Agent setup guide
Friday Wins Roundup
Gathers the week's won deals, finished work, shout-outs and #wins posts into a short, warm roundup, posted after a manager approves.
What it does
Gathers the week's won deals, finished work, shout-outs and #wins posts into a short, warm roundup, posted after a manager approves.
- Every Friday afternoon, gathers the week's wins: HubSpot deals closed-won, Notion projects or tasks marked done, your shout-outs sheet and the last 7 days of your #wins Slack channel.
- The week's window is worked out in code, never by the AI: the HubSpot search, the Notion filter and the shout-outs are limited to the last 7 days before the AI sees them.
- AI writes a short, warm roundup: the numbers, the top 3 stories, shout-outs by name and a customer quote copied word for word when there is one.
- The won deals' total is added up in code before anyone sees it — never by the AI; a wrong AI total is corrected and flagged to the manager.
- A manager approves (and can edit) the roundup before anything is sent.
- Posts it to your company Slack channel and emails it to your all-staff address.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- HubSpot, Notion, Google Sheets and Slack, connected in Settings → Integrations, with the app invited to #wins.
- An all-staff email address (a group or list).
What it doesn't do
- It uses only those four sources: wins that live elsewhere aren't included.
- It never invents a win, number or quote; deal amounts are shown only if you allow it.
- It reads up to 100 deals, 100 Notion pages and 200 top-level #wins messages (no thread replies).
- Nothing is posted or emailed before a manager approves.
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: HubSpot, Notion, Google Sheets and Slack.
- Nothing to send: the agent runs on a schedule.
- About 20 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 HubSpot
Connect the HubSpot account with your deals (Settings → Integrations → HubSpot).
3. Connect Notion
Connect Notion and share your projects or tasks database with the Fluxo Flow integration.
4. Connect Google Sheets
Connect the Google account that can open your shout-outs sheet.
5. Connect Slack
Connect your Slack workspace and invite the app to #wins (/invite @Fluxo Flow).
6. Describe your sources
Open “Write the roundup” and replace the placeholder with your won stages, done status, shout-outs columns and tone.
| Setting | What to enter | In step |
|---|---|---|
| Your roundup setup | Replace the placeholder with your company name, closed-won stage ids, how Notion marks work done, your shout-outs columns, currency, whether amounts go to all staff and the tone you like. It starts as “[PASTE YOUR COMPANY NAME, YOUR CLOSED-WON DEAL STAGE IDS, HOW YOUR NOTION PROJECTS DATABASE MARKS WORK DONE (PROPERTY AND VALUE), YOUR SHOUT-OUTS SHEET'S COLUMNS, YOUR CURRENCY, WHETHER TO SHOW DEAL AMOUNTS TO ALL STAFF AND THE TONE YOU LIKE HERE]” until you replace it. | “Write the roundup” |
7. Pick your sources
Open “Find deals closed this week”, “Read work finished this week”, “Read the shout-outs” and “Read the #wins channel” and pick the accounts, database, sheet and channel.
| Setting | What to enter | In step |
|---|---|---|
| HubSpot account | The HubSpot account with your deals. Pick your connected HubSpot account. | “Find deals closed this week” |
| Notion account | The Notion workspace with your projects or tasks database. Pick your connected Notion account. | “Read work finished this week” |
| Projects or tasks database | The database where work is marked done. Share it with Fluxo Flow first. | “Read work finished this week” |
| Google account | The Google account that can open your shout-outs sheet. Pick your connected Google Sheets account. | “Read the shout-outs” |
| Shout-outs spreadsheet | Paste the link of the spreadsheet your shout-outs form writes to. | “Read the shout-outs” |
| Shout-outs tab | The tab with one row per shout-out, e.g. Form Responses 1. | “Read the shout-outs” |
| Slack account (read #wins) | The Slack workspace with your #wins channel. Pick your connected Slack account. | “Read the #wins channel” |
| #wins channel to read | The channel people post wins in. Invite the app first: /invite @Fluxo Flow. | “Read the #wins channel” |
8. Pick where it goes
Open “Post to Slack” and “Email all staff” and pick the channel, the all-staff address and the Reply-to.
| Setting | What to enter | In step |
|---|---|---|
| Slack account (post) | The same Slack workspace, used to post the roundup. Pick your connected Slack account. | “Post to Slack” |
| Channel to post the roundup in | Where the roundup goes, e.g. #general. | “Post to Slack” |
| All-staff email address | Replace the example address with one address that reaches everyone, e.g. your all-staff Google Group or distribution list. It starts as “all-staff@your-company.example” until you replace it. | “Email all staff” |
| Reply-to address | Replies to the roundup email go here (e.g. the manager or people team). | “Email all staff” |
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 Friday at 15:00.
How it works
The agent is a normal workflow with 13 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.
- Every Friday at 15:00 — Runs on a schedule (cron 0 15 * * 5, UTC — change it in the trigger's settings). Runs every Friday afternoon. Set your time zone on the trigger.
- Work out this week's dates — Step. In code, not AI: today in your time zone and the start of the 7-day window (for the HubSpot search).
- Find deals closed this week — HubSpot: Find records. Searches HubSpot for deals with a close date in the last 7 days (up to 100); the roundup keeps only your closed-won stages.
- Read work finished this week — Notion: Query a database. Queries your Notion projects or tasks database for pages edited in the past week (up to 100); the roundup keeps the ones marked done.
- Read the shout-outs — Google Sheets: Read rows. Reads your shout-outs sheet (e.g. from a Google Form: who, for what, from whom, when).
- Keep this week's shout-outs — Step. In code, not AI: keeps only the shout-outs dated in the last 7 days (the form's Timestamp or a Date column). Change the window here (within.min).
- Read the #wins channel — Slack: Read recent channel messages. Reads the last 7 days of your #wins channel in Slack (up to 200 messages).
- Write the roundup — AI step (runs on your AI provider key). AI writes a short, warm roundup: the week's numbers, the top 3 stories, shout-outs by name and a customer quote — only from the four sources.
- Check the math — Step. Adds up the won deals' amounts in code — not by AI — writes the total into the Slack post and email, and flags it for the manager when the AI's total was wrong.
- Approve the roundup — A person approves or rejects it in Reviews (the run waits). The manager reads the roundup in Reviews, edits it if needed and approves it to post and email. Reject to send nothing this week.
- Post to Slack — Slack: Post a message. Branch: Approved. Posts the approved roundup to your company channel, e.g. #general.
- Email all staff — Sends an email from your workspace's sender. Emails the approved roundup to your all-staff address.
- Roundup sent — Kept in the run history. The run history keeps the sources, the roundup and what was posted.
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.
Go live
- Open the trigger, set your time zone and switch the schedule on. It runs every Friday at 15:00.
- 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.
Questions
Which deals count?
Deals with a close date in the last 7 days whose stage is one of the closed-won stage ids you list (usually “closedwon”). Up to 100 per week.
Does it read the whole #wins channel?
The last 7 days, up to 200 top-level messages (thread replies aren't included). Invite the app to the channel first: /invite @Fluxo Flow.
Where does the customer quote come from?
Only a quote someone posted in #wins or a shout-out, copied word for word. If there isn't one, the roundup has no quote; it never writes one.
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 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.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .