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Hiring an Agent

An agent is a digital teammate: it has a name, a role, a written job description, a monthly credit budget, and its own permissions. Agents work on a schedule and bring every change to you for approval — nothing is applied without your OK.

Manage them at Admin → Toolbox → VMXpert → Agents.

The agent library

The fastest way to start is Hire from library. The library ships with ready-made roles, each bundled with routines you can switch on individually:

A/R Clerk 🧾 · Morning Briefing ☀️ · The Buyer 🌱 · Customer Care 💚 · Finance 💰 · General Manager 🧑‍💼 · Inventory Manager 📦 · Loss Prevention 🕵️ · Marketing Manager 📣 · Pricing Analyst 🏷️ · Receptionist 📞 · Staffing Coordinator 🗓️ · Web Shop Manager 🛒

Hiring is three steps: meet the agent and pick which of its routines to turn on → tune the details (some routines show a "needs setup" tag until you fill in a required detail, like a reorder threshold) → confirm. You can also browse the same inventory routine-first — find a routine you like ("Reorder alerts", "Weekly cash-position email", "Drawer-variance recap") and the library hires its agent with just that routine switched on.

Prefer a blank slate? Create from scratch asks for a name, role, budget, and a plain-language job description.

Info

Library roles are templates. When we improve a template later, agents you've already hired keep working the way you set them up — they don't change out from under you.

The agent's dashboard

Click any agent to open its dashboard:

  • Header — status, and four numbers at a glance: recent runs, items awaiting your approval, memories, and credits spent against budget.
  • What this agent does — its job description. Edit and save to change how it approaches its work.
  • Review queue — this agent's pending proposals, each with a before/after preview and Approve/Reject buttons.
  • Schedule & routines — add routines to the agent and set when they fire (on a schedule, or when emailed).
  • Email & trust — the agent's private email address and sender trust rules, if inbound email is enabled for your store. See Emailing VMXpert.
  • Activity — recent runs with the agent's own summary of what it did and found, including when it consulted another agent for help.
  • Memory — facts this agent has learned (vendors, customers, preferences, processes). You can add, edit, and remove them.

You can also set the agent's effort level (how hard it thinks by default — Quick is cheaper, Deep is the most careful and most credits) and its monthly budget — see AI Credits & Budgets.

Permissions: an agent can't exceed its owner

Every agent has an owner, and the agent's effective permissions are the overlap of its own settings and its owner's. An agent can be more restricted than the person who owns it, never less. Fine-tune what each agent may do on the Managing AI Access page.

Pausing and retiring

Agents can be paused (they stop running but keep their setup) or archived when you're done with them.