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AI agent for tour guides

Timed Entry Ticket and Permit Agent

Hold a valid ticket and permit for every stop on every tour.

SchedulingRisk managementHospitality and eventsOperations
See how it worksGet access
Timed Entry Ticket and Permit Agent: what goes in, what the agent does and what you get

What it does

Popular sites sell timed tickets weeks ahead and some need guide permits. A guide who finds out a slot is gone has little time to fix it. When a tour is scheduled, this agent lists the sites and checks each one's ticket and permit rules, such as group size limits, release dates and guide badge requirements. It drafts bookings or requests, and the guide approves each one before it is sent or paid. It then confirms the booking and rechecks the date. If a slot is unavailable, it proposes other times or sites and updates the guide. Edge case: tickets release 60 days before and the agent sets a reminder to book on the release day.

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, continueNoNo 1 STARTS WHEN A tour is scheduled 2 USES A TOOL List sites and read ticket and permit rules 3 DOES Check group size, release dates and permit needs 4 DOES Draft the bookings or requests 5 YOU APPROVE Guide approves each booking 6 USES A TOOL Submit the booking and capture the confirmation 7 CHECKS THE RESULT Is the slot confirmed? If not: propose other times or sites that fit the plan.Back to step 3. 8 USES A TOOL Recheck the confirmations 14 and 3 days before 9 CHECKS THE RESULT Are all tickets and permits still valid for the dateand group size? If not: rebook or change the plan and tell the guide.Back to step 3. 10 RESULT Confirmation pack
Read the steps as a list
  1. A tour is scheduled
  2. List sites and read ticket and permit rules
  3. Check group size, release dates and permit needs
  4. Draft the bookings or requests
  5. Guide approves each bookingThe agent waits here for your OK.
  6. Submit the booking and capture the confirmation
  7. Is the slot confirmed?If not: propose other times or sites that fit the plan. Back to step 3.
  8. Recheck the confirmations 14 and 3 days before
  9. Are all tickets and permits still valid for the date and group size?If not: rebook or change the plan and tell the guide. Back to step 3.
  10. Confirmation pack

How it decides

It books the requested slot when rules are met. If sold out, it proposes the nearest alternative that keeps the tour timing.

  • Book on the release date at the earliest
  • Propose alternatives within 90 minutes of the plan
  • Recheck group size against limits
  • Never pay without approval

Make it yours

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

  • Lead time for reminders (default 60 days)
  • Alternative time window (default 90 minutes)
  • Group split rules
  • Payment limit

What keeps you in control

It always asks you first

  • Guide approves each booking, payment and permit request

Hard limits

  • Never spend money without approval
  • Never book a guide permit that is not the guide's

It stops when

  • Done: every stop confirmed
  • Stop: no slot is available, guide changes the tour

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 14-person tour needed a 9:30 museum slot. The site limited timed groups to 12. The check failed and the agent proposed splitting into 2 groups of 7 at 9:30 and 9:45. The guide approved. At 3 days, the agent rechecked and found both confirmations valid.

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