Pre-Visit Prep Instructions

What it does

Emails each booked customer how to prepare — in your prep sheet's own wording — and reminds them the day before with the arrival window.

• Starts from each new row in your bookings sheet (customer, email, service type, date, arrival window).
• Reads your prep sheet and AI writes the prep email for that service, copying your instructions — pets inside, clear the area, water shut-off, re-entry time — word for word.
• Sends it straight away; an approval switch is available, and jobs with no matching prep row always wait for a person.
• Whether and when the day-before reminder goes is worked out in code from the visit date, in your time zone — never by the AI.
• Waits until the day before the visit and emails a reminder with the arrival window and the key prep steps.
• Works for pest control, carpet cleaning, painters, movers and pool openings.

What it needs

• A paid plan (agents run live on paid plans).
• An AI provider key (Settings → AI Providers).
• Google Sheets, connected in Settings → Integrations.
• A bookings sheet and a prep sheet with one row of instructions per service type.

What it doesn't do

• Safety and re-entry wording comes only from your prep sheet or product label text and is never invented.
• Wait steps last at most 30 days: jobs booked more than 30 days out get only the first email.
• It doesn't reschedule or move jobs in your scheduling software.
• 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.
• The app it watches, connected in Settings → Integrations (the agent starts from an app event).
• About 15 minutes.

• Bring your own AI key
• Google Sheets (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 bookings and prep sheets (Settings → Integrations → Google Sheets).

• Connecting Google Sheets

3. Pick your bookings sheet

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

4. Pick your prep sheet

Open “Read your prep sheet” and pick the account, spreadsheet and tab with one row per service type.

5. Write your scheduling rules

Open “Write the prep email” and replace the placeholder with your arrival windows, reschedule process and sign-off, then open “Check the visit date” and enter your time zone.

6. Add your office inbox

Open the two email steps and enter your office inbox as Reply-to in each.

7. 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

8. Switch the trigger on

Open the trigger and click “Activate app trigger”. New bookings are picked up on your plan's schedule interval.

How it works

The agent is a normal workflow with 14 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.

• New booked job — Starts on “New row” in Google Sheets (an app event). Starts a run for each row added to your bookings sheet (customer, email, service type, date, arrival window), checked on your plan's schedule interval.
• Read your prep sheet — Google Sheets: Read rows. Reads your prep sheet: one row per service type with what the customer should do before the visit (pets inside, clear the area, water shut-off, re-entry time after treatment).
• Write the prep email — AI step (runs on your AI provider key). AI writes the prep email for this service using only your prep sheet's wording (safety and re-entry text is never invented), plus the day-before reminder with the arrival window.
• Check the visit date — Step. In code, not AI: works out the days to the visit in your time zone. Visits 2 to 30 days away get a reminder at 9:00 the day before; sooner or further out get only the first email. Change the window here (within.min / within.max) and the reminder time in add (remind_at).
• Approve first? — Decision: picks the branch to follow. Off by default: prep emails go out at once. Switch it on in your rules to approve every email; jobs with no matching prep row always wait.
• Check the prep email — A person approves or rejects it in Reviews (the run waits). Branch: Review first. A person checks the instructions against your prep sheet, edits if needed and approves.
• Not sent — Kept in the run history. Branch: Rejected. Rejected: nothing was emailed.
• Email the prep instructions — Sends an email from your workspace's sender. Branch: Approved / Send without review. Sends the prep email now, with replies going to your office.
• Prep email sent — Kept in the run history. The run history keeps the email that was sent.
• Remind the day before? — Decision: picks the branch to follow. Branch: Approved / Send without review. Decided in code: jobs 2 to 30 days away with a matching prep row get a reminder the day before; the rest get only the first email.
• No reminder — Kept in the run history. Branch: No reminder. The job is too soon, more than 30 days away, has a date the check can't read or had no prep row.
• 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 the visit (computed in code, at most 30 days).
• Email the day-before reminder — Sends an email from your workspace's sender. Reminds the customer of the arrival window and the key prep steps.
• Reminded — Kept in the run history. The run history keeps the reminder.

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.Customer, row.Email, row.Phone, row.Address, row.Service type, row.Date, row.Arrival window, row.Notes, 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 bookings 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

What goes in the prep sheet?

One row per service type (e.g. General pest, Termite, Carpet cleaning, Interior painting) with the customer's preparation steps and any re-entry or drying time, in your own words or copied from the product label. The agent copies only this text.

What if a job is booked months ahead?

A Wait step lasts at most 30 days, so jobs more than 30 days out get the first email but no day-before reminder.

Does it reschedule?

No. The email says how to reschedule your way (call or reply).

How is the reminder timed?

In code, not by the AI: “Check the visit date” counts the days to the visit in your time zone. Visits 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.
• 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