Coordinator Agents¶
Thinklio Built-in Agent Specification Version 0.1 | March 2026
Overview¶
Coordinator agents orchestrate other agents. They do not have a single domain — their value is in reasoning across multiple specialist capabilities and assembling a coherent outcome that no single specialist could produce alone.
A coordinator receives a request, determines which specialist agents are needed, invokes them in the right order (sequentially or in parallel), handles partial failures, and assembles the result. The user interacts with the coordinator as if it were a single capable assistant. The underlying delegation is transparent unless the user asks about it.
This document covers four coordinator agents: - Personal Assistant — general-purpose personal coordinator - Meeting Agent — coordinates everything around meetings - Project Coordinator — manages multi-person project work - Briefing Agent — produces structured briefing documents on demand
Each is a pre-configured coordinator template. Users can deploy them as-is or use the Agent Studio to customise their delegation relationships, add additional specialists, or adjust their default behaviours.
1. Personal Assistant¶
1.1 Purpose¶
The Personal Assistant (PA) is the primary point of contact for users who want a single intelligent agent that handles their day. It manages tasks, communicates with calendar and mail, delegates research, and maintains context across everything a user is working on.
The PA is deliberately general — it does not specialise in any single domain. Its value is continuity and coordination: knowing that a meeting tomorrow is with the same client whose invoice is sitting in the inbox, and that there's a task to review a document before that meeting.
1.2 UI Structure¶
Chat Tab: The primary interface. Users interact entirely through conversation for day-to-day use.
Today Tab: A PA-assembled view of the day: upcoming calendar events, tasks due today, unread messages requiring action, and any pending items waiting on the user. This is generated fresh each session and updates throughout the day. Not a static dashboard — the PA synthesises it from its delegates' outputs.
Delegates Tab: A visual view of which specialist agents the PA can call on, their current status (available, busy with a delegated job), and recent delegation activity. Useful for transparency — users can see what the PA is doing on their behalf.
1.3 Default Delegates¶
| Delegate | Purpose | Default mode |
|---|---|---|
| Taskmaster | Task creation, updates, and queries | Immediate |
| Calendar Agent | Schedule queries and event management | Immediate |
| Mail Agent | Inbox triage and drafting | Immediate / deferred |
| Research Agent | On-demand research tasks | Deferred |
| Writer Agent | Drafting and writing tasks | Deferred |
| Rolodex | Contact lookup and relationship context | Immediate |
| Messenger Agent | Message monitoring and replies | Immediate |
1.4 Coordination Behaviours¶
Morning briefing: When invoked in the morning, the PA assembles a Today view by querying Calendar (today's events), Taskmaster (due and overdue tasks), Mail (unread items needing action), and Messenger (unread messages). It synthesises these into a natural language briefing: "You have three meetings today. Your 10am with Marcus Chen has a related open item — you asked for a document review before this meeting and it hasn't been done yet. You have 14 unread emails; two look urgent."
Contextual continuity: The PA maintains a knowledge layer of ongoing context — current projects, active relationships, recent decisions. When a user asks about a topic, the PA draws on this context before delegating. "The proposal you're working on" means something to the PA because it tracked when the user started working on it.
Proactive flagging: The PA monitors for situations requiring attention without being asked: approaching task deadlines, unanswered emails from important contacts, calendar conflicts, or agent jobs that have completed. It surfaces these proactively in the Today tab and via chat notifications.
Delegated job tracking: When the PA delegates a deferred job (e.g. a research task), it tracks the job and notifies the user when results are ready. The user does not need to check back — the PA brings the results to them.
1.5 Configuration¶
| Setting | Description |
|---|---|
| Delegate assignments | Which specialist agents the PA can call on |
| Morning briefing time | When the PA assembles and surfaces the Today view |
| Proactive notification threshold | How aggressively the PA surfaces items requiring attention |
| Context learning | Whether the PA extracts and retains context from interactions (on by default) |
1.6 Use Cases¶
UC-1: Integrated day start A user opens the PA in the morning. Without being asked, it surfaces: two tasks overdue from yesterday, a meeting in 90 minutes with a contact who sent an unanswered email three days ago, and a research job that completed overnight. It recommends: "You might want to reply to Sarah before your meeting — she's asked about the timeline and you haven't responded."
UC-2: Multi-step request A user says "I need to prepare for the board meeting on Thursday. Can you find out what's on the agenda, draft a briefing on the financials, and block two hours tomorrow for preparation?" The PA: queries Calendar for the meeting details, identifies the agenda document (if accessible), delegates to the Research Agent for financial context, delegates to the Writer Agent for a briefing draft, and creates a Taskmaster task with a calendar block. The user gets a summary of what's been done and what's in progress.
UC-3: Contextual task creation A user says "remind me to follow up with James about the contract — he said he'd have an answer by Friday." The PA creates a Taskmaster task with a Friday due date, links it to James's Rolodex record, and notes the context. On Friday, if the task is still open, it proactively asks "did you hear from James about the contract?"
2. Meeting Agent¶
2.1 Purpose¶
The Meeting Agent coordinates everything that happens before, during, and after a meeting. It is not just a scheduler — it prepares participants, manages logistics, captures what happened, and ensures nothing falls through the cracks afterwards.
It is a natural next step from the Calendar Agent. The Calendar Agent books the meeting; the Meeting Agent makes the meeting productive.
2.2 UI Structure¶
Chat Tab: Meeting-related requests and queries.
Upcoming Tab: All scheduled meetings, enriched with the Meeting Agent's preparation work: agenda status, participant context, outstanding preparation tasks, and pre-meeting briefings where generated.
Post-Meeting Tab: Completed meetings with summaries, action items, and follow-up status. A meeting moves to this tab when it ends, with the Meeting Agent's post-meeting work attached.
2.3 Default Delegates¶
| Delegate | Purpose |
|---|---|
| Calendar Agent | Event management and availability |
| Mail Agent | Invitations, confirmations, follow-up emails |
| Rolodex | Participant context and relationship history |
| Taskmaster | Action item creation and tracking |
| Research Agent | Pre-meeting background research |
| Writer Agent | Agenda drafting, summary writing, follow-up communications |
| Scribe Agent | Live meeting transcription and note capture (if available) |
2.4 Meeting Lifecycle¶
Pre-meeting (automated or on-request): - Schedules meeting (delegates to Calendar Agent) - Sends invitation with agenda draft (delegates to Writer Agent + Mail Agent) - Assembles participant briefing: who they are, recent interactions, open items (delegates to Rolodex) - Surfaces relevant preparation tasks from Taskmaster - On-request: researches meeting topic for background context (delegates to Research Agent)
During meeting (if Scribe Agent is available): - Live transcription - Real-time note capture - Flagging key decisions and action items as they are mentioned
Post-meeting: - Produces meeting summary (delegates to Writer Agent from transcript or manual notes) - Extracts and creates action items in Taskmaster - Sends follow-up communications (delegates to Mail Agent, with approval) - Logs the meeting as an Interaction in Rolodex against all participants - Updates any linked Items or Tasks with meeting outcomes
2.5 Configuration¶
| Setting | Description |
|---|---|
| Auto-prepare | Whether the agent automatically begins preparation for upcoming meetings or waits to be asked |
| Preparation lead time | How far in advance to begin preparation (default: 24 hours) |
| Post-meeting automation | Which post-meeting steps run automatically vs. requiring user initiation |
| Follow-up approval | Whether follow-up communications require approval before sending |
| Scribe integration | Whether Scribe Agent (if available) is automatically activated for meetings |
2.6 Use Cases¶
UC-1: Full lifecycle A meeting is scheduled via the Calendar Agent. 24 hours before, the Meeting Agent automatically generates a participant briefing (who they are, last interaction, any open Items), checks Taskmaster for relevant preparation tasks, and notifies the user. The user opens the Upcoming tab, reviews the briefing, and notes one outstanding task they should complete first. After the meeting, the user tells the Meeting Agent "meeting done, we agreed to extend the project timeline and James will send an updated scope." The agent extracts two action items, creates them in Taskmaster, and drafts a follow-up email summarising the agreed outcome.
UC-2: External meeting preparation A user has a meeting with a prospect they haven't met before. They ask the Meeting Agent to "prepare me for my 2pm with Acme Corp." The agent: checks Rolodex for any existing relationship context (finds their LinkedIn note from a previous introduction), delegates to the Research Agent for a brief on Acme Corp (general context, recent news), and assembles a one-page briefing the user can review before the call.
3. Project Coordinator¶
3.1 Purpose¶
The Project Coordinator manages multi-person projects: tracking tasks, coordinating across team members, monitoring progress, and surfacing blockers. It is the team-level equivalent of the Personal Assistant.
Where the PA serves an individual, the Project Coordinator serves a team working toward a shared goal.
3.2 UI Structure¶
Chat Tab: Project queries and management requests.
Board Tab: A Kanban view of the project's tasks, shared across the team. Powered by Taskmaster, with the Project Coordinator adding project-level context and cross-task intelligence.
Timeline Tab: A Gantt-style view of tasks with dependencies and milestones. Highlights the critical path and flags tasks that could cause delays if not completed on time.
Team Tab: Current workload and status per team member — tasks assigned, completed, overdue, and blocked. Useful for the project lead to identify where the team is stretched or stalled.
3.3 Default Delegates¶
| Delegate | Purpose |
|---|---|
| Taskmaster | Task management across all team members |
| Calendar Agent | Meeting scheduling and milestone tracking |
| Mail Agent | Project communications and status updates |
| Research Agent | On-demand research for project needs |
| Writer Agent | Status reports, documentation, stakeholder communications |
| Rolodex | Team member and stakeholder contact management |
3.4 Coordination Behaviours¶
Status reporting: On a configured schedule (or on demand), the Project Coordinator queries Taskmaster for task status, identifies overdue and at-risk items, and produces a structured status report. This can be distributed to stakeholders via the Mail Agent.
Blocker detection: The coordinator monitors for tasks in "blocked" or "waiting" status and surfaces them proactively. "Three tasks have been waiting for more than 48 hours — task A is waiting on external approval, task B is blocked by task C which is overdue."
Workload balancing: When a new task is created or a team member is overloaded, the coordinator can suggest reallocation: "Marcus has 7 tasks due this week. Consider assigning the documentation task to Sarah who has capacity."
Milestone alerts: As milestone dates approach, the coordinator calculates whether current task completion rates put the milestone at risk and alerts the project lead.
3.5 Configuration¶
| Setting | Description |
|---|---|
| Project members | Which users are part of this project's team |
| Status report schedule | Frequency and format of automated status reports |
| Blocker threshold | How long a task must be waiting/blocked before being surfaced |
| Stakeholder distribution list | Who receives automated status reports |
| Milestone dates | Key project milestones for timeline tracking |
3.6 Use Cases¶
UC-1: Weekly status report The Project Coordinator runs its weekly status report. It queries Taskmaster: 12 tasks completed this week, 3 overdue, 2 blocked. It identifies that the two blocked tasks are on the critical path. It drafts a status report summarising progress, highlighting the blockers, and flagging the milestone risk. The project lead reviews, adds a note, and approves. The Mail Agent sends it to the stakeholder list.
UC-2: New team member A new team member joins the project. The Project Coordinator: creates a task list for them based on the project's current backlog, schedules a briefing meeting via the Calendar Agent, delegates preparation of a project briefing document to the Writer Agent, and introduces them to the relevant project contacts via Rolodex.
4. Briefing Agent¶
4.1 Purpose¶
The Briefing Agent produces structured, well-sourced briefing documents on any topic. It is a focused research-and-writing coordinator that takes a brief and returns a complete document — suitable for decision support, board papers, stakeholder communications, and pre-meeting preparation.
It is a simpler coordinator than the PA or Project Coordinator: it runs a defined pipeline (research → write → check → render) and returns a finished document.
4.2 UI Structure¶
Chat Tab: Request and refine briefings.
Briefings Tab: Library of produced briefings, searchable, with the ability to re-run or update any previous briefing.
4.3 Default Delegates¶
| Delegate | Purpose |
|---|---|
| Research Agent | Source retrieval |
| Data Agent | Source list preparation and filtering |
| Writer Agent | Document drafting |
| Fact Checker Agent | Accuracy and citation verification |
| Report Writer Agent | Final formatting and PDF production |
4.4 Briefing Pipeline¶
User provides brief (topic, audience, length, detail level)
↓
Research Agent (one or more instances, depending on scope)
↓
Data Agent (merge and filter source lists)
↓
Writer Agent (draft with org voice and specified format)
↓
Fact Checker Agent (verify and flag)
↓ (correction loop if needed)
Report Writer Agent (format and store)
↓
User receives finished briefing
4.5 Briefing Templates¶
The Briefing Agent includes pre-configured templates for common briefing types:
| Template | Structure | Typical use |
|---|---|---|
| Executive summary | Background, key findings, implications, recommendation | Board papers, decision support |
| Topic overview | Context, current state, key stakeholders, outlook | Pre-meeting preparation |
| Competitive analysis | Players, positioning, strengths/weaknesses, implications | Strategy and BD |
| Regulatory update | Changes, affected areas, required actions, timeline | Compliance |
| Incident briefing | What happened, current status, response, next steps | Crisis management |
4.6 Configuration¶
| Setting | Description |
|---|---|
| Default template | Which briefing template to use when none is specified |
| Research depth | How many sources and at what detail level (maps to Research Agent parameters) |
| Org voice | Inherited from workspace voice profile |
| Output formats | Markdown, PDF, or both |
| Auto-store | Whether completed briefings are automatically stored in the media system |
4.7 Use Cases¶
UC-1: Board paper A CEO asks for a briefing on aged care regulatory changes for the board meeting. They specify: audience (board, non-technical), length (executive summary, ~500 words), template (regulatory update). The Briefing Agent runs the full pipeline: research (academic + news, 15 sources), filtering (Data Agent), drafting (Writer Agent, board-appropriate tone), fact-checking, and PDF production. The CEO receives a finished PDF in 10–15 minutes.
UC-2: Pre-meeting competitive brief A sales lead has a meeting with a prospect in two hours. They ask the Briefing Agent for a quick competitive analysis: "what do we know about Acme Corp and how do we compare?" The agent runs a faster, shallower research pass (general sources, 8 sources, citation-summary level), drafts a one-page comparison using the competitive analysis template, and delivers it as markdown within the chat in under 5 minutes.
5. Open Questions Across Coordinator Agents¶
- Delegation failure handling: if a delegate agent fails mid-pipeline, should the coordinator retry, skip, or halt? The answer likely differs by delegate and by pipeline stage. A failed Research Agent is recoverable (retry or proceed with fewer sources); a failed Fact Checker is a quality gate that should halt.
- Cost transparency: coordinator runs can consume significant credits (multiple agent invocations, multiple API calls). Users should see a cost estimate before long-running pipelines begin. How is this surfaced?
- Cross-coordinator coordination: can the PA invoke the Briefing Agent, which invokes the Research Agent? This creates delegation chains of depth 3. The platform supports configurable depth limits — what is the right default for coordinators?
- The Meeting Agent post-meeting flow depends on the Scribe Agent being available. The Scribe Agent is not yet specced. The Meeting Agent's post-meeting capability should be documented as dependent on Scribe availability, with a graceful fallback to manual note input.
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