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IT Tom | Reference Doc | Workforce | Ops Agent

For internal use by our Ops AI Agent IT Tom that assists the board with all questions.

Team names and email addresses

Guides

 

IT Team

  • Harald Bettin | harald@adventure-services.co.nz | Phone 021 404 461
  • Ryan Tuck | headlightrevivers@gmail.com | Phone +61414311901

Directors

  • Nathan Clear | 021 377 165 | Nathan@wtgl.nz
  • Chewy - 022 166 9139 | Chewy@wtgl.nz 
  • Scott - 021 426 211

Vehicles/Fleet

 

 

AI Agents & Automations

 

H&S Hans 

Subscription & License Renewal Automations v1

How does it work?

A Google Sheet is available through the H&S Hans Interface allowing directors to add subscriptions. Samples:

  • Vehicle Rego
  • Vehicle Insurance
  • Vehicle WOF
  • Staff trainings like first aid
  • Software subscriptions (HubSpot + All)
  • Insurances
  • Fire Extinguisher
  • First Aid Packs in Vehicles
  • Anything expense that is renewal related. 

The sheet gives an overview over all current and past licences. If a new line is created it will take up to 24 hours and a the event will be added to the WTGL Google Calendar Subscriptions & Licenses ending when the subscription ends.

There is no way to Renew a subscription within the Google sheet. A subscription value is only valid for the time entered. 

Then It will remain in the list expired. If a new subscription | license is obtained this license must then be entered into the sheet. This ensures that the sheet holds all the data from past subscriptions to be reviewed. If a Rego is paid the new rego has to be entered. 

When a subscription is entered the following things happen:

The entry is added to Google Calendar | Subscription & Licenses

The "Remind Prior Expiration" value is use to trigger at that time:

a) An email to the person responsible

b) An entry in the DIRECTORS Sign-Offs sheet. 

Set up through Google Cloud Console console.cloud.google.com

Several automations make this work that harvest specific information from the sheet and trigger in three different ways in over 5 n8n automations. 

How could Hans Subscription License automation be improved?

e.g. An AI could add vehicle related subscriptions to a vehicle log.

 

Connecting Chatbots to Company Email (via Zapier + Gmail Integration)

Purpose

This integration enables chatbot agents to:

  • Read incoming emails.
  • Generate draft replies based on specific keywords detected in the email subject or body.

 

Setup Instructions

Accessing the Chatbot on Zapier

  1. Navigate to Zapier Chatbots.
  2. Select the desired chatbot to connect to email.
  3. Ensure Gmail Integration is enabled:
    • Go to the Integrations tab.
    • Click the Gmail integration button.

Understanding the Two Zaps (Automations)

  • Zap 1: Subject Keyword Trigger
    • Scans email subject lines for specific keywords.
  • Zap 2: Body Keyword Trigger
    • Scans the email body for specific keywords.

 

 

Adding or Updating Keywords

Steps to Add or Update a Keyword

  1. Click + Add New Integration.
  2. Select Create Integration.
  3. Connect the Zap to the appropriate Gmail address:
    • Note: A single Gmail account can be linked to multiple chatbot agents.
  4. Configure the Trigger Event:
    • Select New Email.
    • Click Continue.
  5. Choose the Mailbox:
    • Default: Inbox.
  6. Add a Filter by Zapier step:
    • Choose one:
      • Subject: Scans the subject line.
      • Body Plain: Scans the email body.
    • Set Filter Type: Text contains.
    • Enter the keyword to match.
  7. Repeat steps to configure both subject-based and body-based triggers if required.
  8. Keep other settings as default unless specific customization is needed.

 

Testing the Setup

Test Procedure

  1. Send a dummy email to the connected Gmail address.
  2. Include the exact keyword in either the subject or body.
  3. Verify the following:
    • The correct chatbot agent is triggered.
    • The agent generates a draft reply to the appropriate email.

Troubleshooting

  • If the setup fails or behaves unexpectedly:
    • Contact IT Tom to diagnose misconfigured steps.

 

Adding/Updating job descriptions, Knowledge & Reference Documents for Chatbot Enhancement

Purpose

This process increases a chatbot’s ability by updating its reference documents with new knowledge.
 
Instructions for Updating Chatbot Knowledge
Step-by-Step Process
  1. Create a Bullet Point List:
    • Write a list of instructions or information you want the chatbot to access.
  2. Use an AI Tool:
    • Input the list into an AI (e.g., Grok or ChatGPT).
  3. Generate a Reformatted Version:
    • Use this prompt:
      "I want to take the following content and please reformat it so that I can add this content in a good structure to my existing reference document for a chatbot. Can you help me with this please?"
    • Submit the bullet point list with the prompt to the AI.
    • Obtain the reformatted response from the AI.
  4. Update the Reference Document:
    • Add the reformatted content to the appropriate chatbot reference document that is likely located in the WTGL IT Admin folder → AI Agent Operational Documents 
  5. Update the Chatbot in Zapier:
    • Access the chatbot in Zapier & update the bot with the new upload of the document.
    • Notify IT Tom by:
      • Deleting the link to the previous reference document.
      • Reconnecting the updated reference document.
    • This ensures IT Tom refreshes the chatbot’s knowledge with the latest information.

 

 
 

How to Host, Use and Secure Documents for Zapier Chatbot Using Google Drive

  • Locate the Google Drive Storage:
    • In GDrive find IT Admin → AI Agent Operational Documents 
    • Upload your files (PDFs, text documents, etc.) to this folder as the central repository.
  • Secure Access in Google Drive:
    • Right-click the folder, select “Share,” and set it to “Restricted” (only people added can access).
    • Add specific team members by email (e.g., Google Workspace accounts) who need access.
    • Avoid using “Anyone with the link” to prevent unauthorized access.
    • Enable 2-factor authentication on your Google account for extra security.
  • Prepare Documents for Chatbot Use:
    • Ensure files are in a supported format (e.g., PDF, .txt, .docx) and contain the exact info the chatbot needs.
    • Keep file sizes reasonable (check Zapier’s upload limits, typically a few MB per file).
  • Manually Upload to Zapier Chatbot:
    • Open Zapier’s chatbot (beta) interface and go to “Knowledge Sources” in the settings.
    • Click “Add Source” and select “Upload File.”
    • Choose the files from your Google Drive folder and upload them directly to the chatbot.
    • Confirm the chatbot can reference the content by testing with sample questions.
  • Update Documents as Needed:
    • Edit or replace files in Google Drive when updates are required.
    • Download the updated file from Google Drive, then re-upload it to Zapier’s chatbot knowledge base (delete the old version first if necessary).
    • Test the chatbot again to ensure it uses the latest information.
  • Maintain Security and Access:
    • Regularly review Google Drive folder permissions to ensure only authorized people have access.
    • Avoid sharing live Google Drive links with the chatbot—always upload files manually to keep them internal to Zapier.
    • Store sensitive originals in Google Drive, uploading only what’s needed to the chatbot.
 
 

Sustainability & Investing into our Community

 
Capital Kiwi Project Collaboration with Wanderlust TourismOverview
  • Partnership Duration: Wanderlust Tourism has provided transport services to the Capital Kiwi project for 3 years.
  • Current Date: April 03, 2025.
  • Objective: Enhance infrastructure and tourism opportunities to support Capital Kiwi’s mission and visibility.
Transport Support
  • Past Challenge: Capital Kiwi could access farmland for kiwi releases using side-by-side vehicles or quad bikes but lacked capacity to transport key stakeholders.
  • Solution Provided: Wanderlust supplied one or more 12-seat Mercedes vans with drivers.
  • Impact: Enabled government officials, Iwi, and other stakeholders to visit the farm for kiwi releases and milestones.
Future Tourism Opportunities
  • Capital Kiwi’s Vision: Exploring tourism potential to increase awareness and funding.
  • Wanderlust’s Role:
    • Act as advisors for Capital Kiwi’s independent projects.
    • Collaborate to develop infrastructure at their Makara base for hosting visitor groups.
Integration with Seal Coast Safari
  • Proposal: Modify Wanderlust’s Seal Coast Safari tour (routed past Makara) to include a stop at Capital Kiwi’s base.
  • Benefits:
    • Raises international awareness of the Capital Kiwi project.
    • Enhances the tour experience with an educational stop.
Funding Considerations
  • Capital Kiwi’s Finances: Limited funding, primarily allocated to core conservation work.
  • Wanderlust’s Commitment:
    • Will discuss potential funding contributions from Capital Kiwi for a visitor center.
    • Prepared to fully fund the project if Capital Kiwi lacks resources.
Infrastructure Development Goals
  • Purpose: Create a visitor-friendly base at Makara for:
    • Wanderlust tour groups.
    • External groups (schools, businesses, stakeholders).
  • Visitor Experience: Provide comfort and education about Capital Kiwi’s groundbreaking conservation efforts.
Current Projects
  • Toilet Facilities:
    • Status: Under reconstruction.
    • Goal: Upgrade to public-use standards.
  • Visitor Center:
    • Options: Building a permanent structure or installing a temporary building.
    • Features: Fill with engaging, educational content (“cool stuff”).
    • Resources: Sourcing materials from trusted local partners.
  • Timeline: Complete by October 2025, ahead of the summer tourist season.
Next Steps
  • Funding Discussions: Engage Capital Kiwi to assess their financial contribution capacity.
  • Infrastructure Planning: Finalize design and construction options over the next few months.
  • Tour Integration: Implement the Capital Kiwi stop into Seal Coast Safari operations.