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AI agent for librarians

Library Program Planning Agent

Well-attended programs that meet their audience goals

PlanningEducationOperations
See how it worksGet access
Library Program Planning Agent: what goes in, what the agent does and what you get

What it does

Library programs like story times, workshops and author talks need rooms, presenters, materials, promotion and registration, and details slip when staff are stretched. This agent takes a program idea and its audience goal, checks room and staff calendars for open dates, and drafts a plan with a timeline for booking, promotion and supplies. It sets up registration and watches sign-ups against the target. If sign-ups are low two weeks out, it suggests extra promotion channels or a new date. After the event it records attendance and feedback and compares them with the goal. The librarian approves room bookings and all public promotion. Edge case: a presenter contract or fee is always passed to the librarian and never confirmed by the agent.

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 Program idea approved 2 USES A TOOL Check rooms and staff calendars 3 DOES Draft plan, timeline and budget 4 YOU APPROVE Librarian approves bookings and promotion 5 USES A TOOL Open registration and track sign-ups 6 CHECKS THE RESULT Are sign-ups on pace two weeks before? If not: suggest more promotion or a new date. Back tostep 4. 7 DOES Record attendance and feedback 8 RESULT Program report
Read the steps as a list
  1. Program idea approved
  2. Check rooms and staff calendars
  3. Draft plan, timeline and budget
  4. Librarian approves bookings and promotionThe agent waits here for your OK.
  5. Open registration and track sign-ups
  6. Are sign-ups on pace two weeks before?If not: suggest more promotion or a new date. Back to step 4.
  7. Record attendance and feedback
  8. Program report

How it decides

Dates are picked by room and staff availability and audience patterns. Sign-up pace against target decides extra promotion.

  • Sign-ups under half of target at two weeks triggers action
  • Family programs avoid school hours
  • Budget limits checked before booking

Make it yours

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

  • Lead time
  • Promotion channels
  • Sign-up targets
  • Feedback form

What keeps you in control

It always asks you first

  • Room bookings
  • Public promotion
  • Presenter fees

Hard limits

  • No contracts or payments by the agent
  • Patron data kept private

It stops when

  • Done: report filed
  • Stop: program cancelled

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 happensLibrarian June Park proposed a teen coding workshop for March 22. The agent found Room B free and drafted promotion. The check found the presenter had not confirmed and only 4 of 20 seats were filled one week out. It looped back, sent a confirmation request and suggested a school newsletter post. June approved, and 18 teens attended.

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