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Agents, Routines, Pages & Workflows

VMXpert can automate work four different ways, all managed from Admin → Toolbox → VMXpert. They sound similar but do different jobs:

What it is How it runs
Agent A digital teammate with a name, role, job description, budget, and permissions On a schedule, or when emailed
Routine A saved, repeatable job — a report, an alert, a watch On a schedule, when emailed, or when something happens in the POS
On-Demand Page A live custom screen with its own link — a dashboard, form, or leaderboard Whenever someone opens its link
Workflow A saved multi-step procedure you've taught VMXpert When you ask for it by name in chat

A few things that make the picture click:

Routines come in two kinds

  • Script routines — VMXpert wrote an actual program that runs the same way every time. Once saved, re-running it is free — no AI involved in the re-run.
  • Judgment routines — a written instruction ("check for items below reorder point and email me a list"). Each run, an agent reads the instruction and carries it out with fresh judgment — so it can adapt, and it costs credits per run.

Everything in the agent library is a judgment routine; every On-Demand Page is a script routine.

A page is a routine with a link

Under the hood, an On-Demand Page is just a routine whose trigger is "someone opened the link" instead of a clock. That's why Pages and Routines share the same statuses and management actions. (You may also see pages called VMX Applets — same thing.)

Meet the Shop Assistant

A routine you write yourself needs some agent to carry it out. If you don't pick one, it's handled by a built-in house agent called Shop Assistant 🧰. If you spot an agent you never hired — that's the one, and it's supposed to be there.

Everything proposes; you approve

No matter which of the four does the work: nothing changes your data on its own. Agents and routines bring every proposed change to your review queues, and approving applies it through the normal audit trail — exactly as if you'd made the change yourself. See Approvals.

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