Commitments:**
-- [ ] Send SOC 2 certification timeline — you
-- [ ] Schedule call with [[Jennifer]] — you
+**7c: Role Change:**
+- Signature: "VP Engineering"
+- Existing: "Engineering" (inferred)
+- Change detected → Update role ✓
 
-**Key facts:**
-- [[Jennifer]] is CTO at [[Acme Corp]]
-- [[Acme Corp]] security team needs SOC 2 before proceeding
-- [[David Kim]] aligned with [[Sarah Chen]] on timeline
+**7d: Relationship Change:**
+- "Legal is drafting the contract" → Still prospect (not signed yet)
+- No change
 
-**Activity (using canonical names):**
-- Sarah Chen: "Confirmed Q2 timeline with [[David Kim]]. [[Security Compliance|SOC 2]] blocker raised. [[Jennifer]] (CTO) joining next call."
-- David Kim: "Aligned on Q2 timeline per [[Sarah Chen]]."
-- Acme Corp: "Q2 timeline confirmed. Security team requires [[Security Compliance|SOC 2]]."
-- Acme Integration: "Q2 timeline agreed. Blocked on [[Security Compliance]]. [[Jennifer]] joining technical review."
-
-### Step 6: Check Duplicates
-```bash
-executeCommand("grep '2025-01-15' 'notes/People/Sarah Chen.md'")
-# Output: (none)
+**State Change List:**
+```
+STATE CHANGES:
+- [[Acme Integration]]: Status planning → active
+- [[Sarah Chen]]: Role "Engineering" → "VP Engineering"
+- [[Sarah Chen]]: Open item "Provide API access" → completed (they sent docs)
 ```
 
-No duplicates. Proceed.
+### Steps 8-10: Check, Write, Link
 
-### Step 7: Write Updates
-
-**Update notes/People/Sarah Chen.md:**
-- Add activity entry
-- Update Last seen
-- Add [[Jennifer]] to Connected to
-- Add open items
-- Add "Sarah" to Aliases if not present
-
-**Update notes/People/David Kim.md:**
-- Add activity entry
-- Update Last seen
-
-**Create notes/People/Jennifer.md:**
+**Update Sarah Chen.md:**
 ```markdown
-# Jennifer
+# Sarah Chen
 
 ## Info
-**Role:** CTO
+**Role:** VP Engineering
 **Organization:** [[Acme Corp]]
-**Email:** Unknown
-**Aliases:** Jennifer
-**First seen:** 2025-01-15
-**Last seen:** 2025-01-15
+**Email:** sarah@acme.com
+**Aliases:** Sarah, sarah@acme.com
+**First met:** 2025-01-15
+**Last seen:** 2025-01-20
 
 ## Summary
-CTO at [[Acme Corp]]. Interested in technical architecture discussions for [[Acme Integration]].
+VP Engineering at [[Acme Corp]] leading the [[Acme Integration]] pilot. 
+Key technical decision-maker. Recently promoted.
 
 ## Connected to
-- [[Acme Corp]] — works at (CTO)
-- [[Sarah Chen]] — colleague
-- [[Acme Integration]] — stakeholder
+- [[Acme Corp]] — works at
+- [[David Kim]] — colleague
+- [[Jennifer]] — reports to (CTO)
+- [[Acme Integration]] — key contact
 
 ## Activity
-- **2025-01-15** (email): [[Sarah Chen]] mentioned she wants to join next call for technical architecture discussion.
+- **2025-01-20** (email): Leadership approved pilot. [Status → active] Legal drafting contract. Kickoff by end of month. Sent API documentation. [Role → VP Engineering]
+- **2025-01-15** (meeting): Kickoff meeting for [[Acme Integration]]. Excited about pilot. [[David Kim]] needs API access first. [[Jennifer]] (CTO) joining next call.
 
 ## Key facts
-- CTO at [[Acme Corp]]
-- Interested in technical architecture details
+- Leading technical evaluation for pilot
+- Promoted to VP Engineering (Jan 2025)
+- Legal drafting contract
 
 ## Open items
-- [ ] Schedule technical call
+- [x] Provide API access to [[David Kim]] — completed 2025-01-20
+- [ ] Schedule follow-up call with [[Jennifer]]
 ```
 
-**Update notes/Organizations/Acme Corp.md:**
-- Add activity entry
-- Add [[Jennifer]] to People section
-- Update Last seen
-
-**Update notes/Projects/Acme Integration.md:**
-- Add timeline entry
-- Add decision
-- Add [[Jennifer]] to People
-- Add [[Security Compliance]] to Related
-- Add open items
-
-**Create notes/Topics/Security Compliance.md:**
+**Update Acme Integration.md:**
 ```markdown
-# Security Compliance
+# Acme Integration
 
-## About
-Security certifications and compliance requirements in customer evaluations.
+## Info
+**Type:** deal
+**Status:** active
+**Started:** 2025-01-15
+**Last activity:** 2025-01-20
 
-**Keywords:** SOC 2, security audit, compliance, certification
-**Aliases:** SOC 2, SOC2, security certification
-**First mentioned:** 2025-01-15
-**Last mentioned:** 2025-01-15
+## Summary
+Pilot integration project with [[Acme Corp]]. 
+Leadership approved, contract in progress. Targeting end of month kickoff.
 
-## Related
-- [[Acme Corp]] — requires SOC 2
-- [[Acme Integration]] — blocked by this
-- [[Sarah Chen]] — raised this requirement
+## Timeline
+**2025-01-20** (email)
+Leadership approved pilot. [Status → active] Legal drafting contract. Targeting end of month kickoff.
 
-## Log
-**2025-01-15** (email: Re: Pilot Timeline)
-[[Sarah Chen]] raised SOC 2 as blocker for [[Acme Integration]]. [[Acme Corp]] security team requires certification before proceeding.
-
-## Decisions
-(none yet)
-
-## Open items
-- [ ] Share SOC 2 certification timeline with [[Acme Corp]]
-
-## Key facts
-- SOC 2 required by [[Acme Corp]] security team
-- Currently blocking [[Acme Integration]]
+**2025-01-15** (meeting)
+Kickoff meeting. Team excited about pilot. API access needed first. CTO [[Jennifer]] joining next call.
 ```
 
-### Step 8: Verify Bidirectional Links
-```bash
-# Jennifer links to Acme Corp?
-executeCommand("grep 'Acme Corp' 'notes/People/Jennifer.md'")
-# ✓ Yes
-
-# Acme Corp lists Jennifer?
-executeCommand("grep 'Jennifer' 'notes/Organizations/Acme Corp.md'")
-# ✓ Yes (just added)
-
-# Security Compliance links to Acme Integration?
-executeCommand("grep 'Acme Integration' 'notes/Topics/Security Compliance.md'")
-# ✓ Yes
-
-# Acme Integration links to Security Compliance?
-executeCommand("grep 'Security Compliance' 'notes/Projects/Acme Integration.md'")
-# ✓ Yes (just added)
-```
-
-All bidirectional links verified.
-
 ---
 
-## Example 2: Transactional Vendor — Organization Note Only
+## Example 3: Email — No Existing Relationship, Skip
 
-**source_file:** `2025-01-15-email.md`
+**source_file:** `2025-01-16-email.md`
 ```
-From: james.wong@hsbc.com
-To: me@company.com
-Cc: sarah.lee@hsbc.com
-Date: 2025-01-15
-Subject: Re: Business Account Setup
+From: sales@randomvendor.com
+To: arj@rowboat.com
+Date: 2025-01-16
+Subject: Quick question about your data needs
 
 Hi,
 
-Your account is now active.
-
-Account Number: XXXX-1234
-Daily wire limit: $50,000
-
-Sarah from support will help with limit increases.
+I noticed your company is growing fast. Would love to show you 
+how we can help with your data infrastructure...
 
 Best,
-James Wong
-Relationship Manager, HSBC
+John Smith
 ```
 
-### Resolution
+### Step 0: Determine Source Type
 
-**Variants:** James Wong, Sarah Lee, james.wong@hsbc.com, @hsbc.com, HSBC
+`source_type = "email"`
 
-**Search results:**
+### Step 1: Filter
+
+Check for existing relationship:
 ```bash
-executeCommand("grep -r -i -l 'hsbc' 'notes/'")
+executeCommand("grep -r -i -l 'randomvendor' 'notes/'")
+# Output: (none)
+
+executeCommand("grep -r -i -l 'John Smith' 'notes/'")
 # Output: (none)
 ```
 
-New organization.
+No existing note. This is an email. Cannot create notes.
 
-**"Would I prep?" test:**
+**Output:**
+```
+SKIP
+Reason: No existing relationship (email from unknown contact)
+```
+
+---
+
+## Example 4: Email — Warm Intro (Exception)
+
+**source_file:** `2025-01-16-email.md`
+```
+From: david@friendly.vc
+To: arj@rowboat.com
+Cc: jennifer@newco.com
+Date: 2025-01-16
+Subject: Intro: Jennifer Lee <> Arj
+
+Hey Arj,
+
+Want to introduce you to Jennifer Lee, CEO of NewCo. She's building 
+something interesting in your space and would love to chat.
+
+Jennifer — Arj is the founder of Rowboat, doing great work on AI agents.
+
+I'll let you two take it from here!
+
+David
+```
+
+### Step 0: Determine Source Type
+
+`source_type = "email"`
+
+### Step 1: Filter
+
+Check for sender:
+```bash
+executeCommand("grep -r -i -l 'david@friendly.vc' 'notes/'")
+# Output: notes/People/David Park.md
+```
+
+Sender exists in memory. Check if this is a warm intro:
+- Subject contains "Intro:" ✓
+- Body contains "introduce you to" ✓
+- New person (Jennifer Lee) is CC'd ✓
+
+**This is a warm intro. Exception applies.**
+
+### Steps 2-4: Parse, Search, Resolve
+
+**Resolution Map:**
+```
+RESOLVED:
+- "David" → [[David Park]] (sender, exists)
+
+NEW ENTITIES (warm intro exception — create):
+- "Jennifer Lee" → Create [[Jennifer Lee]]
+- "NewCo" → Create [[NewCo]]
+```
+
+### Step 5: Create Notes (Exception)
+
+Even though this is an email, create notes for the introduced person.
+
+### Step 7: Detect State Changes
+
+No existing notes for Jennifer Lee / NewCo → No state changes.
+
+### Output
+
+Creates 2 new notes (Jennifer Lee, NewCo). Updates David Park.md with activity.
+
+---
+
+## Example 5: Meeting — Transactional, Minimal Notes
+
+**source_file:** `2025-01-15-meeting.md`
+```
+Meeting: HSBC Account Setup
+Date: 2025-01-15
+Attendees: James Wong (james@hsbc.com), Sarah Lee (sarah.lee@hsbc.com), Arj
+
+Transcript:
+James: Let's go through the account setup process.
+Sarah: I'll handle the wire transfer limits after.
+...
+```
+
+### Step 0: Determine Source Type
+
+`source_type = "meeting"` → Can create notes
+
+### Step 5: Identify New Entities
+
+Apply "Would I prep?" test:
 - James Wong (bank RM) → No
 - Sarah Lee (support) → No
 - HSBC (organization) → Yes, worth one org note
 
 **Action:** Create org note only, list people in Contacts section.
 
-**Output:**
+### Output
 ```markdown
 # HSBC
 
@@ -1131,88 +1625,78 @@ New organization.
 **Relationship:** vendor (banking)
 **Domain:** hsbc.com
 **Aliases:** HSBC Bank
-**First seen:** 2025-01-15
+**First met:** 2025-01-15
 **Last seen:** 2025-01-15
 
 ## Summary
 Business banking provider. Account setup completed January 2025.
 
 ## People
-(none)
 
 ## Contacts
 - James Wong — Relationship Manager, account setup
-- Sarah Lee — Support, handling limit increases
-
-## Projects
-(none)
+- Sarah Lee — Support, wire transfer limits
 
 ## Activity
-- **2025-01-15** (email): Account activated. Wire limit $50K daily.
+- **2025-01-15** (meeting): Account setup walkthrough. Wire transfer limits discussed.
 
 ## Key facts
 - Account Number: XXXX-1234
 - Daily wire limit: $50,000
 
 ## Open items
-- [ ] Contact Sarah Lee for wire limit increase if needed
 ```
 
 ---
 
-## Example 3: Ambiguous Name Resolution
+# Summary: The Core Rules
 
-**source_file:** `2025-01-15-email.md`
-```
-From: mike@acme.com
-To: me@company.com
-Subject: Quick question
+| Source Type | Creates Notes? | Updates Notes? | Detects State Changes? |
+|-------------|---------------|----------------|------------------------|
+| Meeting | Yes | Yes | Yes |
+| Email (known contact) | No | Yes | Yes |
+| Email (unknown contact) | No | No (SKIP) | No |
+| Email (warm intro) | Yes (exception) | Yes | Yes |
 
-Can you send me the latest deck?
+---
 
-Mike
+# State Change Reference
+
+## What Changes Automatically
+
+| Field | Trigger | Example |
+|-------|---------|---------|
+| Project Status | "approved", "on hold", "cancelled", "completed" | planning → active |
+| Open Items | "here's the X you requested", "sent the X" | [ ] → [x] |
+| Person Role | New title in signature, "promoted to" | Engineer → VP |
+| Org Relationship | "signed contract", "now a customer" | prospect → customer |
+| Person Organization | "I've joined X", new email domain | Acme → NewCo |
+
+## How to Log State Changes
+
+In activity entries, use `[Field → value]` notation:
+```markdown
+- **2025-01-20** (email): Leadership approved. [Status → active] Contract in progress.
 ```
 
-### Resolution
+## When NOT to Change State
 
-**Search:**
-```bash
-executeCommand("grep -r -i -l 'Mike' 'notes/People/'")
-# Output: notes/People/Mike Chen.md, notes/People/Mike Johnson.md
-
-executeCommand("grep -i 'Acme' 'notes/People/Mike Chen.md'")
-# Output: **Organization:** [[Acme Corp]]
-
-executeCommand("grep -i 'Acme' 'notes/People/Mike Johnson.md'")
-# Output: **Organization:** [[Acme Corp]]
-```
-
-Two Mikes at Acme! Check email:
-```bash
-executeCommand("grep -i 'Email' 'notes/People/Mike Chen.md'")
-# Output: **Email:** mike.chen@acme.com
-
-executeCommand("grep -i 'Email' 'notes/People/Mike Johnson.md'")
-# Output: **Email:** mike@acme.com
-```
-
-**Resolution:** "mike@acme.com" exact match → Mike Johnson
-
-**Resolution Map:**
-```
-- "Mike", "mike@acme.com" → [[Mike Johnson]]
-```
+- Signal is ambiguous ("might move forward")
+- Contradicts recent information (check activity log)
+- Would be a regression (active → planning)
+- Based on speculation, not explicit statement
 
 ---
 
 # Error Handling
 
-1. **Missing data:** Use "Unknown", never leave blank
-2. **Ambiguous names:** Create new note with "(possibly same as [[X]])" in key facts
+1. **Missing data:** Leave blank rather than writing "Unknown"
+2. **Ambiguous names:** For meetings, create note with "(possibly same as [[X]])". For emails, skip.
 3. **Conflicting info:** Note both versions, mark "needs clarification"
-4. **grep returns nothing:** Apply qualifying rules, create if appropriate
-5. **Note file malformed:** Log warning, attempt partial update, continue
-6. **Shell command fails:** Log error, continue with what you have
+4. **grep returns nothing:** For meetings, apply qualifying rules and create if appropriate. For emails, skip.
+5. **State change unclear:** Log in activity but don't change the field
+6. **Note file malformed:** Log warning, attempt partial update, continue
+7. **Shell command fails:** Log error, continue with what you have
 
 ---
 
@@ -1220,6 +1704,10 @@ executeCommand("grep -i 'Email' 'notes/People/Mike Johnson.md'")
 
 Before completing, verify:
 
+**Source Type:**
+- [ ] Correctly identified as meeting or email
+- [ ] Applied correct rules (meetings create, emails only update)
+
 **Resolution:**
 - [ ] Extracted all name variants from source
 - [ ] Searched notes including Aliases fields
@@ -1228,19 +1716,30 @@ Before completing, verify:
 - [ ] Updated Aliases fields with new variants discovered
 
 **Filtering:**
+- [ ] Excluded self (user.name, user.email, @user.domain)
 - [ ] Applied "Would I prep?" test to each person
 - [ ] Transactional contacts in Org Contacts, not People notes
 - [ ] Source correctly classified (process vs skip)
+- [ ] Emails from unknown contacts skipped (unless warm intro)
 
-**Content:**
-- [ ] All entity mentions are `[[linked]]` with canonical names
-- [ ] Activity entries are reverse chronological
-- [ ] Summaries are 2-3 sentences max
-- [ ] Key facts are specific and not duplicated
-- [ ] Open items are actionable
-- [ ] Decisions include rationale
+**Content Quality:**
+- [ ] Summaries describe relationship, not communication method
+- [ ] Roles inferred where possible (with qualifier)
+- [ ] Key facts are substantive (no "name only provided" filler)
+- [ ] Open items are commitments/next steps (no "find their email" tasks)
+- [ ] Empty sections left empty rather than filled with placeholders
+
+**State Changes:**
+- [ ] Detected project status changes
+- [ ] Marked completed open items with [x]
+- [ ] Updated roles if changed
+- [ ] Updated relationships if changed
+- [ ] Logged all state changes in activity with [Field → value] notation
+- [ ] Only applied clear, unambiguous state changes
 
 **Structure:**
+- [ ] All entity mentions are `[[linked]]` with canonical names
+- [ ] Activity entries are reverse chronological
 - [ ] No duplicate activity entries
 - [ ] Dates are YYYY-MM-DD
 - [ ] Bidirectional links are consistent
diff --git a/apps/x/packages/core/src/knowledge/sync_fireflies.ts b/apps/x/packages/core/src/knowledge/sync_fireflies.ts
index e3b08413..bb74eaf2 100644
--- a/apps/x/packages/core/src/knowledge/sync_fireflies.ts
+++ b/apps/x/packages/core/src/knowledge/sync_fireflies.ts
@@ -2,13 +2,15 @@ import fs from 'fs';
 import path from 'path';
 import { WorkDir } from '../config/config.js';
 import { FirefliesClientFactory } from './fireflies-client-factory.js';
-import { buildGraph } from './build_graph.js';
 
 // Configuration
 const SYNC_DIR = path.join(WorkDir, 'fireflies_transcripts');
-const SYNC_INTERVAL_MS = 60 * 1000; // Check every minute
+const SYNC_INTERVAL_MS = 30 * 60 * 1000; // Check every 30 minutes (reduced from 1 minute)
 const STATE_FILE = path.join(SYNC_DIR, 'sync_state.json');
 const LOOKBACK_DAYS = 30; // Last 1 month
+const API_DELAY_MS = 2000; // 2 second delay between API calls
+const RATE_LIMIT_RETRY_DELAY_MS = 60 * 1000; // Wait 1 minute on rate limit
+const MAX_RETRIES = 3; // Maximum retries for rate-limited requests
 
 // --- Types for Fireflies API responses ---
 
@@ -77,6 +79,56 @@ interface McpToolResult {
 
 // --- Helper Functions ---
 
+/**
+ * Sleep for a specified number of milliseconds
+ */
+function sleep(ms: number): Promise<void> {
+    return new Promise(resolve => setTimeout(resolve, ms));
+}
+
+/**
+ * Execute an API call with rate limit handling and exponential backoff
+ */
+async function callWithRateLimit<T>(
+    operation: () => Promise<T>,
+    operationName: string
+): Promise<T | null> {
+    let retries = 0;
+    let delay = RATE_LIMIT_RETRY_DELAY_MS;
+
+    while (retries < MAX_RETRIES) {
+        try {
+            const result = await operation();
+            return result;
+        } catch (error) {
+            const errorMessage = error instanceof Error ? error.message : String(error);
+
+            // Check if it's a rate limit error (429 Too Many Requests)
+            if (errorMessage.includes('429') ||
+                errorMessage.includes('Too Many Requests') ||
+                errorMessage.includes('too many requests') ||
+                errorMessage.includes('rate limit')) {
+
+                retries++;
+                console.log(`[Fireflies] Rate limit hit for ${operationName}. Retry ${retries}/${MAX_RETRIES} in ${delay/1000}s...`);
+
+                if (retries >= MAX_RETRIES) {
+                    console.error(`[Fireflies] Max retries reached for ${operationName}. Skipping.`);
+                    return null;
+                }
+
+                await sleep(delay);
+                delay *= 2; // Exponential backoff
+            } else {
+                // Not a rate limit error, throw it
+                throw error;
+            }
+        }
+    }
+
+    return null;
+}
+
 function cleanFilename(name: string): string {
     return name.replace(/[\\/*?:"<>|]/g, "_").substring(0, 100).trim();
 }
@@ -95,7 +147,11 @@ function formatTimestamp(seconds?: number): string {
     return `[${mins.toString().padStart(2, '0')}:${secs.toString().padStart(2, '0')}]`;
 }
 
-function loadState(): { lastSyncDate?: string; syncedIds?: string[] } {
+function loadState(): {
+    lastSyncDate?: string;
+    syncedIds?: string[];
+    lastCheckTime?: string;
+} {
     if (fs.existsSync(STATE_FILE)) {
         try {
             return JSON.parse(fs.readFileSync(STATE_FILE, 'utf-8'));
@@ -106,10 +162,11 @@ function loadState(): { lastSyncDate?: string; syncedIds?: string[] } {
     return {};
 }
 
-function saveState(lastSyncDate: string, syncedIds: string[]) {
+function saveState(lastSyncDate: string, syncedIds: string[], lastCheckTime?: string) {
     fs.writeFileSync(STATE_FILE, JSON.stringify({
         lastSyncDate,
         syncedIds,
+        lastCheckTime: lastCheckTime || new Date().toISOString(),
         last_sync: new Date().toISOString()
     }, null, 2));
 }
@@ -296,46 +353,68 @@ function meetingToMarkdown(meeting: FirefliesMeetingData): string {
 
 async function syncMeetings() {
     console.log('[Fireflies] Starting sync...');
-    
+
     // Ensure sync directory exists
     if (!fs.existsSync(SYNC_DIR)) {
         fs.mkdirSync(SYNC_DIR, { recursive: true });
     }
-    
+
     const client = await FirefliesClientFactory.getClient();
     if (!client) {
         console.log('[Fireflies] No valid client available');
         return;
     }
-    
+
     const state = loadState();
     const syncedIds = new Set(state.syncedIds || []);
-    
+
+    // Skip if we checked very recently (within 5 minutes)
+    if (state.lastCheckTime) {
+        const lastCheck = new Date(state.lastCheckTime);
+        const now = new Date();
+        const minutesSinceLastCheck = (now.getTime() - lastCheck.getTime()) / (1000 * 60);
+
+        if (minutesSinceLastCheck < 5) {
+            console.log(`[Fireflies] Skipping - last check was ${minutesSinceLastCheck.toFixed(1)} minutes ago`);
+            return;
+        }
+    }
+
     // Calculate date range (last 30 days)
     const toDate = new Date();
     const fromDate = new Date();
     fromDate.setDate(fromDate.getDate() - LOOKBACK_DAYS);
-    
+
     const fromDateStr = fromDate.toISOString().split('T')[0]; // YYYY-MM-DD
     const toDateStr = toDate.toISOString().split('T')[0];
-    
+
     console.log(`[Fireflies] Fetching meetings from ${fromDateStr} to ${toDateStr}...`);
-    
+
     try {
-        // Step 1: Get list of transcripts
-        const transcriptsResult = await client.callTool({
-            name: 'fireflies_get_transcripts',
-            arguments: {
-                fromDate: fromDateStr,
-                toDate: toDateStr,
-                limit: 50,
-                format: 'json',
-            },
-        }) as McpToolResult;
+        // Step 1: Get list of transcripts with rate limiting
+        const transcriptsResult = await callWithRateLimit(
+            async () => client.callTool({
+                name: 'fireflies_get_transcripts',
+                arguments: {
+                    fromDate: fromDateStr,
+                    toDate: toDateStr,
+                    limit: 50,
+                    format: 'json',
+                },
+            }) as McpToolResult,
+            'get_transcripts'
+        );
         
+        // Handle rate-limited failure
+        if (!transcriptsResult) {
+            console.log('[Fireflies] Failed to fetch transcripts due to rate limit');
+            saveState(toDateStr, Array.from(syncedIds), new Date().toISOString());
+            return;
+        }
+
         // Parse result - API returns array directly, not { transcripts: [...] }
         const parsedData = parseMcpResult<FirefliesMeeting[] | { transcripts?: FirefliesMeeting[] }>(transcriptsResult);
-        
+
         // Handle both array and object responses
         let meetings: FirefliesMeeting[];
         if (Array.isArray(parsedData)) {
@@ -345,10 +424,10 @@ async function syncMeetings() {
         } else {
             meetings = [];
         }
-        
+
         if (meetings.length === 0) {
             console.log('[Fireflies] No transcripts found in date range');
-            saveState(toDateStr, Array.from(syncedIds));
+            saveState(toDateStr, Array.from(syncedIds), new Date().toISOString());
             return;
         }
         
@@ -356,44 +435,66 @@ async function syncMeetings() {
         
         // Step 2: Fetch and save each transcript
         let newCount = 0;
+        let processedInBatch = 0;
+        const MAX_BATCH_SIZE = 5; // Process max 5 new transcripts per sync to avoid rate limits
+
         for (const meeting of meetings) {
             const meetingId = meeting.id;
-            
+
             // Skip if already synced
             if (syncedIds.has(meetingId)) {
                 console.log(`[Fireflies] Skipping already synced: ${meeting.title || meetingId}`);
                 continue;
             }
-            
+
+            // Limit batch size to avoid too many API calls
+            if (processedInBatch >= MAX_BATCH_SIZE) {
+                console.log(`[Fireflies] Reached batch limit (${MAX_BATCH_SIZE}), will continue in next sync`);
+                break;
+            }
+
+            // Add delay between API calls to respect rate limits
+            if (processedInBatch > 0) {
+                console.log(`[Fireflies] Waiting ${API_DELAY_MS/1000}s before next API call...`);
+                await sleep(API_DELAY_MS);
+            }
+
             try {
                 console.log(`[Fireflies] Fetching full transcript: ${meeting.title || meetingId}`);
-                
-                // Try to get transcript sentences using fireflies_get_transcript
+
+                // Try to get transcript sentences using fireflies_get_transcript with rate limiting
                 let sentences: FirefliesTranscriptSentence[] = [];
                 try {
-                    const transcriptResult = await client.callTool({
-                        name: 'fireflies_get_transcript',
-                        arguments: {
-                            transcriptId: meetingId,
-                        },
-                    }) as McpToolResult;
+                    const transcriptResult = await callWithRateLimit(
+                        async () => client.callTool({
+                            name: 'fireflies_get_transcript',
+                            arguments: {
+                                transcriptId: meetingId,
+                            },
+                        }) as McpToolResult,
+                        `get_transcript_${meetingId}`
+                    );
                     
-                    // Try JSON first
-                    const transcriptData = parseMcpResult<{ sentences?: FirefliesTranscriptSentence[] } | FirefliesTranscriptSentence[]>(transcriptResult);
-                    
-                    if (transcriptData) {
-                        if (Array.isArray(transcriptData)) {
-                            sentences = transcriptData;
-                        } else if (transcriptData.sentences) {
-                            sentences = transcriptData.sentences;
+                    if (transcriptResult) {
+                        // Try JSON first
+                        const transcriptData = parseMcpResult<{ sentences?: FirefliesTranscriptSentence[] } | FirefliesTranscriptSentence[]>(transcriptResult);
+
+                        if (transcriptData) {
+                            if (Array.isArray(transcriptData)) {
+                                sentences = transcriptData;
+                            } else if (transcriptData.sentences) {
+                                sentences = transcriptData.sentences;
+                            }
+                        } else {
+                            // Try parsing toon format
+                            const rawText = getRawText(transcriptResult);
+                            if (rawText) {
+                                sentences = parseToonTranscript(rawText);
+                                console.log(`[Fireflies] Parsed ${sentences.length} sentences from toon format`);
+                            }
                         }
                     } else {
-                        // Try parsing toon format
-                        const rawText = getRawText(transcriptResult);
-                        if (rawText) {
-                            sentences = parseToonTranscript(rawText);
-                            console.log(`[Fireflies] Parsed ${sentences.length} sentences from toon format`);
-                        }
+                        console.log(`[Fireflies] Skipping transcript due to rate limit: ${meetingId}`);
                     }
                 } catch (err) {
                     console.log(`[Fireflies] Could not fetch transcript sentences: ${err}`);
@@ -420,29 +521,20 @@ async function syncMeetings() {
                 
                 fs.writeFileSync(filePath, markdown);
                 console.log(`[Fireflies] Saved: ${filename}`);
-                
+
                 syncedIds.add(meetingId);
                 newCount++;
+                processedInBatch++;
             } catch (error) {
                 console.error(`[Fireflies] Error fetching meeting ${meetingId}:`, error);
                 // Continue with next meeting
             }
         }
-        
-        console.log(`[Fireflies] Synced ${newCount} new transcripts`);
-        
-        // Save state
-        saveState(toDateStr, Array.from(syncedIds));
-        
-        // Build knowledge graph after successful sync
-        if (newCount > 0) {
-            console.log('\n[Fireflies] Starting knowledge graph build...');
-            try {
-                await buildGraph(SYNC_DIR);
-            } catch (error) {
-                console.error('[Fireflies] Error building knowledge graph:', error);
-            }
-        }
+
+        console.log(`[Fireflies] Synced ${newCount} new transcripts in this batch`);
+
+        // Save state with updated timestamp
+        saveState(toDateStr, Array.from(syncedIds), new Date().toISOString());
         
     } catch (error) {
         console.error('[Fireflies] Error during sync:', error);
diff --git a/apps/x/packages/core/src/knowledge/sync_gmail.ts b/apps/x/packages/core/src/knowledge/sync_gmail.ts
index e980996a..945b5999 100644
--- a/apps/x/packages/core/src/knowledge/sync_gmail.ts
+++ b/apps/x/packages/core/src/knowledge/sync_gmail.ts
@@ -4,7 +4,6 @@ import { google, gmail_v1 as gmail } from 'googleapis';
 import { NodeHtmlMarkdown } from 'node-html-markdown'
 import { OAuth2Client } from 'google-auth-library';
 import { WorkDir } from '../config/config.js';
-import { buildGraph } from './build_graph.js';
 import { GoogleClientFactory } from './google-client-factory.js';
 
 // Configuration
@@ -281,14 +280,6 @@ async function performSync() {
         }
 
         console.log("Sync completed.");
-
-        // Build knowledge graph after successful sync
-        console.log("\nStarting knowledge graph build...");
-        try {
-            await buildGraph(SYNC_DIR);
-        } catch (error) {
-            console.error("Error building knowledge graph:", error);
-        }
     } catch (error) {
         console.error("Error during sync:", error);
     }