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AI agent for training and development managers

Leadership Program Cohort Tracker Agent

Cohort participants stay on track and sponsors know when to step in.

MonitoringEducationManagementHuman resources
See how it worksGet access
Leadership Program Cohort Tracker Agent: what goes in, what the agent does and what you get

What it does

In a leadership program of 24 people, a few fall behind by month three and the sponsors lose track of who needs help. This agent tracks cohort milestones, completions and sponsor meetings. It flags lagging participants and drafts nudges to the participant and the sponsor. It checks whether the nudge led to progress and escalates if not. It adjusts the tone of each nudge to how long the participant has been late, starting with a friendly reminder and moving to a direct request for the sponsor to step in. Each week it gives the manager a short list of who is on track, who is late and who has been escalated. Edge case: a participant on a major project is flagged but given an extension option. The manager approves messages.

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, continueNo 1 STARTS WHEN Weekly cohort check 2 USES A TOOL Read milestones, completions and sponsor meetings 3 DOES Flag participants who are late 4 DOES Draft nudges to participants and sponsors 5 YOU APPROVE Manager approves messages 6 USES A TOOL Send approved messages 7 USES A TOOL Check progress after 5 days 8 CHECKS THE RESULT Did the participant make progress? If not: draft an escalation to the sponsor and manager.Back to step 7. 9 DOES Update the cohort tracker 10 RESULT Weekly cohort report
Read the steps as a list
  1. Weekly cohort check
  2. Read milestones, completions and sponsor meetings
  3. Flag participants who are late
  4. Draft nudges to participants and sponsors
  5. Manager approves messagesThe agent waits here for your OK.
  6. Send approved messages
  7. Check progress after 5 days
  8. Did the participant make progress?If not: draft an escalation to the sponsor and manager. Back to step 7.
  9. Update the cohort tracker
  10. Weekly cohort report

How it decides

It marks a participant as lagging when a milestone is late by a set number of days and chooses nudges by how long they have lagged.

  • Lagging means a milestone late by 7 days.
  • Nudge the participant first, then the sponsor.
  • Escalate after 2 nudges with no progress.
  • Offer an extension if the manager approves.

Make it yours

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

  • Late days limit
  • Escalation steps
  • Message tone
  • Sponsor roles
  • Report frequency

What keeps you in control

It always asks you first

  • All messages
  • Any extension or removal

Hard limits

  • Do not message anyone without approval.
  • Do not share one participant's status with another.

It stops when

  • Done: all participants completed milestones or were handled
  • Stop: a participant withdraws

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 24 participants, 5 are late on their action-learning milestone. The agent drafts nudges, and the manager approves. After five days, 3 progressed and 2 did not. The check fails for those two, so the agent drafts messages to the sponsors. One participant is on a product launch, so the manager offers an extension.

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