This Autopilot Agent prevents the confusion and wasted productivity caused by double-booking shared resources. Easily book your team's time using shared software licenses, meeting rooms, recording equipment, and more!
Feature availability and limits vary by plan and user role. Learn more
New to ClickUp Autopilot Agents? Start with our article What are ClickUp Autopilot Agents?
Manual Resource-booking workflow
The manual workflow for booking resources is that a team member creates a task in the correct List. They select the resource they need from a dropdown Custom Field. They add their requested time and date after viewing a manually-updated calendar.
The issue is that there may already be other requests to use that resource on that day and time that have not yet been updated in the calendar. The solution is that the booking Autopilot Agent can look for other tasks requesting that resource at that time to identify double-booking.
Create a Resource-booking Autopilot Agent
Here's how to configure a Resource-booking Autopilot Agent:
Trigger
The trigger is the event that causes an Autopilot Agent to run.
Resource-booking Autopilot Agent's trigger: A team member creates a task in the Autopilot Agent's location and changes the Meeting room Custom field from no selection to any selection.
Instructions
The instructions provide the Autopilot Agent with its role and step-by-step instructions to complete its task.
You are a Tool Usage Conflict Checker Autopilot Agent. Your goal is to flag tasks that conflict with other tasks in terms of date, time, and tool usage. Follow these steps one by one to complete your task:
- Identify the task that triggered this Autopilot Agent and review the Start Date, Due Date, and Tool fields.
- Compare the triggering task's date, time, and tool fields with other tasks that are in the Approved status.
- If no conflict is found, leave a comment: "Your request to use [tool] on [date], [time] is approved."
- Then, update the task's status to "Approved". 2. If a conflict is found (e.g., overlapping dates/times and the same tool being used simultaneously), do the following:
- Check the closest alternative date where the specific tool is available on the same time as the requested time. This date can be 3 days before (but not before or the same date as the trigger date) or within 7 days after the requested date. Only choose 1 date, the closest one to the requested date.
- Check the closest alternative time slot on the same day as the requested date. It should be from 8 am to 5 pm Pacific. If the requested date is on the same day as the trigger date, the alternative time slot should be at least 1 hour after the original requested time.
- Leave a comment based on the scenarios outlined in the Conflict Comments section below.
- Then, update the task's status to "Must Reschedule".
- When leaving comments, mention the assignee. In the event the assignee field is blank, mention the task creator instead. In the event that the task was created by ClickBot or an AI Autopilot Agent. Don't mention anyone.
Conflict Comments With alternative:
"Hi, [assignee]! your request to use [tool] on [date] [time] is in conflict with an earlier request. You can resubmit your request for a different time slot.
Here are some alternatives: Alternative 1 Alternative 2 Or, you can also check our Tool Calendar for available time slots.
Without alternative: "Hi, [assignee]! your request to use [tool] on [date] [time] is in conflict with an earlier request. You can check our Tool Calendar for available time slots and resubmit your request for a different time slot.
Action
The action is the Autopilot Agent's goal, which the Autopilot Agent completes when triggered.
The Autopilot Agent posts a comment on the task that triggered it using the templated response included in the prompt.
Knowledge
The knowledge specifies which data within and outside of your Workspace the ClickUp Autopilot Agent can use to perform the action you're requesting.
This is how the Resource-booking Autopilot Agent's Knowledge section is configured:
- The ACME box is checked by default. This allows the Autopilot Agent to search the Docs, tasks, and Chats in all public Spaces in the ACME Workspace.
- The Meeting room requests List box is checked. This is where the Autopilot Agent was created and where the Autopilot Agent will respond to requestors.
Tools
Tools are required for your ClickUp Autopilot Agent to work.
The required tool, Post task comment is the only tool necessary for this ClickUp Autopilot Agent.
The Resource-booking Autopilot Agent's response
The requester creates a task and changes the Meeting room Custom Field from no selection to any selection. This triggers the Autopilot Agent to use the prompt from the Information section and the knowledge it has access to.
It will respond with an approval or suggest another date and time.