Agent setup guide
Pre-Shift Brief
Every day before service: covers, VIPs, allergies, events, specials, 86'd items and open shifts, posted to Slack.
What it does
Every day before service: covers, VIPs, allergies, events, specials, 86'd items and open shifts, posted to Slack.
- Every day before service, reads your reservations and rota sheets and keeps only today's bookings, events and shifts — filtered in code by date in your trigger's time zone, never by the AI.
- Reads today's specials and 86'd items from your Notion Specials & 86 database.
- AI writes the line-up brief: covers by period (with the sum shown), VIPs and occasions, every allergy or dietary note copied exactly as written, large parties, private events, specials, 86'd items and open shifts.
- Posts it to your team's Slack channel.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Google Sheets, Notion and Slack, connected in Settings → Integrations.
- A reservations sheet updated before each run, a rota sheet and a Notion database for specials and 86'd items.
What it doesn't do
- It doesn't connect to OpenTable, Resy or a POS: it reads only what's in the sheet, so export or paste bookings in first.
- It never infers allergies: it copies the notes on bookings as written, so staff must still ask every table.
- It doesn't change bookings, the rota or the Notion list.
- Rows whose date it can't read are left out of the brief (2026-10-13, 10/13/2026 or October 13, 2026 all work).
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, Notion and Slack.
- Nothing to send: the agent runs on a schedule.
- About 15 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 reservations and rota sheets (Settings → Integrations → Google Sheets).
3. Connect Notion
Connect Notion and share your Specials & 86 database with Fluxo Flow (Settings → Integrations → Notion).
4. Connect Slack
Connect your Slack workspace (Settings → Integrations → Slack) and invite the app to your team channel.
5. Pick your reservations and rota sheets
Open “Read today's reservations and events” and “Read the rota” and pick the account, spreadsheet and tab for each.
| Setting | What to enter | In step |
|---|---|---|
| Google account (reservations) | The Google account that can open your reservations sheet. Pick your connected Google Sheets account. | “Read today's reservations and events” |
| Reservations spreadsheet | Paste the link of the spreadsheet with your bookings and events. | “Read today's reservations and events” |
| Reservations tab | One row per booking or event: Date, Time, Name, Covers, Area, Notes (VIP, allergies, occasion), Status. | “Read today's reservations and events” |
| Google account (rota) | The same Google account. Pick your connected Google Sheets account. | “Read the rota” |
| Rota spreadsheet | Paste the link of your rota spreadsheet. | “Read the rota” |
| Rota tab | One row per shift: Date, Start, End, Role, Name (blank or OPEN when unfilled). | “Read the rota” |
6. Pick your Specials & 86 database
Open “Read the specials & 86 list” and pick your account and database.
| Setting | What to enter | In step |
|---|---|---|
| Notion account | The Notion workspace with your Specials & 86 database. Pick your connected Notion account. | “Read the specials & 86 list” |
| Specials & 86 database | One page per special or 86'd item. Share it with Fluxo Flow first: ••• → Connections. | “Read the specials & 86 list” |
7. Describe your venue
Open “Write the line-up brief” and replace the placeholder with your services, VIP rule and reminders.
| Setting | What to enter | In step |
|---|---|---|
| Your venue and brief layout | Replace the placeholder with your venue name, local time zone, service periods, what counts as a VIP, your large-party size, standing reminders and any layout preferences. It starts as “[DESCRIBE YOUR VENUE: NAME, SERVICE TIMES, WHAT COUNTS AS A VIP, LARGE-PARTY SIZE, ANY STANDING REMINDERS FOR THE TEAM AND HOW YOU LIKE THE BRIEF LAID OUT HERE]” until you replace it. | “Write the line-up brief” |
8. Pick the team channel
Open “Post the brief to Slack” and pick your account and channel.
| Setting | What to enter | In step |
|---|---|---|
| Slack account | The Slack workspace your team uses. Pick your connected Slack account. | “Post the brief to Slack” |
| Team channel | Where the brief is posted, e.g. #front-of-house. | “Post the brief to Slack” |
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 the time before service, and switch the schedule on. Update the reservations sheet before it runs.
How it works
The agent is a normal workflow with 9 steps (1 AI step). You can open, edit and monitor it like any other workflow.
- Every day at 15:00 — Runs on a schedule (cron 0 15 * * *, UTC — change it in the trigger's settings). Runs every day before evening service. Set your time zone (and the time) on the trigger.
- Read today's reservations and events — Google Sheets: Read rows. Reads your reservations sheet (exported or pasted from OpenTable, Resy or your POS): one row per booking or event, with date, time, name, covers and notes.
- Read the rota — Google Sheets: Read rows. Reads your rota sheet, to spot today's open or unfilled shifts.
- Read the specials & 86 list — Notion: Query a database. Reads your Notion “Specials & 86” database: one page per special or 86'd item, with its date or an Active tick.
- Keep today's bookings — Step. In code, not AI: keeps only the reservation rows dated today in the trigger's time zone (set it on the trigger), so other days never reach the brief.
- Keep today's shifts — Step. In code, not AI: keeps only the rota rows dated today in the trigger's time zone.
- Write the line-up brief — AI step (runs on your AI provider key). AI writes today's pre-shift brief: covers by time, VIPs, large parties and occasions, allergies noted on bookings, private events, specials and 86'd items, and open shifts.
- Post the brief to Slack — Slack: Post a message. Posts the brief to your team channel before service.
- Brief posted — Kept in the run history. The run history keeps the brief and the numbers behind it.
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.
Go live
- Open the trigger, set your time zone and the time before service, and switch the schedule on. Update the reservations sheet before it runs.
- 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
Does it connect to OpenTable, Resy or my POS?
No. Export or paste the day's bookings into the reservations sheet (many systems can export to CSV or Google Sheets) before the brief runs.
How should the Notion list look?
A database with one page per item: a Name, a Type (Special or 86), and either a Date or an Active tick, plus optional Price and Notes. Share it with Fluxo Flow (••• → Connections).
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 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 .