Agent setup guide
Lesson Practice Plan
The teacher's one-minute lesson log becomes a day-by-day practice plan for the guardian, then a mid-week encouragement with one tip.
What it does
The teacher's one-minute lesson log becomes a day-by-day practice plan for the guardian, then a mid-week encouragement with one tip.
- Starts when the teacher adds a lesson row to your Google Sheets log (first name, guardian email, pieces, what went well, focus, minutes a day).
- AI writes a specific, encouraging day-by-day practice plan for the week from the teacher's notes only, plus a short mid-week note with one tip.
- The teacher approves (and can edit) the plan unless your rules switch approval off; it's emailed to the guardian with replies to the teacher.
- Waits 3 days and sends the mid-week encouragement.
What it needs
- A paid plan (agents run live on paid plans; the 3-day wait also needs the Wait step enabled on your workspace).
- An AI provider key (Settings → AI Providers).
- Google Sheets, connected in Settings → Integrations, with a lesson log sheet.
What it doesn't do
- It uses the student's first name and the guardian's email only: no surnames, grades, assessments or personal details, even if they're in the notes.
- The plan comes from the teacher's notes only; it never adds new pieces, books or exercises.
- It doesn't track practice or book lessons.
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: Google Sheets.
- The app it watches, connected in Settings → Integrations (the agent starts from an app event).
- About 10 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 Google Sheets
Connect the Google account that can open your lesson log (Settings → Integrations → Google Sheets).
3. Pick your lesson log
Open the trigger and pick the Google account, spreadsheet and tab.
| Setting | What to enter | In step |
|---|---|---|
| Google account (lesson log) | The Google account that can open your lesson log spreadsheet. Pick your connected Google Sheets account. | “New lesson log row” |
| Lesson log spreadsheet | Paste the link of the spreadsheet the teacher logs lessons in. | “New lesson log row” |
| Lesson log tab | The tab with one row per lesson, e.g. Lesson log. | “New lesson log row” |
4. Describe your studio
Open “Write the week's practice plan” and replace the placeholder with your studio and plan style.
| Setting | What to enter | In step |
|---|---|---|
| Your studio and plan style | Replace the placeholder with your studio name, what you teach, how plans should read, who the email addresses, whether every plan needs your approval and your sign-off. It starts as “[PASTE YOUR STUDIO OR TEACHING NAME, WHAT YOU TEACH, HOW YOU LIKE PRACTICE PLANS WRITTEN (TONE, LENGTH, DAYS OFF), WHO THE EMAIL IS ADDRESSED TO (GUARDIAN OR STUDENT), WHETHER EVERY PLAN NEEDS YOUR APPROVAL AND YOUR SIGN-OFF HERE]” until you replace it. | “Write the week's practice plan” |
5. Add the teacher's email
Open both email steps and enter the address replies should go to.
| Setting | What to enter | In step |
|---|---|---|
| Teacher's email (replies) | Guardians' replies to the plan come back to this address (Reply-to). | “Email the practice plan” |
| Teacher's email (replies to the mid-week note) | The same Reply-to address, for the mid-week note. | “Email the mid-week encouragement” |
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.
7. Switch the trigger on
Open the trigger and press “Activate app trigger”: from then on each new lesson row gets a practice plan. Rows already in the sheet are skipped.
How it works
The agent is a normal workflow with 12 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.
- New lesson log row — Starts on “New row” in Google Sheets (an app event). Starts when the teacher adds a row to the lesson log sheet after a lesson (checked on your plan's schedule interval): first name, guardian email, pieces or topics, what went well, focus and minutes a day.
- Write the week's practice plan — AI step (runs on your AI provider key). AI turns the teacher's notes into a specific, encouraging day-by-day practice plan for the week, plus a short mid-week note with one tip — first name only, no grades or assessments.
- Send it? — Decision: picks the branch to follow. Rows without a guardian email or anything to plan are skipped; plans wait for the teacher's approval unless your rules switch it off.
- Skipped — Kept in the run history. Branch: Skip. No guardian email or nothing to plan; the run history keeps the reason.
- Teacher approves the plan — A person approves or rejects it in Reviews (the run waits). Branch: Check first. The teacher reads the plan and the mid-week note in Reviews, edits them and approves.
- Not sent — Kept in the run history. Branch: Rejected. The teacher rejected the plan.
- Ready to send — Decision: picks the branch to follow. Branch: Automatic / Approved. Approved or automatic plans are emailed now.
- Held — Kept in the run history. Branch: Hold. The plan was marked not to send.
- Email the practice plan — Sends an email from your workspace's sender. Branch: Send. Sends the plan to the guardian's email, with replies going to the teacher.
- Wait 3 days — Waits 3 days. Pauses the run for 3 days; it resumes on its own (Dry Run doesn't wait).
- Email the mid-week encouragement — Sends an email from your workspace's sender. Sends the short mid-week note with one tip.
- Plan and mid-week note sent — Kept in the run history. The run history keeps both emails.
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, row.Date, row.Student first name, row.Guardian email, row.Pieces or topics, row.Went well, row.Focus this week, row.Minutes a day, 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 press “Activate app trigger”: from then on each new lesson row gets a practice plan. Rows already in the sheet are skipped.
- 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.
Questions
What should the lesson log look like?
One row per lesson with a header row: Date, Student first name, Guardian email, Pieces or topics, Went well, Focus this week, Minutes a day. Keep it to first names: no surnames, grades or assessments.
Who is it for?
Music, art, language and sports teachers and tutors, and small studios with several teachers sharing one log.
What about children's data?
It stores and sends only the first name and the guardian's email. The prompt drops surnames, grades, assessments and personal details even if they're in the notes.
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.
- 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.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .