Operations & Admin Request Desk

What it does

Classifies internal requests, gets approvals, logs them to a Notion queue and confirms to the requester.

• Receives each internal request (equipment, access, purchases, HR paperwork, facilities…) from your form through a webhook.
• AI classifies the department and urgency, decides whether it needs approval under the rules you write, and drafts a task title, checklist, missing information and a confirmation for the requester.
• Requests that need approval wait in Reviews for an approver; rejected ones go no further.
• Logs the request in your Notion request-queue database and posts it to your operations channel in Slack.
• Emails the requester a confirmation, with replies going to your operations inbox.

What it needs

• A paid plan (agents run live on paid plans).
• An AI provider key (Settings → AI Providers).
• Notion and Slack, connected in Settings → Integrations.
• A request form (or chat or helpdesk tool) that can send new requests to a webhook URL.

What it doesn't do

• It doesn't read a shared inbox; requests arrive through the webhook.
• It doesn't create tasks in other project tools or create documents in Google Docs.
• It doesn't order equipment, grant access or make payments; it routes the request to the people who do.
• It doesn't track the request after it's logged (status lives in your Notion database).

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 and Slack.
• A form, app or system that can send each new item to a webhook URL (the agent starts from a webhook).
• About 20 minutes.

• Bring your own AI key
• Notion (live)
• Slack (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 the Notion workspace that holds your request queue (Settings → Integrations → Notion) and share the database with it.

• Connecting Notion

3. Connect Slack

Connect the Slack workspace your team uses (Settings → Integrations → Slack).

• Connecting Slack

4. Describe your teams and approval rules

Open “Classify the request” and replace the placeholder. Routing and approvals follow exactly what you write here.

5. Pick your request queue

Open “Log it in the request queue” and pick your account and database.

6. Pick the Slack account and channel

Open “Notify the team in Slack” and pick your account and channel. Invite the app to private channels first (/invite @Fluxo Flow).

7. Add your operations email address

Open “Confirm to the requester” and enter the address requesters should reply to.

8. 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

9. Switch the trigger on

Open the trigger, switch the webhook on and send your request form's submissions to its URL.

How it works

The agent is a normal workflow with 8 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.

• New internal request — Starts when your form or app sends data to the agent's webhook URL. Your internal request form (or a chat or helpdesk tool) posts each new request to the workflow's webhook URL.
• Classify the request — AI step (runs on your AI provider key). AI picks the department, urgency and whether it needs approval under your rules, and writes a task title, checklist, missing information and a confirmation for the requester.
• Needs approval? — Decision: picks the branch to follow. Requests your rules say need approval wait for an approver in Reviews; the rest go straight to the queue.
• Approve the request — A person approves or rejects it in Reviews (the run waits). Branch: Needs approval. An approver sees the request, the rule that applies and the checklist in Reviews, and approves or rejects it.
• Log it in the request queue — Notion: Create a page in a database. Branch: Approved / No approval needed. Creates the request in your Notion request-queue database, titled with the department, with the summary, urgency, checklist and missing information.
• Notify the team in Slack — Slack: Post a message. Branch: Approved / No approval needed. Posts the request with its department, urgency and suggested owner to your operations channel.
• Confirm to the requester — Sends an email from your workspace's sender. Branch: Approved / No approval needed. Emails the requester what was understood, which team has it and what information is still needed, with replies going to your operations inbox.
• Logged — Kept in the run history. The run history keeps the request, its classification and the 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. Edit the sample to match the fields your own form or app sends.

Sample data fields

requester_name, requester_email, team, request, needed_by, source.

• 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, switch the webhook on and send your request form's submissions to its URL.
• The webhook is protected by a secret: send it in the header shown in the Activation panel (requests without it are refused with 403). Each request starts one run.
• 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.

• Webhook triggers
• Switching a trigger on (Activation)

Questions

Who approves requests?

Anyone in your workspace who handles Reviews. Only requests your rules mark as needing approval wait there.

Can it create tasks in my project tool instead of Notion?

This version logs to a Notion database. You can swap the Notion step for another app step in the canvas.

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).
• Nothing happens when your form sends data: check the webhook is switched on and the request carries the secret header (403 means it's missing or wrong).
• 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