AI agent for training coordinators
Training Request Intake Agent
Each request becomes a clear scope or a recommendation that training is not the fix.
What it does
A manager writes, We need training for the sales team, and a week of back and forth follows. This agent reads each request, asks clarifying questions such as, What should people do differently after it? and checks existing courses for a fit. It then decides whether training is the right fix, since a process or tool problem will not be solved by a course, and drafts a scope with audience, goals and measures. If the answers are thin, it asks again before drafting. Edge case: a request for training turns out to be a missing job aid, so the agent recommends one. The coordinator approves the next step.
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
- Training request arrives
- Read the request and check the existing course catalog
- Write clarifying questions on the goal, audience and what is different after training
- Coordinator approves the questions to sendThe agent waits here for your OK.
- Send questions and collect answers
- Are the answers clear enough to define the gap?If not: ask follow-up questions. Back to step 3.
- Decide whether the gap is a skill gap or a process or tool gap
- Draft a scope with audience, goals and measures, or a non-training recommendation
- Coordinator approves the next stepThe agent waits here for your OK.
- Scope or recommendation memo
How it decides
It recommends training only when the gap is a skill or knowledge gap that people could close, and otherwise suggests a process, tool or job aid.
- If a course already covers the need, recommend it first.
- If the problem is a missing tool or unclear process, do not propose training.
- A scope must name the audience and a measurable change.
- Ask follow-ups when goals are vague.
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Question set
- Decision criteria
- Scope template
- Follow-up limit
- Catalog source
What keeps you in control
It always asks you first
- Questions sent to the requester
- The final scope or recommendation
Hard limits
- Do not commit the team to a course.
- Do not send memos without approval.
It stops when
- Done: the request is scoped or redirected and approved
- Stop: the requester does not answer after two reminders
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
