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AI agent for product managers

Beta Program Management Agent

Keep beta users engaged and turn feedback into a clear go or no-go against exit criteria

DecisionsExecutives and strategyManagementProduct development
See how it worksGet access
Beta Program Management Agent: what goes in, what the agent does and what you get

What it does

A beta starts with forty accounts, and by week three half have stopped using the product while feedback sits unread. This agent tracks every beta account's usage and the feedback it gave. It flags the silent ones and drafts a short check-in that asks a specific question about what they tried. It groups feedback into themes and counts how many accounts mention each. Then it checks the themes against the program's exit criteria, such as activation rate and a set of must-fix issues, and shows what is still missing. If criteria are not met, it recommends extending the beta or fixing items. The product leader approves outreach and the final go or no-go summary. Edge case: an account that churned for a known reason is excluded from the activation rate.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueYes, continueApprovedNoNo 1 STARTS WHEN Weekly beta review 2 USES A TOOL Pull usage and feedback for every beta account 3 DOES Flag accounts silent for 10 days 4 DOES Draft a check-in for each silent account 5 YOU APPROVE Product leader approves outreach 6 USES A TOOL Send approved check-ins and log replies 7 CHECKS THE RESULT Did at least half of the silent accounts respond orreturn? If not: Change the question or channel and try againafter a week. Back to step 3. 8 DOES Group feedback into themes and count accounts 9 CHECKS THE RESULT Do the themes and metrics meet the exit criteria? If not: List unmet criteria and recommend extend or fix.Back to step 2. 10 YOU APPROVE Product leader approves the go or no-go summary 11 RESULT Beta decision summary
Read the steps as a list
  1. Weekly beta review
  2. Pull usage and feedback for every beta account
  3. Flag accounts silent for 10 days
  4. Draft a check-in for each silent account
  5. Product leader approves outreachThe agent waits here for your OK.
  6. Send approved check-ins and log replies
  7. Did at least half of the silent accounts respond or return?If not: Change the question or channel and try again after a week. Back to step 3.
  8. Group feedback into themes and count accounts
  9. Do the themes and metrics meet the exit criteria?If not: List unmet criteria and recommend extend or fix. Back to step 2.
  10. Product leader approves the go or no-go summaryThe agent waits here for your OK.
  11. Beta decision summary

How it decides

It flags an account silent after 10 days without use. It marks a theme as must-fix when 3 or more accounts raise it.

  • Flag an account silent after 10 days
  • Mark a theme must-fix when 3 or more accounts raise it
  • Exclude accounts that left for a known unrelated reason
  • Recommend extend when activation is below the target

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Silence threshold (default 10 days)
  • Must-fix theme rule (default 3 accounts)
  • Exit criteria (default activation and must-fix count)
  • Outreach channel (default email)

What keeps you in control

It always asks you first

  • Product leader approves each outreach batch
  • Product leader approves the go or no-go summary

Hard limits

  • Never contact beta users without approval
  • Never promise features or dates
  • Keep beta feedback confidential

It stops when

  • Done: Exit criteria met and decision summary approved
  • Stop: Critical defect found, so pause the beta and alert the product leader

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensOf 40 accounts, 17 are silent after 10 days. The agent drafts 17 check-ins asking about the import step; 6 reply. Check one fails at 35 percent, so it changes the question to a short poll. Two weeks later the import theme (9 accounts) is must-fix and activation is 52 percent against 60. It recommends extending by 2 weeks.

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