Agent setup guide
Daily Agenda Brief for Outlook Calendar
Every weekday morning: today's Outlook meetings, who's who and open deals from HubSpot, and prep notes in one Slack DM.
What it does
Every weekday morning: today's Outlook meetings, who's who and open deals from HubSpot, and prep notes in one Slack DM.
- Every weekday morning, reads today's events from your Outlook calendar (up to 50, each occurrence of a recurring meeting).
- Today's date and the midnight-to-midnight search window are worked out in code in your trigger's time zone, never by the AI.
- AI lists the meetings that aren't cancelled in your time zone and picks out the external guests (outside your company domains, not rooms), up to 25.
- Looks each external guest up in HubSpot by email, and lists the deals of those it finds.
- AI writes a one-screen agenda from that data only: each meeting in order, who's who, open deals and a prep note.
- Sends it to you as a Slack direct message.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Outlook Calendar, HubSpot and Slack, connected in Settings → Integrations. Outlook Calendar is waiting for Microsoft's approval, so this agent switches on once it's live.
What it doesn't do
- One calendar per setup.
- It can't see your replies, so meetings you declined but left on your calendar are still listed.
- It doesn't research people on the web or LinkedIn, and doesn't change anything in HubSpot or your calendar.
- It looks up at most 25 external guests a day; meetings added later in the day aren't included.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: Outlook Calendar, HubSpot and Slack.
- Nothing to send: the agent runs on a schedule.
- About 15 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect Outlook Calendar
Connect the Microsoft account whose calendar the brief covers (Settings → Integrations → Outlook Calendar).
3. Connect HubSpot
Connect the HubSpot account your contacts and deals live in (Settings → Integrations → HubSpot).
4. Connect Slack
Connect your Slack workspace (Settings → Integrations → Slack).
5. Add your domains and preferences
Open “Read your domains and preferences” and replace the placeholder with your company email domains and what you want in the brief. Your time zone is set on the trigger.
| Setting | What to enter | In step |
|---|---|---|
| Your domains and preferences | Replace the placeholder with your company's email domains (guests on them count as internal), your role and what you want in the brief. Your time zone is set on the trigger. It starts as “[PASTE YOUR COMPANY'S EMAIL DOMAINS, YOUR ROLE AND WHAT YOU WANT IN YOUR MORNING BRIEF HERE]” until you replace it. | “Read your domains and preferences” |
6. Pick your calendar
Open “Find today's events” and pick your Microsoft account and calendar.
| Setting | What to enter | In step |
|---|---|---|
| Microsoft account (calendar) | The Microsoft 365 or Outlook.com account whose calendar is read. Pick your connected Outlook Calendar account. | “Find today's events” |
| Calendar | The calendar to read, usually “Calendar” (your main one). | “Find today's events” |
7. Pick your HubSpot account
Open “Find them in HubSpot” and “Find their deals” and pick your account in each.
| Setting | What to enter | In step |
|---|---|---|
| HubSpot account (contacts) | The HubSpot account your contacts are in. Pick your connected HubSpot account. | “Find them in HubSpot” |
| HubSpot account (deals) | The same HubSpot account, for their deals. Pick your connected HubSpot account. | “Find their deals” |
8. Tell it where to send the agenda
Open “Find you in Slack” and enter your Slack email, then pick your Slack account there and in “DM you the agenda”.
| Setting | What to enter | In step |
|---|---|---|
| Slack account (find you) | The Slack workspace you use. Pick your connected Slack account. | “Find you in Slack” |
| Your email in Slack | The email address of your Slack account; the agenda is sent to you as a direct message. | “Find you in Slack” |
| Slack account (send the agenda) | The same Slack workspace, to send the direct message. Pick your connected Slack account. | “DM you the agenda” |
9. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
10. Switch the trigger on
Open the trigger, set your time zone and switch the schedule on. It runs every weekday at 7:30.
How it works
The agent is a normal workflow with 13 steps (3 AI steps). You can open, edit and monitor it like any other workflow.
- Weekdays at 7:30 — Runs on a schedule (cron 30 7 * * 1-5, UTC — change it in the trigger's settings). Runs every weekday morning, Monday to Friday. Set your time zone on the trigger: “today” and the calendar window are worked out in that zone.
- Work out today — Step. In code, not AI: today's date and the start and end of today (midnight to midnight) in your trigger's time zone, for the calendar search.
- Read your domains and preferences — AI step (runs on your AI provider key). AI reads your company email domains and what you want in the brief from your details (the date and time zone come from the step before).
- Find today's events — Outlook Calendar: Find events. Lists today's events on your Outlook calendar (up to 50, each occurrence of a recurring meeting), with their attendees, between the start and end of today worked out in code.
- Pick the external guests — AI step (runs on your AI provider key). AI lists today's meetings in your time zone and the external guests to look up (people outside your company domains, not rooms), up to 25.
- Each external guest — Repeats the steps below for each item (up to 25 per run). Looks up every external guest in HubSpot (up to 25 per morning).
- [For each item — “Each external guest”] Find them in HubSpot — HubSpot: Find records. Finds the guest's HubSpot contact by email: name, company, job title, lifecycle stage and last contact.
- Each guest's deals — Repeats the steps below for each item (up to 25 per run). For each guest found in HubSpot, lists their deals (guests not in HubSpot are skipped).
- [For each item — “Each guest's deals”] Find their deals — HubSpot: Find records. Lists the HubSpot deals linked to the contact: name, amount, stage and close date.
- Write the agenda — AI step (runs on your AI provider key). AI writes a one-screen agenda: each meeting in order, who's who from HubSpot, open deals and a prep note — using only the calendar and CRM data.
- Find you in Slack — Slack: Find user by email. Looks up your Slack member account from your email address, so the agenda arrives as a direct message from the Fluxo Flow app.
- DM you the agenda — Slack: Post a message. Sends the agenda to you as a Slack direct message.
- Sent — Kept in the run history. The run history keeps today's events, the lookups and the agenda.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
- For-each loops repeat only the first 3 items.
Go live
- Open the trigger, set your time zone and switch the schedule on. It runs every weekday at 7:30.
- Scheduled runs start only once the schedule is activated, and can't repeat faster than your plan's minimum interval.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
Which calendar does it read?
One Outlook calendar per setup (usually your main Calendar), in Microsoft 365 or Outlook.com.
Does it know which meetings I declined?
No. Outlook doesn't give this step your reply, so every meeting still on your calendar that isn't cancelled is listed.
How does it know what “today” is?
In code, not by the AI: “Work out today” takes the calendar day in your trigger's time zone and searches from midnight to midnight. Set your time zone on the trigger.
Does it research people on the web?
No. Who's who comes from your HubSpot data only; guests not in HubSpot are marked as such.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
- It didn't run at the expected time: the schedule must be activated, and its time is in the trigger's timezone.
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .