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AI agent for biologists

Fieldwork Season Planning Agent

A season where every planned survey happens inside its window with permits and resources in place

PlanningSchedulingScience and research
See how it worksGet access
Fieldwork Season Planning Agent: what goes in, what the agent does and what you get

What it does

A field season has many moving parts: sites, permits, staff, vehicles, gear and the narrow windows when species can be surveyed. This agent builds the season plan from your survey protocol and site list. It places each visit inside its biological window, then checks it against permit dates, staff training and availability, vehicle bookings and gear. Conflicts are listed with options, and it moves visits or lists what needs action until the plan is clean. The project lead approves the plan. Once the season starts, it checks completed visits each week, reschedules missed ones inside the window and warns when a window has fewer open days left than visits remaining. It never schedules outside the window. Edge case: a breeding survey window that overlaps a public holiday when the site is closed is flagged months ahead.

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 Season planning begins 2 DOES Place visits inside biological windows 3 USES A TOOL Check permits, staff, vehicles and gear 4 CHECKS THE RESULT Is the plan free of conflicts? If not: move visits or list what needs action. Back tostep 2. 5 YOU APPROVE Project lead approves the plan 6 USES A TOOL Track completed visits each week 7 CHECKS THE RESULT Are all due visits done? If not: reschedule missed visits within the window. Backto step 6. 8 RESULT Season survey log complete
Read the steps as a list
  1. Season planning begins
  2. Place visits inside biological windows
  3. Check permits, staff, vehicles and gear
  4. Is the plan free of conflicts?If not: move visits or list what needs action. Back to step 2.
  5. Project lead approves the planThe agent waits here for your OK.
  6. Track completed visits each week
  7. Are all due visits done?If not: reschedule missed visits within the window. Back to step 6.
  8. Season survey log complete

How it decides

It schedules visits inside biological windows and flags conflicts with permits, staff, vehicles or site access. Missed visits are rescheduled to the next open slot in the window.

  • Never schedule outside the biological window
  • Flag permits that expire before the last visit
  • Warn when a window has fewer open days than remaining visits

Make it yours

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

  • Biological windows per species
  • Permit reminder lead time (default 60 days)
  • Staff and vehicle lists
  • Weekly report day

What keeps you in control

It always asks you first

  • Season plan
  • Rescheduling that changes staff assignments

Hard limits

  • Never applies for permits
  • Never changes staff bookings without approval

It stops when

  • Done: all visits completed
  • Stop: a permit is denied; tell the lead

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 happensFor 22 wetland sites, the conflict check found two permits expiring June 30 before the last July visits, and one vehicle booked twice on May 14. The lead renewed the permits early and the agent swapped the vehicle. Mid-season, rain caused three missed visits in week 6. The weekly check failed, so the agent fit them into the last week of the window. The lead approved.

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