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AI agent for laboratory managers

Research Equipment Booking Constraint Agent

Feasible facility schedules that include every prerequisite.

SchedulingPlanningScience and researchOperations
See how it worksGet access
Research Equipment Booking Constraint Agent: what goes in, what the agent does and what you get

What it does

Shared research facility bookings often ignore setup, qualification and calibration time, so experiments collide or start on uncalibrated equipment. This agent takes a booking request and searches for slots that satisfy all rules: setup time, user qualification for the instrument, calibration windows and cleaning time between users. It creates internal holds on feasible slots and watches for changes in availability, such as maintenance or a cancelled calibration. When a hold is no longer feasible, it releases it and proposes another slot. Confirmed bookings stay with the facility manager. Edge case: a user whose instrument training has expired gets no hold until the training is renewed.

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, continueYes, continueApprovedNoNo 1 STARTS WHEN Booking requested 2 USES A TOOL Find feasible slots 3 CHECKS THE RESULT Are setup, qualification and calibration satisfied? If not: pick another slot. Back to step 2. 4 USES A TOOL Create internal holds 5 CHECKS THE RESULT Is the slot still feasible after changes? If not: release holds and propose another. Back to step2. 6 YOU APPROVE Facility manager confirms 7 RESULT Facility scheduling proposal
Read the steps as a list
  1. Booking requested
  2. Find feasible slots
  3. Are setup, qualification and calibration satisfied?If not: pick another slot. Back to step 2.
  4. Create internal holds
  5. Is the slot still feasible after changes?If not: release holds and propose another. Back to step 2.
  6. Facility manager confirmsThe agent waits here for your OK.
  7. Facility scheduling proposal

How it decides

It schedules only feasible slots and revises on changes.

  • No hold for users with expired qualification.
  • Calibration and cleaning time are always blocked.
  • Holds are released when no longer feasible.
  • Only the facility manager confirms bookings.

Make it yours

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

  • Setup, calibration and cleaning times per instrument
  • Qualification records to check
  • How long holds last before release (default 48 hours)
  • Who confirms bookings (default: facility manager)
  • Notification channel for changes

What keeps you in control

It always asks you first

  • Confirmed bookings
  • Equipment safety sign-off

Hard limits

  • Only agent-created holds released.

It stops when

  • Done: proposal confirmed.

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 happensA researcher requests 4 hours on the confocal microscope on February 11. The first slot starts at 9 am, but calibration takes 9 to 10 am. The check fails, so the agent moves the hold to 10 am to 2 pm. On February 9, maintenance is scheduled for 1 pm. It releases the hold and proposes 2 to 6 pm. The facility manager confirms.

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