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AI agent for retail sales associates

Customer Order Pickup Readiness Agent

Pickup orders are ready when the customer arrives, or the customer is told early

Customer Order Pickup Readiness Agent: what goes in, what the agent does and what you get

What it does

A customer arrives for a pickup, and the order cannot be found in the back room or is missing an item. Associates handle pickup orders between other tasks, so problems show up at the counter. This agent reads open pickup orders, checks stock and staging for each, and flags orders at risk, such as an item not found, a late hold or no staging bin. It contacts the customer when an order will be delayed, with a short message. Each hour, it rechecks the open orders and updates the list. The lead approves cancellations. Edge case: one item in an order is out of stock, so the agent offers a substitution or partial pickup.

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
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Hourly pickup check 2 USES A TOOL Load open pickup orders and windows 3 DOES Check stock and staging for each order 4 CHECKS THE RESULT Is every item staged or findable before the pickupwindow? If not: flag the order and search alternate locationsand stock. Back to step 2. 5 DOES Draft a customer message for orders that cannot beready 6 YOU APPROVE Lead approves customer messages and cancellations 7 USES A TOOL Send messages and record replies 8 DOES Update staging and the ready list 9 CHECKS THE RESULT Are flagged orders resolved or the customerinformed? If not: try a substitution or partial pickup andrecheck. Back to step 3. 10 RESULT Order status board
Read the steps as a list
  1. Hourly pickup check
  2. Load open pickup orders and windows
  3. Check stock and staging for each order
  4. Is every item staged or findable before the pickup window?If not: flag the order and search alternate locations and stock. Back to step 2.
  5. Draft a customer message for orders that cannot be ready
  6. Lead approves customer messages and cancellationsThe agent waits here for your OK.
  7. Send messages and record replies
  8. Update staging and the ready list
  9. Are flagged orders resolved or the customer informed?If not: try a substitution or partial pickup and recheck. Back to step 3.
  10. Order status board

How it decides

An order is ready when every item is staged. It is at risk when an item is missing 2 hours before the window.

  • Flag an order 2 hours before the window with a missing item
  • Offer substitution or partial pickup before cancelling
  • Message customers as soon as a delay is known
  • Keep a clean staging bin list

Make it yours

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

  • Check frequency (default hourly)
  • Risk window (default 2 hours)
  • Message wording
  • Substitution rules

What keeps you in control

It always asks you first

  • Lead approves cancellations and refunds
  • Lead approves substitutions

Hard limits

  • Never cancel without approval
  • Do not share customer details
  • Message customers politely

It stops when

  • Done: all orders picked up or resolved
  • Stop: store closes with orders unresolved and the lead decides

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 happensAt 1 pm an order for pickup at 3 has four items. A kettle is not in the staging bin, and the system shows two in stock. The agent flags it and asks for a search. It is found on the wrong shelf. Another order has a blender out of stock, so the agent drafts an offer of a similar model or a partial pickup. The lead approves and the customer accepts.

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