Personal Ops AI Assistant Template

• What it does: Routes your requests to calendar, comms, or retrieval agents and executes the work through connected tools.
• Best for: founders, operators, busy individuals, exec assistants
• Apps used: Calendar, comms, docs, search (template ships with Google Calendar, Slack, Notion, File Search, Web Search; you can connect any CRM, third-party app, MCPs, or APIs)
• Setup time: 5 to 10 minutes

Personal Ops AI Assistant is a no-code, multi-agent workflow that turns a single message into action. The structure is simple: a main router agent talks to specialist agents that perform tasks within the apps you want to manage. You can add any sub-agent to manage your apps. Personal Ops can be connected to any CRM, third-party app, external MCPs, or APIs as needed. This template acts as a starting point: any app, instructions, and agents can be updated as required for your own use case, simply ask Max (Agent Builder) to update the workflow as needed.

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Problem this solves

• You lose time switching between calendar, chat, docs, and search tabs.
• Small tasks pile up: scheduling, follow-ups, reminders, quick research.
• Your “personal knowledge” is scattered across Notion and PDFs.
• You want one place to delegate work, test it, then deploy it.

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What this agent does

This template can:

• Create, update, delete, and query calendar events (default: Google Calendar)
• Send and manage messages and reminders (default: Slack)
• Search your uploaded documents with File Search
• Search Notion pages and databases you allow (or other doc/knowledge sources you connect)
• Do web research when you ask for external info
• Return a clean, user-ready summary via the Response Agent
• Be extended with any sub-agent to manage the apps you want—connect any CRM, third-party app, external MCPs, or APIs; the main agent talks to specialist agents that perform tasks within those apps. Ask the Max agent builder to add agents and tools as per your need.

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How it works

1. You ask in plain English (Playground, Telegram, or Slack).
2. Task Router Agent (main agent) classifies the request and hands off to the relevant specialist agent.
3. The specialist agent performs the task within the app you want to manage (calendar, comms, retrieval, or any app you’ve added—CRM, third-party app, MCP, API).
4. The specialist agent calls the connected tool(s) for that app.
5. The specialist sends results to the Response Agent.
6. Response Agent replies with the outcome and next steps.

The structure stays simple: main agent → specialist agents → your apps. You can add more specialist agents and tools (e.g. via the Max agent builder) for any CRM, MCP, or API you need.

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Requirements

• Accounts for the apps you want to use. The template ships with Google Calendar, Slack, Notion, File Search, and Web Search. You can connect any CRM, third-party app, external MCPs, or APIs as needed—simply ask the Max agent builder to add the agents and tools you need.
• Optional: Google account (calendar), Slack workspace (comms), Notion (docs), PDFs/docs for File Search, Web Search enabled.

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Setup guide

1. Click Google Calendar tool node → Connect → authorize.
2. Click Slack tool node → Connect → authorize.
3. Optional: click Notion → Connect and choose the pages or databases to allow.
4. Optional: enable File Search and upload your PDFs and docs.
5. Run Test Workflow with 2 to 3 real prompts.
6. If results look good, publish to Telegram or Slack for daily use.

Common issues and fixes

• Calendar event missing details: specify title, date, time, timezone in your prompt.
• Slack message goes to wrong place: add channel name or user.
• Retrieval feels incomplete: grant access to the right Notion pages, upload more docs, or ask it to use Web Search.

Customization knobs

• This template is a starting point. Any app, instructions, or agents can be updated for your own use case.
• Add any sub-agent to manage your apps: the main agent talks to specialist agents that perform tasks within the apps you want. Connect any CRM, third-party app, external MCPs, or APIs; ask the Max agent builder to add agents and tools as per your need.
• Change routing rules in the Task Router Agent.
• Tighten permissions by connecting only the apps you want.
• Add new specialist agents for other tools and workflows.

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Apps used

The template ships with these by default. You can connect any CRM, third-party app, external MCPs, or APIs and add specialist agents to manage them—ask the Max agent builder to add what you need. Scopes vary by how you connect each app.

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Use cases

• Daily planning: “Block 2 hours for deep work tomorrow morning.”
• Follow-up machine: “Send a Slack reminder to the team about today’s deadline.”
• Meeting logistics: “Find free time next week for a 30-min call with Sarah.”
• Personal knowledge QA: “What did I decide about hiring in my Notion notes?”
• Quick research: “Compare the latest options for X and summarize tradeoffs.”

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Example prompts and outputs

Starter prompts (copy/paste)

1. Add a [Meeting Name] meeting to my calendar for Friday at [Meeting Time] and invite [List of Emails].
2. List all my upcoming meetings for the rest of this week.
3. Send a message to the [Channel Name] channel letting everyone know that [Message].

Example 1: Calendar

Prompt: “Schedule a 30-min ‘Weekly Review’ every Friday at 4pm.”

Output: Event created, recurrence confirmed, next occurrences listed.

Example 2: Slack

Prompt: “Message #ops: ‘Standup moved to 10:15 today.’”

Output: Message sent to the channel with confirmation.

Example 3: Retrieval

Prompt: “Search my PDFs for the renewal clause and summarize it.”

Output: Summary with key terms and where it was found, plus a short next-step suggestion.

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Why you need this template

• Starting point, not locked in: any app, instructions, or agents can be updated for your use case. Add any sub-agent to manage your apps; connect any CRM, third-party app, MCPs, or APIs, ask Max (Agent Builder) to update the workflow as needed.
• Fewer tabs, fewer context switches; one message becomes an action across your tools.
• Simple structure: main agent → specialist agents → your apps.
• Faster decisions because your docs and web research are searchable on demand.

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