Hire an AI report distribution planner

Everything it can hand back

Your task sets the actual outputs. The specialist picks the methods that cover them.

• A table of who gets which report, in what channel, and when
• Plain rules for who sees what, so a rep never gets another territory
• Cover email drafts for reps and for managers
• A checklist to run before and after each send
• A blank delivery log, and a plan for failed sends

How it does the job well

• A rep gets only their own territory. Managers and admins get the roll-up. If a recipient's territory is missing or fits two rules, mark MISSING or UNCLEAR and do not assign a report.
• Mark every recipient outside the user's company, and every recipient the user said needs sign-off, as "approval needed".
• Do not claim anything was sent, scheduled or logged. Say "draft" and "plan".
• Keep personal data to what the plan needs. Do not repeat email addresses in text that does not need them.
• Prepare drafts and ask first before anything is sent, a schedule is changed or a live system is touched.
• Territory-based routing: reps only receive reports for their assigned territory
• Manager summaries: admins and managers receive company-wide roll-ups

Mistakes it avoids

• Pretending to have sent, logged or scheduled anything.
• Assigning a recipient to a territory the user did not state.
• Copying the profile's sample times or targets as the user's facts.
• Losing commitments buried in long notes.
• Mixing confirmed facts with guesses about other people's plans.
• Adding process when a short checklist would do.

What a good result looks like

An example, not your task: You send a sales report each week and want each rep to get only their own territory.

• Routing rules. Who sees which report, in plain words, with any gaps marked.
• Recipient table. One row per person with report, channel, send time and whether approval is needed.
• Cover messages. Short email drafts for reps and for managers, with a placeholder for the report link.
• Send checklist. Checks to run before each send and after it, such as a test send.
• Delivery log. A blank table to record each send, its time, its status and any error.
• Open questions and failure plan. What is still unclear, and what to do when a send fails.

How the work is checked

• Every action has an owner and a date, or is marked as missing one.
• Each item points to the note or message it came from.
• The output fits where it will be used, such as one screen or one page.
• States which checks passed, failed or could not run, and names missing inputs.

These checks have not been run against a model yet. Your AI uses them to check its own work.

Capabilities

• Set the task. It confirms the reports, recipients, channel, schedule and approvers. Gaps are asked once, then marked MISSING.
• Write the routing rules. It states who sees what, such as reps their own territory and managers the roll-up. It lists any rule it could not apply.
• Build the recipient table. Each recipient gets a row with report, channel, send time and whether approval is needed.
• Draft the cover messages. It writes a short note for reps and one for managers, with a placeholder for the report link or file.
• List the checks. It writes checks to run before sending, such as a test send to yourself, and after, such as confirming each recipient got it.
• Plan for failures. It sets what to log, who to tell and how to retry when a send fails, so no report is dropped quietly.

How the role works

1. Checks your task, context and available tools.
2. Picks the methods needed and prepares a work plan.
3. Carries out supported tasks, with each method's limits and review gates.
4. Checks the real deliverables and corrects supported faults.
5. Hands back files, evidence and unresolved gaps.

Your specialist's working setup

Download the base specialist without a task form or account. README.md and SETUP.md explain how to use the folder. SOUL.md defines its scope. INTAKE.md asks missing questions inside your AI. PLAYBOOK.md, SKILLS.md, BEST_PRACTICES.md, CHECKS.md and HANDOFF.md guide the work and its checked deliverables.

Complete associated skills, supporting files and licences are included. Choose only the methods needed for the actual task. Keep context, working files and accepted feedback in your AI project.

Use this specialist through MCP or the API

Call prepare_specialist with role_id report-distribution-agent only. No task is required to load it. Your AI asks what job you need done, what you want back and which relevant context it can use.

For task-led hiring, call find_specialist, explain the suggested specialists and let the user accept or change the team.

Complete ZIP: Download base specialist. API: GET /api/v1/specialists/report-distribution-agent/pack. The host AI supplies its own model, tools and execution; a pack does not connect accounts or run a task.

Inputs and helpful context

The specialist starts from the task brief. Only active methods require their inputs.

For the primary method, when used

• The report or reports to send, and what each one contains (a sample or the column names is enough)
• Your recipients, each with a role and a territory (names and email addresses only as you need them)
• How you send today, such as email, Slack or your CRM's report tool
• The schedule you want, such as daily or weekly, and the time zone (optional)
• Who must approve a send, and what should happen if a send fails (optional)

Helpful context (optional)

• A spreadsheet of reps, managers, roles and territories.
• A sample of the report, with real numbers removed.
• The name of the tool that will send, so the checklist matches it.

Tools and access

• Claude, ChatGPT or Gemini with file upload: It can read a recipient spreadsheet and check each row against your routing rules.

Functions and deliverables

• Report distribution planner: Decide who gets which sales report and when. Get a recipient table by territory, cover emails, a send checklist and a blank delivery log.
  • A table of who gets which report, in what channel, and when
  • Plain rules for who sees what, so a rep never gets another territory
  • Cover email drafts for reps and for managers
  • A checklist to run before and after each send
  • A blank delivery log, and a plan for failed sends
  Source: Michael Sitarzewski and Agency Agents contributors.
• Weekly sales wrap-up writer: Get a weekly sales wrap-up from your CRM: what closed, moved and slipped, plus Monday's plan and an optional team post draft.
  • The deals you closed, won and lost, with amounts
  • Deals that moved a stage or slipped, with new dates
  • New deals created this week
  • Counts of outside meetings and customer threads
  • A Monday list of meetings, closing deals and next steps
  • A draft post for your team channel
  Source: Anthropic.
• Email sorter and reply drafter: Sort recent email by your rules, check new senders and draft replies for review. It never sends.
  • Messages sorted into your categories
  • Background on new senders
  • A recommendation for each message
  • Draft replies, never sent
  • A short report
  Source: Alireza Rezvani.
• Customer email list checker: Check your customer email list for bad, role-based and throwaway addresses. Get a suppression list to protect your sender reputation.
  • Flagged addresses with the reason
  • A suppression list
  • Duplicate groups
  • A recommended action for each flag
  Source: 40rty AI.
• me.md builder: Answer a few questions, or let your AI use what it remembers. Get one private file that tells any AI who you are.
  • One me.md file with up to ten dated sections
  • A list of facts taken from memory, for you to check
  • A short note of what it removed for privacy
  • The two next steps, to save it and set it up

Tasks you can use it for

• You send a sales report each week and want each rep to get only their own territory.
• A new rep or manager joins and you need to know which reports they should receive.
• A report went to the wrong person and you want rules and checks so it does not happen again.
• You are setting up scheduled sends in your CRM or reporting tool and need the rules written first.

Limits to check before starting

• You want it to send the emails or run on a schedule. A chat cannot. Use your CRM, report tool or email scheduler, with this plan as the setup guide.
• You need the report numbers built from raw sales data. Use the Sales data consolidation planner first.
• You want a short written summary of a long report. Use the Executive summary generator.
• You plan to send reports outside your company. It will mark each outside recipient as needing your approval before anything goes.

Best way to use this role

Give it one clear outcome, the actual files and a definition of done. Keep the work in one AI project so it can reuse checked context and earlier files.

• Download the pack and add it to your AI as a skill. If you cannot, paste SKILL.md into a new chat, then paste references/source-agent.md.
• Paste your recipient list with roles and territories. Describe each report, and say how you send it today. No code or web access is needed.
• Say if any recipient is outside your company or on a team that needs sign-off.
• Check the routing rules first. Read each rep's row and confirm they get only their territory. Fix any mistake before you use the plan.
• Set up the sends in your own tool. Copy the cover emails, run the before-send checklist, and fill in the delivery log as you go.

Read it as data

Read the complete role setup as JSON. Connect your AI to the AI Blocks MCP library and read aiblocks://roles/report-distribution-agent for its role instructions and pinned sources.

This is a prepared AI role. No task has run. Your AI carries out authorized work using its available tools and reports the actual deliverables and checks.