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AI agent for public relations specialists

Spokesperson Interview Booking Agent

Every accepted interview has a confirmed time, logistics and a briefing note before the day.

SchedulingMarketingPR and communications
See how it worksGet access
Spokesperson Interview Booking Agent: what goes in, what the agent does and what you get

What it does

A reporter wants 20 minutes tomorrow, the spokesperson is traveling and two assistants swap emails for a day. For each accepted request, this agent checks the spokesperson's calendar, proposes three time slots that respect travel and prep needs, and sends them. When a slot is declined, it offers new options. Once a time is confirmed, it books the calendar entry, gathers background on the outlet and reporter, previous questions asked and recent coverage, and prepares a briefing note. It confirms logistics such as call link, location and recording. The specialist approves the booking and briefing note. Edge case: the reporter's deadline is earlier than the spokesperson's first free slot.

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, continueYes, continueApprovedNoNo 1 STARTS WHEN Interview request accepted 2 USES A TOOL Read the request and the spokesperson's calendar 3 DOES Propose 3 slots with prep and travel buffers 4 YOU APPROVE Specialist approves the slots before they areoffered 5 USES A TOOL Send the slots to the reporter 6 CHECKS THE RESULT Did the reporter confirm a slot? If not: propose new options, or ask the specialist abouta shorter or earlier slot. Back to step 2. 7 USES A TOOL Book the calendar entry and send the invite withcall details 8 DOES Research the outlet and reporter, then draft thebriefing note with likely questions 9 CHECKS THE RESULT Does the booking match the spokesperson's calendarand the note include all logistics? If not: fix the entry or add the missing logistics andrecheck. Back to step 7. 10 YOU APPROVE Specialist approves the booking and briefing note 11 RESULT Interview confirmed and briefing sent
Read the steps as a list
  1. Interview request accepted
  2. Read the request and the spokesperson's calendar
  3. Propose 3 slots with prep and travel buffers
  4. Specialist approves the slots before they are offeredThe agent waits here for your OK.
  5. Send the slots to the reporter
  6. Did the reporter confirm a slot?If not: propose new options, or ask the specialist about a shorter or earlier slot. Back to step 2.
  7. Book the calendar entry and send the invite with call details
  8. Research the outlet and reporter, then draft the briefing note with likely questions
  9. Does the booking match the spokesperson's calendar and the note include all logistics?If not: fix the entry or add the missing logistics and recheck. Back to step 7.
  10. Specialist approves the booking and briefing noteThe agent waits here for your OK.
  11. Interview confirmed and briefing sent

How it decides

It offers slots that leave 30 minutes of prep and respect travel buffers. Anything inside the reporter's deadline gets priority.

  • Leave 30 minutes of prep before any interview.
  • Offer no slots during travel or blocked times.
  • Prioritize the earliest slot within the reporter's deadline.
  • Send the briefing note 2 hours before the interview.

Make it yours

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

  • Prep buffer (default 30 minutes)
  • Slots offered (default 3)
  • Briefing note template
  • Spokesperson availability rules

What keeps you in control

It always asks you first

  • Specialist approves the proposed slots
  • Specialist approves the booking and briefing note

Hard limits

  • Never confirm without the specialist's approval
  • Do not share the spokesperson's full calendar

It stops when

  • Done: interview confirmed with a briefing.
  • Stop: the deadline cannot be met, so the specialist decides.

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 trade reporter asked for 20 minutes by Thursday noon. The agent proposed Wednesday 2 PM, Thursday 9 AM and 10 AM, with a 30-minute prep buffer. The reporter declined all three, so confirmation failed. It offered Wednesday 4:30 PM, which was accepted. The agent booked it and sent a note with 5 likely questions. The specialist approved the booking.

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