AI workforce for Admin & Front Office

AI agents for Admin and Front Office teams

Actionist agents operate the apps your admin team already uses. From answering every inquiry by hand to agents that greet callers, book the slot, triage the shared inbox, and file the paperwork.

Admin teams get back the hours lost to answering, booking, and filing.

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Your AI workforce

17 hrssaved on avg per person / month

$476avg saved per person / month

15avg scheduled jobs a week

Operates your stackActionist App Store

How it works

AI Employees for Admin & Front Office in 4 simple steps

Manual Time
We'll go over where you currently waste your time doing manual tasks.
Actionist Automations
We'll show you exactly how Actionist can automate these manual tasks.
Your Benefits
How much time and money you'll save by onboarding AI agents.
Easy to use
We'll show you how easy it is to enable AI across your business.

Where you spend your time

Why Admin & Front Office teams switch

We know how your week actually goes

What matters to you

Every inbound message answered
Inquiries via form, email, or messaging app get a prompt, on-brand reply without anyone watching the inbox.
Bookings that fill themselves
Appointment requests go from message to confirmed slot without a single back-and-forth email.
Shared inbox cleared by morning
The info@ triage that used to eat the first hour is done before the team logs in, replies drafted, owners notified.
Documents filed the day they arrive
Incoming docs are renamed, sorted into the right folder, and logged in the register so nothing is hunted for later.
CRM records that stay current
Contact details, visit notes, and form responses land in the CRM as they arrive instead of building up in a to-do pile.
Staff requests tracked from the start
Internal requests are logged, categorised, and assigned the moment they land so nothing waits in a channel unnoticed.

And hundreds of other tasks you do manually..

An agent can take a lot off your team's plate. Take a look below to see the time and cost you could save by adding AI agents to your Admin & Front Office team's day.

The problem

Where the hours go

The shared inbox fills overnight and the first hour of every day is lost sorting and replying to inquiries that all look equally urgent.
An agent reads the inbox overnight, categorises each message, drafts replies for the routine ones, and routes anything needing a person, so the desk opens with a clear picture and drafts ready to approve.
Booking an appointment takes four or five emails back and forth, and by the time a slot is confirmed the visitor has lost interest or booked elsewhere.
An agent reads the booking request, checks the live calendar, picks the best open slot, sends a confirmation, and adds the calendar invite, all within about a minute of the request arriving.
Incoming documents pile up in the shared inbox because renaming, sorting, and logging each one by hand always gets bumped for something more urgent.
An agent monitors the drop folder, renames each file to the standard convention, moves it to the correct subfolder, and logs it in the register so the inbox is clear by morning.
CRM records fall behind because data entry after every inquiry, visit, or form submission is repetitive work nobody has time to keep current.
An agent picks up each form response, inquiry, and visit note and enters it into the CRM with the right source tag and follow-up date, so records stay accurate without anyone doing it manually.

Actionist Will Automate

Anatomy of an automation

What one automation looks like

Trigger·Every weekday morning before the desk opens

Trigger

Step 1

Actionist

Schedule fires each weekday at 08:00

read

Step 2

Gmail

Read overnight messages in the shared inbox and draft a categorised triage list with suggested replies

read

Step 3

Google Calendar

Pull the day's confirmed appointments and any new booking requests that arrived overnight

write

Step 4

Google Docs

Compile the morning desk briefing: inbox summary, day's appointment schedule, and any open requests needing attention

Confirmation

Step 5

Human

You scan the briefing, approve the draft inbox replies, and flag any that need a personal touch

write

Step 6

Slack

Post the approved briefing to the admin channel so the whole team starts the day aligned

Saved per run

45 min

Runs / week

~1×

The desk is briefed and the inbox is drafted before anyone logs in

A week in the life

A week with your Admin & Front Office agents

15Scheduled jobs

6Agents at work

24/7Always on

Agents

Mon–Wed

Mon

Tue

Wed

10a

11a

12p

Apps

Some of the apps for your Admin & Front Office team

View Actionist App Store

Some of the front-office and admin apps your agent operates for you. Hundreds more are in the Actionist App Store.

Triggers

Your Agent wakes up Automatically whenever something happens

Your agents watch the apps you already use and act the moment something happens, usually within about a minute, handle it based on your instructions, 24/7.

WhenA visitor submits the website contact or inquiry formfires within about a minute

The agent automatically

When a new form submission arrives, the agent reads the inquiry, drafts a warm on-brand reply, sends it to the visitor, and notifies the relevant team member with the details and context. The visitor gets a response within about a minute of submitting, not after someone notices the inbox.

Receives this trigger from

Typeform Gmail Slack

What it automates

Use cases for this team

Email triage that clears the inbox, not just sorts it
An agent reads every inbound email, judges whether it needs a reply, a route, or an archive, drafts the reply or the forward with context, and marks it handled. The inbox is a clear queue of decisions, not a wall of unread messages nobody wants to open.

Your benefits

Manual vs agent

Where the time goes back

Without Actionist

What you do manually today

With Actionist

What your agent runs for you

Admin
150 min / week
Triaging the shared inbox
Someone opens the shared inbox each morning, reads every email, decides who handles it, writes the reply or the forward, and marks it done, often an hour into the workday.
Admin Agent
0 min
Agent triages and drafts before anyone logs in
An agent reads the inbox overnight, categorises each email, drafts replies to the routine ones, and routes the rest with context, all done before the team sits down.
Admin
90 min / week
Booking an appointment by email
Reading the request, checking the calendar, proposing times, waiting for a reply, and confirming the slot takes four to five emails and often a full day.
Admin Agent
0 min
Agent confirms the booking in one message
An agent reads the request, checks the live calendar, books the best slot, sends the invite, and confirms the booking within about a minute of the request arriving.
Admin
75 min / week
Filing incoming documents
Downloading, renaming, sorting into the right folder, and logging each document by hand is the kind of admin that always gets pushed until the pile is unmanageable.
Admin Agent
0 min
Agent files every document the day it arrives
An agent monitors the drop folder, renames files to the standard convention, moves them to the correct subfolder, and logs them in the register by end of day.
Admin
60 min / week
Entering form responses into the CRM
Copying contact details from each form response into the CRM one by one is repetitive work that builds into a multi-hour backlog by Friday.
Admin Agent
0 min
Agent creates the CRM record from every submission
An agent reads each form response and creates or updates the CRM contact with the correct source tag, type, and follow-up date, with no copy-paste.
Admin
60 min / week
Logging staff requests from Slack
Staff requests posted to the admin channel sit unlogged until someone copies them into the tracker, by which point the context is lost and the priority unclear.
Admin Agent
0 min
Agent logs and assigns every request within about a minute
An agent picks up each request posted to the admin channel within about a minute, creates the Airtable row with category and priority, and notifies the owner.

+ 100s of other automations

Average monthly

16 hrs / person / month

ROI

What that's worth

Calculator

Calculate what your team saves

Team size

3 people

Hourly rate

$28 / hr

Hours saved / week

Hours saved / year

600

Annual ROI

$16,800

Based on typical team usage — the visible tasks plus a few other automations the agent runs: ~4 hrs / person / week of admin work automated.

How easy it is to use

Automatic onboarding

We'll do all the heavy lifting for you.

From entering your website address to having a working AI team, no effort from you.

Step 1
Enter your website
- We'll research your business
- Automatically configure everything for you
Try the demo
Step 2
Actionist Auto
Optional
- Watches you work
- Creates your agents, workflows and schedules
Get the extension
Step 3
Marketplace
- Hundreds of apps, plus agents and workflows
- Pre-configured by other users
Browse the App Store
Step 4
Invite your team
- We'll automatically onboard them too
- Focus on the things that matter
Open Actionist

Enter your website URL for a personalised demo

See exactly what Actionist would automate for your business.

Trust & control

You stay in control

An agent answering inquiries and booking appointments in your name only works if you stay in control. Actionist is built so you decide what it can send, see everything it touched, and approve anything that matters.

Replies are drafted, not sent blind

By default the agent drafts every reply and waits for your approval before it leaves the inbox. You see what goes out before visitors do, and you widen autonomy only on the reply types you have consistently trusted.

Booking confirmations ask before committing

Calendar blocks and confirmation emails pause for your sign-off before they are sent, so a misread availability never locks a visitor into the wrong slot.

Audit trail of every message and file action

Every email the agent read, every reply it drafted, and every document it filed is logged with a timestamp so you can see exactly what happened and when.

Your visitor and contact data stays yours

Contact details, inquiry records, and appointment notes are encrypted and never used to train any model. Self-host on a VPS if you need everything on your own infrastructure.

Industries

This team, in your industry

The same agents, set up for the way a specific industry works, its tools, its tasks, and the language its customers use.

Industry-specific versions of this team are coming soon.

Other teams

Customer Support Engineering Finance & Accounting Founders & Executives HR & People IT Legal Marketing Operations Product Sales

FAQ

Frequently asked questions

How does an agent answer inbound inquiries without an API for every channel?

It uses computer use on the desktop: the agent opens the inbox or form tool you already use, reads what is there, drafts the reply, and queues it the way a person would. That means it can handle inquiry forms, shared inboxes, and booking tools that have no supported integration, because it is operating the actual screen rather than calling an API.

Will the agent send replies or booking confirmations on its own without asking?

By default it drafts everything and waits for your approval. Replies, confirmations, and follow-ups are queued for sign-off before they leave the inbox. Approval modes let you move from suggest, to ask each time, to guarded auto on the message types you trust, and anything that sends to a visitor or books a slot always asks first until you explicitly widen that.

What if it drafts a reply that is wrong or off-tone?

In the default mode nothing goes out without your sign-off, so an off-brand draft is something you fix before the visitor sees it. You refine the agent by editing its drafts and describing your voice in plain language, the same way you would coach a junior receptionist, until the tone is consistently right. You can also give it a few example replies to draw from.

Does my admin team need to be technical to set this up?

No. Actionist is built for admin and office teams, not developers. You describe the workflow in plain language, connect the apps you use, and the agent handles the rest. There is no code to write and no API keys to manage for most tools because the agent operates the apps the way a person does.

How quickly can I get my first admin agent running?

A basic front-office agent, one that watches the contact form, sends the acknowledgment, and logs the contact in the CRM, can be running within hours of your demo. A fuller setup that covers the shared inbox, calendar booking, and document filing typically takes one to three days of iteration to get right. You refine it in a test environment before it touches real visitors.

How do I make customised AI agents for my admin team?

In Actionist you describe the agent's role, the channels it watches, the apps it uses, and the approval rules for each action type. For the shared inbox you tell it which address to watch, how to categorise messages, which replies it can draft, and who owns each type. The agent applies those rules every time it runs, and you adjust them as your front-office process changes.

How does the agent book appointments if it cannot see my real availability?

The agent connects to your Google Calendar or Calendly and reads your live availability directly. It checks the open slots, picks the one that best fits the visitor's request, and books it in one step. It does not guess or hallucinate availability because it reads the calendar the way you would before proposing a time.

Where does our visitor and contact data live and is it used to train AI?

Your data stays yours. Everything the agent reads and writes is encrypted, and it is never used to improve any AI model. Every action the agent takes is logged in a full audit trail so you can see exactly what it read, what it sent, and when. If you need to keep everything on your own infrastructure, you can self-host Actionist on a VPS.

Can the agent handle our custom intake form fields and document naming rules?

Yes. You describe your naming convention and field mapping in plain language when you set up the agent, and it applies them consistently on every document and form response it processes. If your rules change you update the description and the agent follows the new version from the next run.

Explore more

Use Cases Teams Industries

Get started

See an agent answer your first inbound inquiry end to end

Book a free demo and watch an Actionist agent read a contact form, draft the on-brand reply, book the appointment, and log the contact in the CRM.

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