Wedding & Event Milestone Nudger

What it does

Weekly: client nudges for milestones coming due and vendor confirmations a week out, from your Notion events and template — sent after one batch approval.

• Every Monday, reads your milestone template page (as text) and up to 50 upcoming events from your Notion events database.
• The days to each event are worked out in code (in your time zone); events without a date or already past are left out before the AI sees them.
• For each event, AI drafts the client nudge for milestones due in the next one to two weeks (final guest count, seating chart, final payment…), using only your template and the event page.
• When an event is 4–10 days out (checked in code), drafts one confirmation to its vendors with each one's arrival or load-in time and your day-of contact.
• The planner approves the whole batch once, editing or holding any email; each email is then checked in code (still marked to send, valid recipients, no placeholders) and by an AI wording check that only stops payment links, card requests and amounts other than the balance on the page — and sent with replies to your planning inbox.
• Adds a dated note to each event's Notion page saying what was sent (written in code from what really went out).

What it needs

• A paid plan (agents run live on paid plans).
• An AI provider key (Settings → AI Providers).
• Notion, connected in Settings → Integrations, with an events database and a milestone template page.

What it doesn't do

• It doesn't take payments, send payment links or calculate amounts: the balance comes from your Notion page.
• Up to 50 events per run. Milestones already overdue when an event is added aren't chased.
• Vendor confirmations go as one email to up to 5 of the event's vendors, who see each other's addresses.
• Not the Event Inquiry Responder, which answers new inquiries.

Availability and plans

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: Notion.
• Nothing to send: the agent runs on a schedule.
• About 20 minutes.

• Bring your own AI key
• Notion (live)

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.

• Connect your AI provider

2. Connect Notion

Connect Notion and share your events database and milestone template page with the Fluxo Flow integration (Settings → Integrations → Notion).

• Connecting Notion

3. Pick your template and events

Open “Read your milestone template” and “Read upcoming events” and pick your Notion account, the template page and the events database.

4. Add your planning details

Open “Draft this week's nudges” and replace the placeholder with your planning details.

5. Add your planning inbox and Notion notes

Open the four email steps and enter your Reply-to address, then the three “Add a note to the event page” steps and pick your Notion account.

6. Test it with Dry Run

Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.

• Dry Run vs Run

7. Switch the trigger on

Open the trigger, set your time zone and switch the schedule on. It runs every Monday at 8:00.

How it works

The agent is a normal workflow with 22 steps (2 AI steps, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.

• Every Monday at 8:00 — Runs on a schedule (cron 0 8 * * 1, UTC — change it in the trigger's settings). Runs once a week. Set your time zone on the trigger.
• Read your milestone template — Notion: Read a page's text. Reads your milestone template page in Notion as text (e.g. “12 weeks: final guest count; 4 weeks: seating chart; 2 weeks: final payment”).
• Read upcoming events — Notion: Query a database. Reads up to 50 upcoming events (event date today or later, soonest first) from your Notion events database.
• Check the event dates — Step. In code, not AI: works out the days to each event (in your time zone), leaves out events without a date or already past, and marks the events 4–10 days out that get the vendor confirmation. Change the vendor window here (within.min / within.max).
• Each upcoming event — Repeats the steps below for each item (up to 50 per run). Repeats the draft step for every upcoming event the date check kept (up to 50 per run).
• [For each item — “Each upcoming event”] Draft this week's nudges — AI step (runs on your AI provider key). AI compares the days to the event (computed in code) with your milestone template and drafts the client nudge for milestones coming due, and, when code marks the event 4–10 days out, the vendor confirmation.
• Approve this week's batch — A person approves or rejects it in Reviews (the run waits). All of this week's drafts wait in Reviews together. The planner checks every email, edits any, holds any and approves; nothing is sent before that.
• Batch rejected — Kept in the run history. Branch: Rejected. Nothing was sent this week.
• Each approved event — Repeats the steps below for each item (up to 50 per run). Branch: Approved. Repeats the checks, the emails and the Notion note for every event in the approved batch.
• [For each item — “Each approved event”] Final check on the wording — AI step (runs on your AI provider key). AI reads each approved event's emails only for payment links, card or bank requests, amounts other than the balance on the event page, and AI mentions — milestones, dates, arrival times and the balance due are fine. It must quote the exact sentence it objects to.
• [For each item — “Each approved event”] Check the client email — Step. In code: still marked to send after review, exactly one valid client email, and a subject and body with no placeholders left — plus the wording check's verdict. The result is in client_check.
• [For each item — “Each approved event”] Check the vendor email — Step. In code: still marked to send after review, vendor addresses present, and a subject and body with no placeholders left — plus the wording check's verdict. The result is in vendor_check.
• [For each item — “Each approved event”] Which emails go? — Decision: picks the branch to follow. Each event sends the client nudge, the vendor confirmation, both or nothing — whichever passed the checks.
• [For each item — “Each approved event”] Email the client — Sends an email from your workspace's sender. Branch: Client + vendors. Sends the approved milestone nudge to the client, with replies going to your planning inbox.
• [For each item — “Each approved event”] Email the vendors — Sends an email from your workspace's sender. Sends the approved confirmation to the event's vendors (up to 5, who see each other's addresses, as on a day-of contact sheet).
• [For each item — “Each approved event”] Add a note to the event page — Notion: Add content to a page. Appends a dated note to the event's Notion page: what was sent.
• [For each item — “Each approved event”] Email the client — Sends an email from your workspace's sender. Branch: Client. Sends the approved milestone nudge to the client.
• [For each item — “Each approved event”] Add a note to the event page — Notion: Add content to a page. Appends a dated note to the event's Notion page.
• [For each item — “Each approved event”] Email the vendors — Sends an email from your workspace's sender. Branch: Vendors. Sends the approved confirmation to the event's vendors.
• [For each item — “Each approved event”] Add a note to the event page — Notion: Add content to a page. Appends a dated note to the event's Notion page.
• [For each item — “Each approved event”] Nothing sent — Kept in the run history. Branch: Nothing. No email due, approved or passing the checks for this event this week; the reasons are in client_check and vendor_check.
• Batch sent — Kept in the run history. The run history keeps the batch and every outcome.

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.
• Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
• 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 Monday at 8:00.
• 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.

• Scheduled triggers
• Switching a trigger on (Activation)

Questions

What goes on the milestone template page?

A plain Notion page listing your milestones by time before the event, e.g. “12 weeks: final guest count. 8 weeks: menu tasting booked. 4 weeks: seating chart and timeline. 2 weeks: final payment (balance due).” Edit it any time; the agent reads it each week.

Will a client get the same nudge twice?

No: each week it only drafts milestones due 7–13 days later, so each one comes up in exactly one weekly run. Milestones already overdue when an event is added aren't chased.

How are the dates worked out?

The days to each event and the vendor-confirmation window (4–10 days out) are counted in code from the Event date property, in your trigger's time zone; change the window in “Check the event dates”. The AI matches your template's milestones (weeks before the event) to this week and writes them as the template words them, never as a computed calendar date.

Does it take payments?

No. It reminds clients of the balance using the amount on the event page, and never sends payment links or calculates amounts.

What Notion database do I need?

An events database with the properties Name (title), Event date (date), Client email (email), Package (text or select), Planner (text), Venue (text), Vendors (text: one per line “name — role — email — arrival or load-in time”), Balance due (text), Status (select; Cancelled and Completed events are skipped), shared with the Fluxo Flow integration.

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.
• It didn't run at the expected time: the schedule must be activated, and its time is in the trigger's timezone.
• A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
• A step failed: open the run in History and check that step in the Trace tab for the error and what it received.

• Debugging failed runs
• Error messages
• Get help