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AI agent for administrative assistants

Visitor Arrival Preparation Agent

Have every visitor expected, registered and comfortable on arrival

SchedulingAutomationFinanceHospitality and eventsOperations
See how it worksGet access
Visitor Arrival Preparation Agent: what goes in, what the agent does and what you get

What it does

A client visits and the receptionist has no name on the list and the room is double-booked. This agent reads the visit request and works through every need. It books a meeting room, registers a visitor badge, orders refreshments for the right number and dietary needs, and checks directions and parking. It sends the visitor a confirmation and asks for missing details, such as a car plate. It then checks each booking: is the room still free, is the badge registered, did the caterer confirm. If any fails, it fixes it and checks again. It rechecks the morning of the visit and alerts the assistant to changes. The assistant approves orders and messages. Edge case: if a visitor needs step-free access, the agent changes the room and route.

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 Visit request received 2 USES A TOOL Read the request and visitor details 3 USES A TOOL Book a room and register badges 4 DOES Draft the catering order and visitor confirmation 5 YOU APPROVE Assistant approves orders and messages 6 USES A TOOL Place the order and send the confirmation 7 CHECKS THE RESULT Are room, badges, catering and visitor allconfirmed? If not: Fix the missing item or find an alternative,then recheck. Back to step 3. 8 DOES Prepare directions, parking and reception notes 9 USES A TOOL Recheck everything the morning of the visit 10 CHECKS THE RESULT Has anything changed since confirmation? If not: Update the booking and tell the assistant andvisitor. Back to step 9. 11 RESULT Visit ready checklist
Read the steps as a list
  1. Visit request received
  2. Read the request and visitor details
  3. Book a room and register badges
  4. Draft the catering order and visitor confirmation
  5. Assistant approves orders and messagesThe agent waits here for your OK.
  6. Place the order and send the confirmation
  7. Are room, badges, catering and visitor all confirmed?If not: Fix the missing item or find an alternative, then recheck. Back to step 3.
  8. Prepare directions, parking and reception notes
  9. Recheck everything the morning of the visit
  10. Has anything changed since confirmation?If not: Update the booking and tell the assistant and visitor. Back to step 9.
  11. Visit ready checklist

How it decides

It treats a visit as ready only when the room, badge, catering and visitor confirmation are all confirmed.

  • Require all four confirmations before marking ready
  • Match the room size to the headcount plus 2
  • Apply dietary and access needs to every booking
  • Recheck at 8:00 on the day of the visit

Make it yours

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

  • Systems used (default room, badge, caterer)
  • Recheck time (default 8:00)
  • Catering budget per person (default company limit)
  • Visitor message template (default friendly and short)

What keeps you in control

It always asks you first

  • Assistant approves orders and messages

Hard limits

  • Never place orders or send messages without approval
  • Never share visitor details beyond the team
  • Follow building security rules

It stops when

  • Done: Visitors arrive and the checklist is closed
  • Stop: Visit is cancelled by the host

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 happensEight visitors arrive Thursday at 10:00. The agent books Room 4 and registers 8 badges. The caterer confirms 8 lunches, but the room check at 8:00 shows a double booking. It moves the visit to Room 6 and updates the sign and the visitor. One visitor needs vegan food, and the order is changed. The assistant approves the new orders.

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