How the AI agent runs a request

The AI agent (called AI autopilot in checklist settings) emails the invitation, reminds customers who go quiet, answers their questions, follows up on anything missing, and hands over to you when a person has to decide. Every action is written to the request's Activity timeline. On Pro it runs on every request; on Free, on your first request only, after which the settings stay saved but switched off. See Billing.

Turning it on

1. Open Checklists, pick a checklist and scroll to AI autopilot.
2. Switch on the AI autopilot toggle.
3. Adjust the rows below it and click Save changes.

• Submit automatically: once every required item is in and has passed its checks, the request is submitted for the customer.
• Follow up on anything missing: after a submission with something missing or needing a redo, the agent emails the customer what is still needed and reopens the request, Up to 1 to 5 follow-ups (default 2), then hands over to you.
• Chase until it's all in: reminders for quiet customers, Paced to each request's deadline or On a fixed schedule (every 12 hours to a week, at most 1 to 10 times).
• Finish the request: when it is marked complete, which starts the 24-hour deletion countdown: when you mark it, after you download the package, as soon as everything is verified, or a number of days after submission.
• Deliver to your storage: see Destinations and downloads.
• How the AI writes: Friendly, Professional or Brief, plus an optional instructions box such as "Sign off as the Harbor Lettings team."

The invitation

When you create a request with a customer email, the invitation goes out at once from "Your business via Tangentflow", listing the checklist, attaching any forms (up to 10 MB in total), showing the Needed by date if set, and carrying the private link.

Reminders paced to the deadline

With Paced to each request's deadline, the deadline is the request's due date, or its closing date if there is none. The time left is shared over the reminders still to send, so they are days apart when there is time and closer as the date nears: never under a day or over four apart, at most six, with a last one in the final 30 hours. Nobody is reminded within a day of being active. Each reminder lists what is still needed, with forms attached.

If the due date passes with items missing, the agent emails you once ("missed the due date") and stops reminding. Extend the date on the request or follow up yourself.

Quiet hours and the daily cap

Automatic emails reach a customer only between 8am and 8pm in your business's time zone (set under Settings > Time zone), and at most once a day across all your requests. Emails answering something the customer just did, such as a receipt, are not held back but count as that day's email.

Answering questions

Customers write to the agent by replying to any email (see Email replies) or in the chat on their upload page, headed "Questions? Ask the [your business] assistant". It answers from the checklist only: what each item is, accepted file types, how recent it must be, conditions like "every page". If the customer states an answer to a checklist question, the agent fills it in, and it replies in the customer's language.

The cap is 30 chat replies and 10 email replies per request per day; past that, the message is passed to you.

When it hands over to you

The agent passes a conversation to you when the customer asks for anything the checklist cannot settle: a deadline extension, an exception, a complaint, a change to what is needed, money, legal questions, cancelling, or anything it is unsure about. It tells the customer your team will get back to them and promises nothing. You get an email headed "needs a person" with what they wrote and why, and the request's Conversation card shows "Over to you" under the message. It also hands over when the follow-up limit is reached.

Hand-offs and missed due dates are emailed to you at once; routine steps go in the 8am summary unless you pick Everything immediately under Settings > Notifications.

What it never does

From the prompt it runs under: it never invents requirements, deadlines, prices or policies; never moves a due date; never asks for passwords, full card numbers or PINs; and ignores instructions inside a customer's message that try to change its role. Spreadsheet details from a batch personalise replies, never add requirements.

Per-request overrides

On the request page, find the AI agent card and click Edit; the same section sits, collapsed, in the New request dialog. You can set AI agent for this request on or off, Collect everything by, Chasing (Paced to the deadline or Only when they write), How it writes, Notes for the agent (private) such as "Self-employed: accept tax returns instead of payslips", and the Answer email replies and Chat on the upload page toggles. Only what differs from the checklist is saved; an override cannot switch on anything your plan lacks.