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AI agent for team leads

Daily Entry Backlog and Priority Agent

A daily plan where every deadline is met or the lead knows early which ones will not be

PlanningSchedulingIT and developmentOperationsManagement
See how it worksGet access
Daily Entry Backlog and Priority Agent: what goes in, what the agent does and what you get

What it does

The team lead starts each day with hundreds of items and has to guess which ones can wait. This agent reads the queue and the due dates, then estimates the time each batch needs from the team's own past throughput by document type. It sorts by deadline and customer priority, and assigns batches to the people available, taking account of skills and absences. At midday it checks progress against the plan and reshuffles if a batch is running slow or a rush item arrives. If the plan no longer fits the capacity, it lists what will be late and by how much. The lead approves the plan and any change to promised deadlines. Edge case: a batch from a customer with a contractual deadline is placed first even when it is small.

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 Start of the working day 2 USES A TOOL Read the queue and due dates 3 USES A TOOL Read past throughput by document type and today'savailability 4 DOES Estimate time per batch and sort by deadline andpriority 5 CHECKS THE RESULT Does total work fit today's capacity? If not: mark batches that will slip and propose overtimeor a move to tomorrow. Back to step 3. 6 DOES Assign batches to people by skill and availability 7 YOU APPROVE Lead approves the plan and any changed commitments 8 USES A TOOL Check progress at midday 9 CHECKS THE RESULT Is each batch on track for its deadline? If not: reassign work or change the order, then updatethe lead. Back to step 3. 10 RESULT End-of-day report of done and carried-over batches
Read the steps as a list
  1. Start of the working day
  2. Read the queue and due dates
  3. Read past throughput by document type and today's availability
  4. Estimate time per batch and sort by deadline and priority
  5. Does total work fit today's capacity?If not: mark batches that will slip and propose overtime or a move to tomorrow. Back to step 3.
  6. Assign batches to people by skill and availability
  7. Lead approves the plan and any changed commitmentsThe agent waits here for your OK.
  8. Check progress at midday
  9. Is each batch on track for its deadline?If not: reassign work or change the order, then update the lead. Back to step 3.
  10. End-of-day report of done and carried-over batches

How it decides

Batches are ordered by contractual deadline first, then due date, then customer priority. Time estimates come from the last 30 working days.

  • Contractual deadlines go first
  • Add 15 percent to estimates for new document types
  • Flag any batch projected to finish later than its due time
  • Move small rush items ahead only when they fit the capacity

Make it yours

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

  • Throughput window in days (default 30)
  • Priority rules by customer
  • Time of the midday check
  • Buffer added for new document types (default 15 percent)

What keeps you in control

It always asks you first

  • The daily plan
  • Any change to a promised deadline

Hard limits

  • Never changes customer commitments itself
  • Never assigns work to someone marked absent

It stops when

  • Done: day closed with all batches done or deliberately carried over
  • Stop: the queue cannot be read

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 8:30 the queue held 640 invoices and 90 claim forms. The estimate showed 52 hours of work against 44 hours of capacity, so the check failed. The agent marked 70 invoices due Friday as likely to slip, and the lead moved two people from archive work. At midday claims were 2 hours behind, so the agent reordered the afternoon and everything due that day finished.

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