AI agent for pharmaceutical sales representatives
Speaker Program Compliance and Logistics Agent
A speaker program that is planned, run and closed out within company and legal rules
What it does
Reps organize speaker dinners and lunch-and-learns several times a month, and each one has strict rules: per-attendee meal caps, approved venues, approved speakers and slide decks, and sign-in records for every guest. This agent builds the event plan from your request, checks the speaker's contract and training status, the venue against the approved list and the projected cost per head against the cap. It drafts invitations only to eligible prescribers, excluding those from states or institutions that ban the meal. After the event it reconciles the sign-in sheet with the invite list and receipts, recomputes spend per attendee and flags any guest without a valid license number. If spend runs over, it notes which items to remove from the claim. You approve the plan, the invites and the close-out. Edge case: a spouse who attends cannot be counted and the meal cost must be excluded.
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
- Rep submits a speaker program request
- Check speaker contract, training date and approved deck
- Check venue approval and projected cost per attendee
- Are speaker, venue and cost all within rules?If not: suggest an approved venue or smaller menu and recalculate. Back to step 3.
- Draft invitations for eligible prescribers only
- Rep and manager approve plan and invite listThe agent waits here for your OK.
- After the event, reconcile sign-ins, invites and receipts
- Does every attendee have a valid license and is spend under cap?If not: exclude ineligible costs and list attendees missing license data. Back to step 7.
- Rep approves the close-out submissionThe agent waits here for your OK.
- Compliant program record ready for the expense system
How it decides
A program goes forward only if speaker, venue and deck are approved and projected cost per attendee is under the cap. Guests are counted only with a valid license and an eligible state.
- Programs over the per-attendee meal cap are revised before approval
- Prescribers from states with meal bans are left off the invite list
- Guests without a license number are excluded from the attendee count
- Close-out must be submitted within the company deadline, default 5 days
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Meal cap per attendee by state (default company policy)
- Close-out deadline after event (default 5 days)
- Which prescriber specialties to invite (default product target list)
- Who must approve programs (default rep and district manager)
What keeps you in control
It always asks you first
- Program plan and invites
- Close-out submission
Hard limits
- Never sends invitations without approval
- Never alters sign-in records
It stops when
- Done: close-out submitted with all attendees validated
- Stop: speaker training expired, the program cannot proceed until renewed
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
