Agent Workforce

Rings Ryan - Public Agent

Rings Ryan knows all about Welly Rings Tours and answers all tour and booking related questions in the live chat. His knowledge needs to be updated in her Reference Documents to increase his confidence. He may be able to book customers straight into Rezdy some day.

Ryan is also answering emails related to rings questions in the bookings@ account. He identifies Rings inquiries and where possible create a draft reply that is stored in the outbox for a team member to pick up, check & send.

Ryan works with the other public agents like Seal Coast Sandy and Discover Danny when answering emails. He will never send emails on his own behalf. Just place then in the outbox.

Ryan's tools: Chat to Ryan | Reference Document | Ryan's Job Description | Ryan's Guest Chats

Customer Feedback Collection

Problem: Businesses miss opportunities to gather actionable customer feedback.
Solution: Automate feedback requests post-purchase or post-service via forms or surveys.
n8n Implementation:
1. Trigger workflow after a purchase using Shopify or Stripe nodes.
2. Send a feedback form via Typeform or Google Forms.
3. Store responses in Airtable or Google Sheets.
4. Notify managers via Slack if negative feedback is received for immediate action.
Value: Improves customer retention by 10–20%, saves 2–3 hours per feedback cycle.

Seal Coast Sandy- Public Agent

Seal Coast Sandy knows all about Seal Coast Tours and answers all tour and booking related questions in the live chat. Her knowledge needs to be updated in her Reference Documents to increate her confidence. She may be able to book customers straight into Rezdy some day.

Sandy is also answering emails related to Seal inquiries in the bookings@ account. She identifies Seal inquiries and where possible create a draft reply that is stored in the outbox for a team member to pick up, check & send.

Sandy works with the other public agents like Rings Ryan and Discover Danny when answering emails. She will never send emails on her own behalf. Just place then in the outbox.

Sandys tools: Chat to Sandy | Reference Document | Sandy's Job Description | Sandy's Guest Chats

Discover Danny - Public Agent

Discover Danny knows all about Discover Wellington Tours and answers all tour and booking related questions in the live chat. Her knowledge needs to be updated in her Reference Documents to increase her confidence. She may be able to book customers straight into Rezdy some day.

Danny is also answering emails related to Discover questions in the bookings@ account. She will identify Discover inquiries and where possible create a draft reply that is stored in the outbox for a team member to pick up, check & send.

Danny works with the other public agents like Seal Coast Sandy and Rings Ryan when answering emails. He will never send emails on his own behalf. Just place then in the outbox.

Danny's tools: Chat to Danny | Reference Document | Danny's Job Description | Danny's Guest Chats

H&S Hans

He is responsible for the vehicles and all health & safety related work such al looking after Report-It and Improve it submissions. If vehicle related he sorts these submissions into individual Google Sheets for each vehicle.

He also checks if a submission may be related to a vehicle insurance claim. In this case he sent an email to the person causing the accident asking for additional information to be sent to Nathan. Nathan can file the claim.

Hans also checks if an incident may be necessary to report to worksafe (e.g. a head or spine injury). Hans checks the workday requirements on the worksafe website and makes a call if they apply. If a submission does fall into Notifiable Events Hans will send the sender an email to please supply all necessary information to Nathan that is require to file this incident.

Hans Tools: Job Description

Reports

DIRECTORs Sign-Offs
CALENDAR | Subscription & License Renewals

Feed Information

Share something with the Directors: The message will be added to the Directors Sign-Offs Google Sheet.
Enter subscription or licence renewal: Any renewals such as vehicle related licences or subscriptions of any type can be added here. If entered correctly H&S Hans will file them in the DIRECTORS Sign-Offs Google Sheet before the renewal is coming up.

Future tasks may include

Payroll Compliance Reporting

Problem: Help submit payroll reports to comply with labor laws, which is time-consuming.
Solution: Automate payroll data collection and report generation for submissions to tax authorities or HR compliance.
Implementation:
1. Integrate with payroll tools like Gusto or ADP to fetch employee hours, wages, and deductions.
2. Use a Code node to format data per regulatory requirements.
3. Store reports in Google Drive or send them via Email to compliance officers.
4. Schedule submissions using a Cron node aligned with reporting deadlines.

Value: Reduces payroll reporting time by 70%, ensures accuracy, and avoids penalties.

Automated Employee Roster Scheduling Notifications

Problem: Manual shift scheduling and communication lead to confusion and missed shifts.
Solution: Automate shift reminders and updates by syncing schedules with employee communication channels.
Implementation:
1. Store shift schedules in Google Calendar or Google Sheets.
2. Use a Cron node to check for upcoming shifts (e.g., 24 hours in advance).
3. Notify employees via Email.
4. Allow employees to confirm shifts via a Typeform link, updating the schedule automatically.
Value: Reduces scheduling errors by 80%, saves 2–3 hours weekly, and improves staff coordination.
Ease: Uses simple calendar integration and notification nodes.
Value: Reduces scheduling errors by 80%, saves 2–3 hours weekly,

HR Hannah

Coms to Management

Hannah has much work in planning however most of it is not yet functional due to incomplete reference documents.

She takes her role on the TEAM PORTAL, a page for all staff related solutions for WTGL team members.

Currently the portal allows for staff to communicate information such as holiday preferences and anything staff and employment related. These submissions will directly show in the Directors Dashboard in the DD Sign-Off.

Creating Staff Logs

Hannah also runs staff logs where all information about a staff member is collected from different areas of the system such as Improve It and Report It forms.

Hannah's tools: Chat to Hannah | Reference Document | Hannah's Job Description | Hannah's staff chats | Hannah's Staff Portal
Workplace: WTGL Team Portal | Home APP

IT Tom

IT Tom delivers tech support and information to the directors. He knows how things work in the team and systems. He understands processes and can make suggestions how to to improve them. He can also point the directors to useful document links and some staff information. IT Tom is accessible via chat.

Ask him anything about how things work amongst the agents. He likes Seal Coast Sandy but has not made a move yet because she is always talking to Hans when she is in the office.

Tom's tools: Chat to Tom | Toms Job Description
Tom's workplaces: Directors Dashboard

Accounting Ash

Automated Tax Filing Reminders and Data Aggregation

Problem: Businesses miss tax deadlines or spend hours gathering financial data for quarterly/annual filings.
Solution: Create a workflow that pulls financial data from accounting tools (e.g. Xero) and generates pre-formatted reports or reminders for tax deadlines.
Implementation:
1. Use a Cron node to trigger the workflow on a schedule (e.g., monthly or quarterly).
2. Connect to Xero nodes to fetch transaction data.
3. Use a Google Sheets node to compile data into a tax-ready format.
4. Send reminders via Email node to the business owner or accountant.
5. Optionally, integrate with tax software APIs (e.g., TurboTax) to auto-submit data.

Invoice Vicky

Automated Invoice Generation and Follow-Up

Problem: Small businesses spend hours manually creating invoices and chasing late payments, leading to cash flow delays.
Solution: Automate invoice creation from sales data and send payment reminders for overdue invoices.
Implementation:
1. Trigger the workflow when a sale is recorded in (e.g. Home App on bus) through Shopify, Stripe, or Google Sheets (using the respective node).
2. Use a Code node or Invoice Generator node (via a tool like FreshBooks) to create a formatted invoice.
3. Send the invoice to the customer via Email node (e.g., Gmail) with a payment link.
4. Set a Cron node to check for unpaid invoices after 7 days and send a polite reminder via Email.
Value: Saves 3–5 hours per week on invoicing, reduces payment delays by 20–30%, and improves cash flow.
Ease: Uses straightforward nodes (Stripe, Email, Cron) and pre-built invoice templates.

Vicky's Tools: Stripe, Gmail,

Merch Mary

Automated Inventory Alerts

Problem: Businesses run out of stock or overstock items due to manual inventory tracking, leading to lost sales or excess costs.
Solution: Automate low-stock alerts and reorder reminders based on inventory levels.
Implementation:
1. Connect to Shopify, WooCommerce, or Google Sheets to monitor inventory levels.
2. Use a Code node to check when stock falls below a threshold (e.g., 10 units).
3. Send an alert to the owner or manager via Email, Directors Dashboard.
4. Optionally, trigger a purchase order email to suppliers using a Google Docs node to generate the order form.

Ease: Requires only 2–3 nodes and a simple threshold rule.

Mary's tools: Shopfront or Google Sheets
Workplace:

Report Robert

Report Robert looks at all the operational reporting to the board. He pulls data from across systems and make it available in simple to read reports in the Directors Dashboard. He will also send weekly or monthly reports to the board and reminds the board members to sign-off important documents and maintain a list on overdue documents to sign and view.

IN the future he may be able to read all reviews of WTGL and create a chart of what guides have been mentioned how often in a month in public reviews. The board might find that interesting information to have at hand for gatherings and prices. Report Robert will be able to do a lot.

Report Robert's tools: Reference Document | Robert's Job Description
Workplace: Directors Dashboard & D to D Form

Pick-Up Penny

Pick-Up Penny will support the drivers with support around the pick-ups. Her organisational skills can be discussed. Penny could hold a checklist of all clients of each day and manage that every guest is picked up. Potentially pick-up drivers can voice-chat with her and update her about people that have been picked up and ask her about pending pick-ups or if anyone is not accounted for.

Tickets from Rezdy the customers may bring on their phone could contain a QR code that is scanned by the driver at pickup. This way Penny knows who is on board or may have been forgotten.

Penny's Tools: Penny's Job Description

Social Media Sam

Social Media Content Scheduling

Problem: Small businesses lack time to post consistently on social media.
Solution: Automate content creation and scheduling for platforms like Instagram & FB.
n8n Implementation:
1. Use Google Sheets to store a content calendar with post details.
2. Connect to Buffer or Hootsuite nodes to schedule posts.
3. Optionally, integrate ChatGPT node to generate post captions or hashtags.
4. Trigger posts via Cron node or event-based triggers (e.g., new product launch).

Sam's plans: This is what I will do
Sam's workplaces: ...

Checklist Chewy

Checklist Chewy manages the run sheets. He provides Michael Chew with a daily form to input the run-sheets for future dates. This form will be accessible to all staff members in the app in the form of a spread sheet that is updated in real time. He then checks who is working on the particular day (in the run-sheet) and sends the email notification to the staff member on shift for the particular day.

He is also looking after all tour and operational checklists and make sure they are signed and used. He also makes sure staff submit feedback forms after each shift.

Checklist Chewy is just learning about all the checklists and WTGL processes.

Checklist Chewy's tools: Checklist Chewy's Job Description

Review Ruben (move to public agents)

Improve Review & Follow-Ups

Problem: Businesses rely on customer reviews for credibility but struggle to request them consistently.
Solution: Automate review requests after a purchase or service completion.
Implementation:
1. Trigger the workflow after a sale or service via Shopify, Stripe, or Calendly nodes.
2. Wait 2–3 days using a Wait node to give the customer time to experience the product/service.
3. Send a review request via Email or SMS with links to Google Reviews, Yelp, or Trustpilot.
4. Log responses in Google Sheets for tracking.
Ease: Minimal nodes (trigger, wait, email) and customizable templates.

Ruben's tools:

TRAining Tanja

Safety Training Renewal Reminders

Problem: Employees miss mandatory safety training renewals, risking non-compliance.
Solution: Automate tracking of training certifications and send reminders to employees and managers.
Implementation:
1. Store training records in Google Sheets with expiration dates.
2. Use a Cron node to check for upcoming expirations.
3. Notify employees and managers via Email with links to training platforms.
4. Update records automatically when training is completed (via webhook from training platforms like TalentLMS).