What this page is for
AI agents do routine work on a schedule: they draft replies to enquiries, write listing text, match payments to your bank statement, chase overdue invoices and send a daily operations briefing. For each agent you decide how much it may do on its own. Every run and every action is recorded.
Who can use it
Set up AI agents (by default Admin). Suggestions go to people who may do that work (for example payment checks go to people who can verify payments) in the Agent inbox.
How to set up an agent
- Choose its Level:
- Off: it never runs.
- Suggest: it prepares drafts and suggestions; a person checks and accepts each one.
- Act after approval: it prepares actions; they happen when a person approves them.
- Act on its own: it carries out its actions straight away, up to the daily limit, and logs them.
- Set Most actions a day on its own. It only matters at "Act on its own"; the rest wait in the inbox.
- For the payment checker, paste lines from your bank statement under Information for the agent.
- Select Save. Select Run now to run it straight away.
The agents
| Agent | What it does | Starts at |
|---|---|---|
| Operations monitor | Daily briefing: arrivals and departures, payments waiting for a check, overdue invoices, waiting approvals, unanswered enquiries. Read-only. | Act on its own |
| Enquiry responder | Drafts a reply to each new website enquiry with the live price for the guest's dates. Accepting emails it. | Suggest |
| Listing copywriter | Writes a summary and description for listings with missing or short text, from the listing's facts. Needs AI. | Suggest |
| Payment checker | Finds waiting payments on your bank statement (same amount and reference) and proposes verifying them. | Act after approval |
| Collections | Picks overdue invoices with no reminder this week and drafts a personal reminder. Accepting emails it. | Suggest |
Agents appear when the module they work in is on.
Fields and columns
| Field | Meaning |
|---|---|
| Level | How much the agent may do on its own. |
| Most actions a day on its own | The daily limit at "Act on its own". |
| Information for the agent | Text the agent works from, such as bank statement lines. |
| Last run | When it last ran and what it found and did. |
| Run log: Result | OK, Failed (with the error), or Skipped (off or stopped). |
| Run log: AI tokens and cost | What the run used from your AI connection. |
Statuses and automation
- Agents run every few minutes from the scheduler, each on its own interval, in short slices that also work on shared hosting.
- Each agent uses its own AI feature, so you can route it to a different AI connection or switch AI off for it under AI features. Without AI, agents use plain templates and rules (the listing copywriter only reports which listings need text).
- At "Act on its own", actions are made by the AI agent user, so the change history shows them clearly.
- Agents never skip permissions, approvals or the rule that nobody checks their own payment.
- Stop all agents (the kill switch) stops every agent at once. Nothing in the inbox can be accepted until you start them again.
Settings that change this page
Settings, AI agents: the kill switch. AI connections and AI features: which AI the agents use.
FAQs
Will an agent send emails without asking? Only at "Act on its own". At the other levels a person reads and accepts each email first, and can change the text.
Can an agent change prices or delete anything? No. The agents only do what is listed above.
Why does an agent show nothing? There may be no work for it, or it is off. Check the run log.
Troubleshooting
| Problem | What to do |
|---|---|
| Run log shows Failed | Read the error under the summary. AI errors also show under AI usage. |
| The payment checker finds nothing | Paste the statement lines again: each line needs the amount and the reference the guest used. |
| The copywriter says to connect AI | Add a connection under AI connections. |