Boarding & Daycare Intake Checker

What it does

Checks every booking form against your requirements, asks owners for exactly what's missing, confirms the rest and briefs kennel staff.

• Starts from each new row your boarding or daycare booking form adds to its sheet.
• AI checks the form against your written requirements: required vaccines listed, a vaccine record, age, temperament answers and group-play rules.
• By default a staff member approves every email in Reviews (always when the pet takes medication or a behaviour answer needs a chat).
• Owners missing something get an email listing exactly what to send; complete bookings get a confirmation with your drop-off checklist and hours.
• Whether and when the day-before reminder goes is worked out in code from the drop-off date, in your time zone — never by the AI.
• Waits until the day before drop-off, emails a reminder and posts a note to kennel staff in Slack: meds and feeding as the owner wrote them, behaviour answers and the vaccine record to verify.

What it needs

• A paid plan (agents run live on paid plans).
• An AI provider key (Settings → AI Providers).
• Google Sheets and Slack, connected in Settings → Integrations.
• A booking form (e.g. Google Forms) that writes to a sheet, and your written requirements and drop-off checklist.

What it doesn't do

• It drafts and organises for a person to approve; it makes no legal, credit, medical/veterinary, permit, eligibility or coverage decision. It doesn't verify vaccine certificates or give medication advice — staff check the records and meds notes.
• It doesn't check capacity or take deposits (your booking system does).
• Wait steps last at most 30 days: bookings further out get the confirmation and an immediate staff note, but no day-before reminder.
• Rows already in the sheet before activation aren't processed.

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: Google Sheets and Slack.
• The app it watches, connected in Settings → Integrations (the agent starts from an app event).
• About 20 minutes.

• Bring your own AI key
• Google Sheets (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 Google Sheets

Connect the Google account that can open your booking form's response sheet (Settings → Integrations → Google Sheets).

• Connecting Google Sheets

3. Connect Slack

Connect the Slack workspace your kennel staff use (Settings → Integrations → Slack).

• Connecting Slack

4. Pick your booking form sheet

Open the trigger, pick your Google account, paste the spreadsheet link and the tab.

5. Paste your requirements and time zone

Open “Check the booking against your requirements” and replace the placeholder with your vaccines, rules, checklist and hours, then open “Check the drop-off date” and enter your time zone.

6. Add your bookings inbox

Open the three email steps and enter your bookings inbox as Reply-to in each.

7. Pick the kennel staff channel

Open “Tell kennel staff now” and “Brief kennel staff” and pick your account and channel in each. Invite the app to private channels first (/invite @Fluxo Flow).

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 and click “Activate app trigger”. New form rows are picked up on your plan's schedule interval.

How it works

The agent is a normal workflow with 18 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.

• New booking form — Starts on “New row” in Google Sheets (an app event). Starts a run for each row your boarding or daycare booking form adds to its sheet (owner, pet, dates, vaccine-record link, feeding, meds, behaviour answers), checked on your plan's schedule interval.
• Check the booking against your requirements — AI step (runs on your AI provider key). AI compares the form with your requirements (required vaccines listed, age, temperament answers, group-play rules) and lists exactly what's missing, or drafts the confirmation, the drop-off checklist, the day-before reminder and the staff note.
• Check the drop-off date — Step. In code, not AI: works out the days to drop-off in your time zone. Drop-offs 2 to 30 days away get a reminder at 9:00 the day before; for the rest kennel staff are told now. Change the window here (within.min / within.max) and the reminder time in add (remind_at).
• Approve first? — Decision: picks the branch to follow. On by default: a staff member approves every email (and always when the pet takes medication or a behaviour answer needs a chat). Switch it off in your requirements to send routine ones at once.
• Staff check the booking — A person approves or rejects it in Reviews (the run waits). Branch: Review first. A staff member checks the missing list or the confirmation, the vaccine record link and the meds and behaviour answers, edits if needed and approves.
• Not sent — Kept in the run history. Branch: Rejected. Rejected: nothing was emailed; the team handles this booking by phone.
• Complete? — Decision: picks the branch to follow. Branch: Approved / Send without review. Bookings missing something get an email listing exactly what's missing; complete ones get the confirmation and drop-off checklist.
• Email what's missing — Sends an email from your workspace's sender. Branch: Something missing. Emails the owner the exact list of what's missing and how to send it.
• Owner asked for the missing items — Kept in the run history. The run history keeps the list that was sent.
• Email the confirmation — Sends an email from your workspace's sender. Branch: Complete. Emails the confirmation with your drop-off checklist and hours.
• Confirmed — Kept in the run history. The run history keeps the confirmation that was sent.
• Remind the day before? — Decision: picks the branch to follow. Branch: Complete. Decided in code: drop-offs 2 to 30 days away get a reminder the day before; for the rest (sooner, further out or a date the check can't read), kennel staff are told now.
• Tell kennel staff now — Slack: Post a message. Branch: No reminder. Drop-off is soon (or more than 30 days away): posts the meds, feeding, behaviour and vaccine-record note to your kennel staff channel straight away.
• Staff told — Kept in the run history. The run history keeps the staff note.
• Wait until the day before — Waits until a date taken from the data (at most 30 days). Branch: Day before. Pauses the run until 9:00 the day before drop-off (computed in code, at most 30 days).
• Email the day-before reminder — Sends an email from your workspace's sender. Reminds the owner of drop-off time and the checklist.
• Brief kennel staff — Slack: Post a message. Posts tomorrow's arrival to your kennel staff channel: meds and feeding as the owner wrote them, behaviour answers and the vaccine record to verify.
• Reminded and staff briefed — Kept in the run history. The run history keeps the reminder and the staff note.

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. The sample has the same shape as a real event from the app.

Sample data fields

row, row_number, sample_note.

• 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.
• Wait steps don't wait: they report how long they would wait and the run goes on.

Go live

• Open the trigger and click “Activate app trigger”. New form rows are picked up on your plan's schedule interval.
• Activating the app trigger needs the trigger's connected account. The first check only remembers what's already there, so older items don't start runs; the same item never starts two runs.
• 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.

• App event triggers
• Switching a trigger on (Activation)

Questions

Does it check vaccine certificates?

No. It checks that the form lists the vaccines your requirements name and includes a record, and staff open the record to verify it. It never gives vaccine or medication advice.

Does it check capacity?

No — your booking system does. This agent checks the paperwork and keeps owners and staff informed.

What if the stay is months away?

A Wait step lasts at most 30 days, so bookings more than 30 days out get the confirmation and an immediate staff note, but no day-before reminder.

How is the reminder timed?

In code, not by the AI: “Check the drop-off date” counts the days to drop-off in your time zone. Drop-offs 2 to 30 days away get the reminder at 9:00 the day before; change the window or the time on that step.

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).
• No runs start: activate the app trigger with a connected account. Only items created after activation start runs.
• A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
• A run shows “Waiting until …” in History: that's a Wait step; it continues on its own (it can be cancelled through the API).
• 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