Managed Agents in HighLevel help you automate business processes, from researching leads and preparing sales briefs to creating marketing content, assisting customers, and coordinating internal operations. This article explores 30 practical ways to use Managed Agents, with customizable prompts to help you build your own. Whether you're a business owner, marketer, salesperson, or agency, these examples can help you identify opportunities to save time and simplify everyday work.
TABLE OF CONTENTS
- What Are Managed Agents in HighLevel?
- Sales and Lead Management Use Cases
- Marketing and Content Creation Use Cases
- Customer Support, Onboarding, and Retention Use Cases
- Business Operations and Team Productivity Use Cases
- Related Articles
What Are Managed Agents in HighLevel?
Managed Agents are AI-powered assistants that help automate multi-step business processes using natural-language instructions. You can create agents for different business needs, connect them to supported tools, and configure how and when they perform tasks.
If you're new to Managed Agents, these articles will help you understand the basics before exploring the use cases below:
Setup and Use Managed Agents in Agent Studio — Learn how Managed Agents work and how to create, configure, test, and publish your first agent.
How to Use the Guided Managed Agent Builder in HighLevel — Learn how to create and customize agents using natural-language prompts.
Managed Agents, Conversation AI & Ask AI: What's the Difference? — Understand when to use Managed Agents instead of HighLevel's other AI tools.
Sales and Lead Management Use Cases
Sales teams spend significant time researching prospects, reviewing contact records, preparing for meetings, and coordinating follow-ups. Managed Agents can take on much of this preparation and administrative work so salespeople have more relevant information when engaging potential customers.
1. Prospect Finder
What it does: Finds businesses that match your ideal customer profile and organizes relevant prospect information for sales outreach.
Practical scenario: A marketing agency wants to find dental clinics in specific cities that could benefit from its services. Instead of manually researching businesses, it uses an agent to identify prospects, collect available business details, and organize them for review.
Sample Prompt: Create a Prospect Finder agent for [Business Name]. Its purpose is to identify potential B2B customers matching our ideal customer profile: [Industry], [Location], [Company Size], and [Additional Criteria]. Run when requested. Use the connected Apollo search tools or other approved prospecting sources to find up to [Number] businesses per run. Collect verified business names, websites, locations, relevant business descriptions, and available contact information. Remove duplicate results, distinguish verified information from missing information, and provide a short explanation of why each prospect matches our criteria. Save approved prospects to our connected Google Sheet or create CRM contacts only after checking for existing records. Do not initiate outreach without approval.
Prerequisites: Apollo or another supported prospecting connector, prospect qualification criteria, and appropriate CRM or Google Sheets permissions.
2. Lead Research and Scoring
What it does: Researches incoming leads, evaluates their relevance to your business, and prepares useful information for sales qualification.
Practical scenario: A software company receives demo requests from businesses of different sizes. An agent reviews the form answers, researches each company, assigns a lead score, and records the findings so the sales team knows which leads deserve priority.
Sample Prompt: Create a Lead Research and Scoring agent for [Business Name]. Run whenever the [Lead Form Name] form is submitted. Review the contact's submitted details and existing CRM information. Use our approved research tools to gather publicly available information about the prospect's business, industry, services, and potential needs. Evaluate each lead using these weighted criteria: [Criteria and Weights]. Assign a score from 0 to 100 and classify the lead as High, Medium, or Low priority. Explain the score using evidence rather than assumptions. Add the score, research summary, and recommended next action to the contact record. Apply the appropriate qualification tag and create a sales task for high-priority leads. If information cannot be verified, mark it as unknown instead of guessing.
Prerequisites: Lead form, qualification criteria, CRM permissions, and a connected research tool such as Firecrawl or Apollo.
3. New Deal Brief
What it does: Creates a structured summary whenever a new opportunity enters the sales pipeline.
Practical scenario: A sales manager wants representatives to have useful context before contacting a new opportunity. An agent gathers the contact's CRM history, summarizes known requirements, and prepares a concise opportunity brief.
Sample Prompt: Create a New Deal Brief agent that runs whenever an opportunity is created in [Pipeline Name]. Review the opportunity details, associated contact information, existing CRM notes, relevant tags, and other available history. Prepare a structured brief containing the prospect's business, stated requirements, known challenges, opportunity value, current stage, previous interactions, and recommended next steps. Separate confirmed facts from recommendations. Add the summary as a CRM note and create a follow-up task for the assigned salesperson when one does not already exist. Do not change the opportunity value, stage, or owner without explicit instructions. If important information is missing, include questions the salesperson should ask.
Prerequisites: Opportunities pipeline, Opportunity Created trigger, contact and opportunity access, and task creation permissions.
4. New Lead Welcome
What it does: Welcomes new leads with relevant information and helps direct them toward the next step.
Practical scenario: A real estate agency receives inquiries through its website. An agent identifies the service the prospect is interested in, prepares an appropriate welcome message, and starts the relevant follow-up process.
Sample Prompt: Create a New Lead Welcome agent for [Business Name]. Run when someone submits [Lead Form Name]. Read the submitted information and identify the service or product they are interested in. Use our [Business Knowledge Base] to prepare a short, friendly welcome message explaining what happens next. Personalize the message using verified contact information and do not invent product details, pricing, or availability. Add a New Lead tag, record the inquiry category, and trigger the appropriate welcome workflow. Avoid duplicate messages if the contact has already received a welcome communication. Use only approved communication channels and stop outreach when the contact opts out.
Prerequisites: Form Submitted trigger, business Knowledge Base, CRM tags, and a configured welcome workflow.
5. Appointment Preparation Assistant
What it does: Prepares relevant prospect information before a scheduled appointment.
Practical scenario: A consultant conducts multiple discovery calls each day. An agent reviews the customer information and creates a briefing document before each meeting, helping the consultant prepare without manually searching the CRM.
Sample Prompt: Create an Appointment Preparation agent for [Business Name]. Run when an appointment is booked on [Calendar Name] and prepare the meeting brief [Time] before the appointment using a scheduled follow-up. Review the contact's CRM details, previous notes, opportunity status, stated interests, and relevant business information. Prepare a concise brief containing the meeting objective, customer background, prior interactions, potential needs, suggested questions, and outstanding issues. Save the brief to the CRM or a connected Google Doc. If the appointment is canceled, skip the preparation. If it is rescheduled, use the updated appointment time. Never invent customer requirements.
Prerequisites: HighLevel calendar, appointment trigger, CRM access, scheduled follow-up configuration, and optional Google Docs connector.
See Appointment Triggers in Managed Agents.
6. No-Show Appointment Recovery
What it does: Coordinates follow-ups after a customer misses an appointment.
Practical scenario: A service business loses potential appointments when customers fail to attend consultations. An agent identifies missed appointments, prepares an appropriate follow-up, and helps the customer reschedule.
Sample Prompt: Create a No-Show Recovery agent for [Business Name]. Run when an appointment on [Calendar Name] changes to No Show. Review the contact and appointment information, then prepare a polite follow-up acknowledging the missed appointment without assuming why it happened. Use our approved rescheduling link [Booking Link] and trigger the [No-Show Follow-Up Workflow] to send the message. Apply a No Show Follow-Up tag and create a task for the assigned team member when needed. Do not send repeated messages if the contact has already rescheduled or opted out. Stop the follow-up process when a new appointment is booked.
Prerequisites: Appointment Status Changed trigger, calendar, rescheduling link, CRM tags, and a messaging workflow.
7. Automated Lead Follow-Up
What it does: Coordinates a sequence of follow-ups for active leads who have not yet taken the next step.
Practical scenario: A business sends proposals to prospective customers, but some leads do not respond immediately. An agent helps maintain a consistent follow-up schedule while stopping communications when the prospect responds or books a meeting.
Sample Prompt: Create a Lead Follow-Up agent for [Business Name]. Start when the [Follow-Up Required] tag is added to an active lead. Review the contact's previous interactions, current opportunity stage, and available preferences. Prepare a personalized follow-up sequence consisting of an initial message, a second follow-up after [Number] days, and a final message after [Number] additional days. Use our approved messaging workflow and scheduled follow-up capabilities. Before each message, check whether the lead has responded, booked an appointment, become a customer, or opted out. Stop automatically when any stop condition is met. Record follow-up activity in the CRM and avoid repeating previously sent content.
Prerequisites: Tag Changed trigger, CRM history, approved messaging workflow, and scheduled follow-ups.
For timing and stop conditions, see How to Schedule Follow-Ups with Managed Agents.
8. Inactive Lead Re-Engagement
What it does: Identifies older leads who may still be interested and helps reintroduce your business.
Practical scenario: A fitness studio has hundreds of leads who previously expressed interest but never purchased a membership. An agent reviews eligible inactive leads and prepares targeted re-engagement messages based on their previous interests.
Sample Prompt: Create an Inactive Lead Re-Engagement agent for [Business Name]. Run weekly and review CRM contacts that match our inactive lead criteria: [Criteria], such as leads with no recorded engagement for [Number] days. Exclude customers, contacts in active sales conversations, unsubscribed contacts, and anyone already in a re-engagement campaign. Group eligible leads by their last known interest and prepare personalized outreach using current offers from [Business Knowledge Base]. Add the appropriate re-engagement tags and start the approved outreach workflow for eligible contacts. Record the reason each lead was selected, prevent duplicate enrollment, and stop further outreach when a contact responds or opts out.
Prerequisites: CRM contact information, clearly defined inactivity criteria, scheduled trigger, tags, and re-engagement workflow.
9. Lost Opportunity Recovery
What it does: Reviews lost sales opportunities and helps identify appropriate recovery actions.
Practical scenario: A software company wants to reconnect with prospects who previously declined because of missing functionality or timing constraints. An agent reviews the recorded loss reasons and prepares relevant outreach when a genuine reason to reconnect exists.
Sample Prompt: Create a Lost Opportunity Recovery agent for [Business Name]. Run when an opportunity in [Pipeline Name] changes to Lost. Review the opportunity notes, recorded loss reason, previous communications, and contact preferences. Categorize the loss as Timing, Budget, Feature Gap, Competitor, or Other only when the available evidence supports that classification. Record the category and recommend an appropriate recovery action. If the prospect is eligible, create a future follow-up task or enroll them in our approved lost-opportunity workflow. Use only verified offers or product updates from our Knowledge Base. Do not send immediate outreach when the contact has opted out, declined further contact, or has an unresolved complaint.
Prerequisites: Opportunity Status Changed trigger, pipeline access, CRM notes, and an approved recovery workflow.
10. Daily Sales Pipeline Digest
What it does: Summarizes sales activity and identifies opportunities that may need attention.
Practical scenario: A sales manager wants a daily view of important deals without reviewing every opportunity manually. An agent prepares a digest of high-value opportunities, stalled deals, and upcoming follow-up activities.
Sample Prompt: Create a Daily Sales Pipeline Digest agent for [Business Name]. Run every weekday at [Time] in our sub-account timezone. Review accessible opportunities in [Pipeline Names], their stages, values, recent activity, and upcoming tasks. Prepare a concise report containing the total open pipeline value, high-value opportunities, opportunities with no recorded activity for [Number] days, and deals requiring follow-up. Highlight missing information and avoid treating an empty activity log as proof that no customer interaction occurred outside HighLevel. Save the report to our connected Google Doc or approved internal destination. Do not change opportunity records while generating the report.
Prerequisites: Opportunity read permissions, scheduled trigger, and optional Google Docs or project-management connector.
11. CRM Data Quality Assistant
What it does: Identifies incomplete or inconsistent CRM records and helps maintain cleaner customer information.
Practical scenario: A growing company has contacts with missing names, incomplete phone numbers, duplicate information, and inconsistent tags. An agent reviews records and prepares a cleanup report.
Sample Prompt: Create a CRM Data Quality agent for [Business Name]. Run every [Frequency] and inspect the accessible CRM records included in [Defined Segment]. Identify contacts with missing required fields, inconsistent tags, incomplete company names, or other issues defined in our CRM data standards. Prepare a categorized report containing the contact reference, identified issue, and recommended correction. Apply only safe, deterministic updates that follow our approved rules. If a record appears to be a duplicate, flag it for review rather than merging or deleting it. Never invent missing customer information or overwrite a valid field with an unverified value. Create review tasks for unresolved issues.
Prerequisites: CRM read permissions, data-quality rules, scheduled trigger, and permissions for approved updates or task creation.
Marketing and Content Creation Use Cases
Marketing teams regularly create content, analyze performance, monitor competitors, and coordinate campaigns. Managed Agents can help turn existing business information into marketing assets and actionable insights while keeping the team in control of what gets published.
12. Social Media Posting
What it does: Creates branded social media posts and helps schedule or publish approved content.
Practical scenario: A restaurant wants regular Facebook and Instagram posts promoting its menu, events, and seasonal offers. An agent creates captions and visuals based on approved business information and prepares them for publishing.
Sample Prompt: Create a Social Media Posting agent for [Business Name]. Prepare [Number] posts per week for [Social Platforms]. Use our [Marketing Knowledge Base] and brand guidelines to create content about [Content Pillars]. For each post, write a platform-appropriate caption, suggested hashtags, a clear call to action, and an image brief. Generate an image when the required media capability is enabled. Avoid repeating recent content and never invent offers, prices, or product claims. Present the content for approval and use the available connected publishing tools only after approval. Schedule approved posts for [Preferred Days and Times], where supported. Keep a record of the prepared and scheduled content.
Prerequisites: Marketing Knowledge Base, brand guidelines, connected social accounts, appropriate publishing tools, and optional image generation.
13. Email Campaign Manager
What it does: Prepares personalized marketing email campaigns for selected customer segments.
Practical scenario: An online training company wants to promote a new course to existing subscribers who have shown interest in related topics. An agent prepares an email campaign using approved course information and relevant audience segmentation.
Sample Prompt: Create an Email Campaign Manager agent for [Business Name]. Help build marketing campaigns for contacts matching [Audience Criteria]. Use our [Marketing Knowledge Base] for accurate product details, offers, and brand messaging. For each campaign, create a campaign objective, audience description, two subject line options, preview text, email body, call to action, and recommended follow-up. Personalize content using available CRM information without making assumptions about customer preferences. Exclude unsubscribed or otherwise ineligible contacts. Submit the content and segment definition for review before activating the approved email workflow. Track the campaign name, intended audience, and approval status.
Prerequisites: Marketing Knowledge Base, CRM segments, email sending configuration, and approved campaign workflow.
14. Weekly Creative Studio
What it does: Produces batches of marketing creative assets for upcoming campaigns.
Practical scenario: An e-commerce brand needs new promotional images and short videos for weekly campaigns. An agent prepares creative concepts and generates reusable media assets according to the brand's guidelines.
Sample Prompt: Create a Weekly Creative Studio agent for [Business Name]. Run every [Day] at [Time]. Review our upcoming marketing themes, approved offers, product descriptions, and brand guidelines from [Marketing Knowledge Base]. Generate [Number] creative concepts for the coming week, including image ideas, short-video concepts, headlines, captions, and suggested placements. Use the available image and video generation capabilities to create assets in the required formats: [Dimensions or Aspect Ratios]. Save generated media to Media Storage and provide a clearly organized creative summary. Ensure all product claims are supported by approved information. Do not publish or distribute the assets without review.
Prerequisites: Marketing Knowledge Base, scheduled trigger, media generation capabilities, and brand assets.
15. Content Repurposing Assistant
What it does: Converts existing content into multiple formats for different marketing channels.
Practical scenario: A business publishes a monthly educational webinar. Instead of creating separate content for every channel, an agent converts the approved webinar transcript into social posts, email copy, and short-form content ideas.
Sample Prompt: Create a Content Repurposing agent for [Business Name]. Run when our team provides an approved article, webinar transcript, podcast transcript, or other source document. Analyze the source and identify its main ideas, practical takeaways, and useful examples. Create [Number] LinkedIn posts, [Number] short social captions, one email newsletter draft, and [Number] short-video scripts. Adapt the language and length for each destination while preserving the original meaning. Follow our brand voice from [Marketing Knowledge Base], avoid copying long passages unnecessarily, and do not introduce unsupported claims. Save the drafts to our connected Google Docs workspace for review before publication.
Prerequisites: Source content, brand Knowledge Base, optional Google Docs connector, and media generation if visuals are required.
16. Competitor Watch
What it does: Tracks publicly available competitor information and identifies meaningful changes.
Practical scenario: A marketing agency wants to monitor changes to competing agencies' services, pricing pages, and positioning. An agent reviews selected public websites and produces a weekly competitor intelligence report.
Sample Prompt: Create a Competitor Watch agent for [Business Name]. Every [Frequency], review the following approved competitor websites: [Website List]. Use our connected Firecrawl or other authorized research tools to retrieve publicly available information about product offerings, service descriptions, published pricing, and significant announcements. Compare the latest findings with previously saved results in [Connected Google Sheet or Document]. Highlight meaningful changes and include the relevant source URLs. Distinguish confirmed changes from possible changes that require verification. Prepare a concise report explaining what changed and why it may matter to our business. Do not access restricted information or modify competitor websites.
Prerequisites: Scheduled trigger, connected Firecrawl or another suitable research connector, competitor website list, and an optional Google Sheets or Docs connector.
Note: If using the separate Computer capability for browser research instead of a connected research tool, run the agent manually or through chat. Computer is not currently supported in trigger-based executions.17. Marketing Performance Report
What it does: Reviews advertising performance and produces reports highlighting important metrics and trends.
Practical scenario: A digital marketing agency manages advertising campaigns for multiple clients. An agent prepares recurring summaries of campaign performance, helping account managers identify changes worth investigating.
Sample Prompt: Create a Marketing Performance Report agent for [Business Name]. Run every [Frequency] and retrieve available Facebook Ads and Google Ads reporting data for [Reporting Period]. Analyze the accessible metrics, including spend, impressions, clicks, conversions, and other supported measurements. Compare results with the previous equivalent period when comparable data is available. Identify the strongest and weakest performing campaigns using clearly stated criteria. Prepare a structured report containing key metrics, significant changes, potential issues, and recommended actions. Do not invent missing metrics or imply that recommendations are guaranteed to improve results. Save the report to [Approved Destination] and do not modify advertising campaigns or budgets.
Prerequisites: Connected advertising accounts, appropriate Facebook Ads or Google Ads reporting permissions, scheduled trigger, and an optional reporting destination.
The supported reporting operations are described in Skills Platform for AI Agents.
18. Lead Source Quality Report
What it does: Evaluates which lead sources are generating valuable sales opportunities, rather than focusing only on advertising metrics.
Practical scenario: A business receives leads from Facebook, Google, referrals, and website forms. An agent analyzes the available CRM lead-source data and opportunity outcomes to identify which sources generate better-qualified leads.
Sample Prompt: Create a Lead Source Quality agent for [Business Name]. Run monthly and analyze CRM contacts and opportunities from [Reporting Period] using available lead-source fields, opportunity statuses, and qualification tags. Group records by their recorded source and calculate lead counts, qualified-lead counts, and won-opportunity counts where the underlying data supports those calculations. Identify sources with incomplete attribution and report them separately as Unknown. Explain patterns in lead quality without assuming causation. Produce a report showing the available source-level metrics and recommended areas for investigation. Do not alter attribution values, opportunity statuses, or campaign settings.
Prerequisites: Consistent lead-source tracking, CRM reporting access, qualification criteria, and scheduled trigger.
19. Customer Review Request
What it does: Coordinates review requests after eligible customer interactions.
Practical scenario: A home services company wants to request reviews after completed appointments. An agent checks the customer record and starts an approved review-request workflow without sending duplicate requests.
Sample Prompt: Create a Customer Review Request agent for [Business Name]. Run when an appointment on [Service Calendar] changes to Showed or when the [Service Completed] tag is applied. Confirm that the customer meets our review-request eligibility rules and has not recently received the same request. Use the configured [Review Request Workflow] to send our standard review invitation through an approved channel. Personalize the introduction using verified service details when appropriate. Record that the request process was started. Do not create fake reviews, offer incentives for positive ratings, or selectively request public reviews only from customers who gave favorable feedback. Respect contact preferences and configured message limits.
Prerequisites: Appointment or Tag Changed trigger, completed-service criteria, reputation settings, and a review-request workflow.
For the sending action, see Workflow Action – Review Request.
20. Customer Feedback Analysis
What it does: Analyzes survey responses and helps teams recognize customer concerns or opportunities for improvement.
Practical scenario: A business collects customer satisfaction surveys after each service. An agent categorizes the responses, identifies recurring themes, and creates follow-up tasks for feedback requiring attention.
Sample Prompt: Create a Customer Feedback Analysis agent for [Business Name]. Run whenever [Survey Name] is submitted. Review the submitted answers and identify the main feedback themes, overall sentiment, and any specific requests or complaints. Classify the feedback using our categories: [Categories]. Add a concise, factual summary to the contact record and apply the relevant feedback tag. For complaints requiring attention, create an internal follow-up task with the customer's stated concern and recommended next step. Never promise refunds, compensation, or policy exceptions. Generate a monthly summary of recurring themes when requested, using only accessible survey data.
Prerequisites: HighLevel survey, Survey Submitted trigger, CRM access, and internal task permissions.
Customer Support, Onboarding, and Retention Use Cases
Customer relationships require consistent communication, timely assistance, and organized follow-through. Managed Agents can support these activities by using approved business information, monitoring customer milestones, and helping teams respond to situations that need attention.
21. Customer Onboarding Coordinator
What it does: Coordinates tasks and communications when a prospect becomes a customer.
Practical scenario: A marketing agency signs a new client and needs to collect onboarding details, share a welcome packet, and assign setup tasks to different team members.
Sample Prompt: Create a Customer Onboarding agent for [Business Name]. Run when an opportunity in [Sales Pipeline] changes to Won. Review the customer's contact information, purchased service, opportunity notes, and our [Onboarding Knowledge Base]. Prepare a personalized welcome summary and identify the onboarding steps required for that service. Add the Customer and Onboarding tags, trigger the approved onboarding workflow, and create the necessary internal setup tasks with clear descriptions. If connected, create a client onboarding item in [Monday.com or Asana Board]. Check whether onboarding has already started to prevent duplicate records and messages. Flag missing customer information for the account manager rather than guessing.
Prerequisites: Opportunity Status Changed trigger, onboarding Knowledge Base, tags, tasks, onboarding workflow, and optional project-management connector.
22. Knowledge Base Support Assistant
What it does: Answers common customer questions using approved business documentation.
Practical scenario: A software company receives repeated questions about account setup, available features, and troubleshooting. An agent uses the company's Knowledge Base to provide consistent answers and escalates questions it cannot resolve.
Sample Prompt: Create a Knowledge Base Support Assistant for [Business Name]. Make the agent available through [Supported Chat Channel]. Use [Support Knowledge Base] as the authoritative source for product instructions, policies, and troubleshooting information. When a customer asks a question, identify the request, retrieve relevant information, and provide a concise, helpful response using the documented steps. Ask a clarifying question when necessary. Do not invent features, pricing, or policies. If the Knowledge Base does not contain a reliable answer, explain that the request needs human review and create a support follow-up task or trigger our escalation workflow. Record a short summary of the issue in the CRM when a contact is identified.
Prerequisites: Indexed Knowledge Base, supported chat channel, CRM access, and escalation workflow.
23. Customer Support Triage and Escalation
What it does: Categorizes incoming support requests and routes them to the appropriate team.
Practical scenario: A company receives support requests about billing, account access, technical issues, and general questions through a support form. An agent reads each submission, assigns a category, and creates the relevant internal task.
Sample Prompt: Create a Support Triage agent for [Business Name]. Run when [Support Request Form] is submitted. Analyze the request description and classify it into [Support Categories]. Evaluate urgency using our documented severity criteria and create a concise summary containing the problem, relevant customer details, affected service, and recommended next action. Add the appropriate CRM tag and create a task assigned through our support-routing rules. Mark requests involving security, billing disputes, or service outages for priority human review when the criteria are met. Never claim an issue has been resolved unless a supported action confirms resolution. Avoid creating duplicate tasks for the same open request.
Prerequisites: Support form, severity criteria, CRM tags, task creation, and team routing rules.
For advanced routing through an existing workflow, see Workflow Action – Invoke Managed Agent.
24. Community Moderation Assistant
What it does: Helps review community content, answer common member questions, and identify potential guideline violations.
Practical scenario: A business manages an online customer community. An agent reviews submitted member questions and potentially problematic posts, prepares responses, and flags content requiring moderator attention.
Sample Prompt: Create a Community Moderation Assistant for [Community Name]. Use our [Community Guidelines Knowledge Base] to evaluate community questions and content supplied through an authorized chat, workflow, or connected tool. Answer common questions using approved community information. When reviewing a post, identify possible violations involving spam, harassment, prohibited promotions, or other documented rules. Explain which guideline may apply and prepare a moderation recommendation. Flag uncertain or sensitive cases for human review. Do not automatically remove posts, ban members, or send disciplinary messages unless those actions are explicitly supported, configured, and approved. Keep a concise record of review outcomes.
Prerequisites: Community guidelines Knowledge Base and a supported way to provide community content to the agent. Automated access to community activity requires a separately verified trigger or integration.
25. Course Progress Follow-Up
What it does: Reviews course enrollment and progress data to help support learners.
Practical scenario: An online education business wants to identify learners who have not completed important lessons. An agent reviews available progress data and prepares personalized encouragement or follow-up recommendations.
Sample Prompt: Create a Course Progress Follow-Up agent for [Business Name]. Run weekly and use the supported Courses capabilities to review enrollment and progress information for [Course Name]. Identify learners who meet our predefined follow-up criteria, such as enrollment without recorded completion of [Milestone] after [Number] days. Prepare a summary of eligible learners and their recorded progress. Generate a personalized encouragement message using our [Course Support Knowledge Base] and trigger the approved learner follow-up workflow where appropriate. Respect contact preferences, prevent repeated reminders, and avoid assuming that missing activity means a learner has abandoned the course. Do not change enrollments without authorization.
Prerequisites: HighLevel course, course-related permissions, progress criteria, scheduled trigger, and optional learner follow-up workflow.
26. Customer Renewal Coordinator
What it does: Helps account managers prepare for upcoming renewals using existing customer information.
Practical scenario: An agency has customers on recurring service agreements. An agent prepares renewal briefs containing the customer's history, existing service details, unresolved issues, and recommended discussion points.
Sample Prompt: Create a Customer Renewal Coordinator for [Business Name]. Start when our approved renewal workflow applies the [Renewal Due] tag to a customer. Review the customer's CRM record, current service information, recorded renewal date, open issues, and relevant account notes. Prepare a renewal brief containing verified contract details, outstanding concerns, customer history, and recommended questions for the account manager. Create a renewal preparation task and draft an appropriate customer message for review. Do not invent contract terms, discounts, renewal dates, or payment information. Do not modify subscriptions, charge customers, or send renewal commitments automatically. Flag missing or conflicting information for human review.
Prerequisites: Renewal dates and service details recorded in accessible data, a date-based workflow that applies the renewal tag, CRM access, and task permissions.
Business Operations and Team Productivity Use Cases
Business operations often involve gathering information from multiple sources, assigning responsibilities, and keeping work moving between teams. Managed Agents can help coordinate these activities using CRM actions and supported external applications.
27. Hiring Process Coordinator
What it does: Organizes candidate information and helps coordinate recruitment activities.
Practical scenario: A growing agency receives job applications through an online form. An agent prepares candidate summaries, organizes application records, and creates tasks for recruiters without making the final hiring decision.
Sample Prompt: Create a Hiring Process Coordinator for [Business Name]. Run when a candidate submits [Application Form Name]. Review the candidate's submitted information, relevant attachments when accessible, and the requirements for [Job Role]. Prepare a structured application summary focused on job-related qualifications, relevant experience, and missing information. Save the summary to our authorized candidate tracking destination, such as [Google Sheet or Monday.com Board], and create a recruiter review task. If an interview is approved, assist with the scheduling process using our connected calendar tools. Do not make final hiring decisions, infer protected personal characteristics, or reject candidates automatically. Flag incomplete applications for human review.
Prerequisites: Application form, role requirements, candidate tracking destination, and optional Google Calendar or project-management connector.
28. Meeting Notes and Action Item Coordinator
What it does: Turns recorded meeting information into structured summaries and actionable tasks.
Practical scenario: A project team holds weekly client meetings but often spends additional time organizing notes and assigning action items. An agent reviews the meeting transcript and prepares tasks for the responsible team members.
Sample Prompt: Create a Meeting Action Item Coordinator for [Business Name]. Run when requested with an approved meeting transcript or summary from our connected Fireflies account. Identify the meeting objectives, key decisions, unresolved questions, and explicitly agreed action items. For each action item, extract the responsible person, task description, and due date when stated. Do not invent commitments or deadlines. Prepare a concise meeting summary and create approved tasks in [Asana, ClickUp, or Monday.com]. Mark tasks with missing owners or deadlines as needing clarification. Include a source reference to the relevant meeting whenever available and avoid creating duplicate tasks.
Prerequisites: Fireflies connector or supplied meeting transcript, task-management connector, and appropriate permissions.
29. Client Project Kickoff Coordinator
What it does: Translates a new client engagement into an organized project kickoff process.
Practical scenario: A web design agency closes a new website project. An agent reviews the purchased services and creates a project checklist, assigns preparation tasks, and drafts the kickoff agenda.
Sample Create Agent Prompt: Create a Client Project Kickoff agent for [Business Name]. Run when an opportunity in [Project Sales Pipeline] changes to Won. Review the approved scope of work, contact details, service package, and our [Project Delivery Knowledge Base]. Generate a project kickoff checklist containing required materials, deliverables, questions, proposed milestones, and internal responsibilities. Create a project item in our connected [ClickUp, Asana, or Monday.com] workspace and add tasks based on our approved project template. Prepare a kickoff meeting agenda for the account manager. Do not invent contractual deliverables, dates, or prices. Flag any missing scope details and avoid creating duplicate projects for the same opportunity.
Prerequisites: Opportunity trigger, documented project scope, project Knowledge Base, and supported project-management connector.
30. Internal SOP and FAQ Content Creator
What it does: Converts existing business knowledge and approved source material into structured internal documentation.
Practical scenario: A growing company wants to document its customer onboarding and support procedures. An agent reviews approved process notes and produces draft SOPs and FAQ documents for the operations team.
Sample Create Agent Prompt: Create an Internal Documentation Assistant for [Business Name]. Run when an authorized team member requests a document and provides the process name and approved source materials. Use [Internal Knowledge Base] and the supplied information to prepare a structured standard operating procedure or FAQ document. For SOPs, include the purpose, prerequisites, responsible roles, sequential steps, expected outcomes, and exception handling. For FAQs, create concise questions and answers based only on verified source content. Identify missing instructions or conflicting information as questions requiring clarification. Save the draft to our connected Google Docs workspace for human review. Do not publish the document, modify the source Knowledge Base, or present unverified procedures as approved.
Prerequisites: Internal Knowledge Base or approved source documents, connected Google Docs, and a defined documentation approval process.
Related Articles
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article