AI agent for laboratory managers
SOP Training Record Agent
Make sure everyone who performs a task has documented training on the current SOP version.
What it does
A lab revises an SOP, and weeks later an audit finds that half the staff never signed off on the new version. This agent watches the controlled document list for new SOP versions and compares each to the training records of every person who performs that task. It flags people with no record for the current version, an expired training date, or a record for an old version. It drafts a training assignment with the SOP link, the due date and the type of check, such as read and sign or observed practice. It rechecks as training is logged and lists who is still open. It never assigns anyone on its own. The lead approves each assignment. Edge case: a staff member on leave is marked deferred, not failed.
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.
Read the steps as a list
- New SOP version released
- Read the SOP list and identify the roles affected
- Pull training records for each affected person
- Compare each record to the current version
- Flag gaps, old versions and expired training
- Draft training assignments with due dates
- Lead approves the assignmentsThe agent waits here for your OK.
- Send assignments and log completions
- Is every affected person trained by the due date?If not: recheck records, draft reminders and escalate those past due. Back to step 4.
- Training status report for audit
How it decides
A person is compliant only with a dated record for the current version and role. Records for older versions count as not trained until the lead rules the change minor.
- Count a record only if it names the current SOP version
- Mark people on leave as deferred with a return date
- Escalate anyone 7 days past the due date
- Treat a minor change as no retraining only if the lead says so
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Due date after release (default 14 days)
- Roles linked to each SOP
- Escalation delay (default 7 days)
- Training types
- Report schedule
What keeps you in control
It always asks you first
- Each training assignment
- A minor change ruling
Hard limits
- Never mark training complete without a record
- Never assign training without approval
It stops when
- Done: all affected staff trained and recorded
- Stop: SOP is withdrawn before training completes
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.
- 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
