The most frequent question we get from business owners in Mallorca is a simple one: what does an AI agent do on a normal day, specifically, hour by hour. The word "agent" sounds abstract, and the demonstrations circulating online show spectacular things that nobody then knows how to fit into a business of twelve people. So in this article we describe a real day for one of the agents we operate in our own businesses, with the times, the tasks and, above all, the points at which a person decides. Nothing we describe is sent to a customer without someone having approved it.
07:15, the morning summary
Before anyone arrives at the office, the agent has reviewed the overnight email, the day's calendar, new bookings or orders and the state of the systems. From that it prepares a short message that lands on the responsible person's phone:
- Emails that need a reply today, ordered by urgency, with one line of context each.
- The day's appointments and bookings, with issues flagged (a booking without confirmed payment, a duplicate appointment).
- Tasks left open from yesterday that were not closed.
- A warning if any system failed to respond during the night.
Reading that summary takes two minutes and replaces the half hour spent opening the email, the calendar and three applications to find out how the day looks. In high season, when a hotel or restaurant in Palma receives fifty emails overnight, that half hour becomes an hour and a half.
09:30, first pass through the inbox and the receipts
Mid-morning the agent makes a pass through the shared inbox. For each new email it decides which category it falls into and acts according to rules agreed when it was set up:
- Sales enquiry (price, availability, terms): it drafts a reply based on the company's rates and terms and leaves it in the drafts folder, flagged for review.
- Existing customer with an issue: it creates a task in the management system, attaches the email and notifies the assigned person.
- Supplier invoice or receipt: it saves it in the month's folder under a standardised name (date, supplier, amount) and records the line in the control sheet.
- Advertising and newsletters: it archives them without bothering anyone.
What matters is what it does not do: it sends no replies. A person opens the drafts folder, reads each proposal, changes whatever they wish and presses send. At the beginning there is a fair amount of correcting. Within a few weeks, once the agent knows the house expressions, most drafts go out as they are.
Around eleven, photos of receipts come in through the team's messaging group: fuel, materials, a lunch with a client. The agent reads each photo, extracts the date, the item and the amount, renames the file, saves it in the right folder and adds the line to the month's expenses sheet.
If a receipt is blurred or a detail is missing, the agent asks whoever sent it rather than guessing. That small detail avoids the classic expenses sheet full of invented amounts.
12:30, the week's posts prepared
Once a week, the agent proposes three or four social media posts based on what is in the calendar: an event, a new dish, a low-season offer, a photo the team uploaded to the shared folder. It writes the text in the company's tone, suggests the image and leaves everything in a proposals document.
The person in charge of communication reviews, removes what does not convince them, tweaks and schedules. The agent does not publish on its own. Preparing drafts is where it saves time; deciding what gets published remains the company's call.
14:30, second pass and follow-ups
After lunch the agent repeats the inbox pass and adds something people almost never do consistently: follow-ups. It reviews quotes sent more than four days ago without a reply and prepares a draft of a polite reminder for each one. It also reviews tomorrow's appointments and prepares the reminders to be sent to customers, which in this case do go out automatically because they are template messages that were approved once and do not change.
That distinction is decided when the agent is set up: template messages, identical every time, may go out on their own; messages with new content go through approval.
18:00, backups and system status
At the end of the day the agent checks that the backup has run and is a reasonable size, that the website responds, that the booking system or management software is still working and that no errors have piled up in any automation. If all is well, it writes one line in the log and nothing more.
If something fails, it raises an alert. A notice saying "today's backup did not complete" at 18:05 on a Tuesday gets fixed in ten minutes. The same problem discovered three weeks later, when the backup is needed, can cost the season.
What the agent does not do all day
It is worth stating clearly, because it marks the difference between a useful agent and a frightening one:
- It sends nothing new to a customer without approval.
- It does not access data it does not need for its tasks.
- It makes no decisions about pricing, hiring or money.
- It does not operate outside the written rules agreed when it was set up.
- It stores no data outside the European Union.
Everything it does is logged. Any authorised person can see, for any day, which emails it processed, which drafts it prepared and which alerts it sent.
Frequently asked questions
How much of the team's time is needed to supervise the agent?
Between twenty and forty minutes a day, spread across the moments when drafts are reviewed. A little more at the start, because corrections are made and the rules are fine-tuned. It is time spent deciding and approving, which replaces the hours spent writing, searching and filing.
What tools does my business need for an agent to do this?
The ones you already use: an email inbox, a calendar, a shared folder and whatever management or booking software you have. The agent connects to them with limited permissions. We build it on open-source platforms such as Hermes Agent or OpenClaw, with the model that best fits each task.
Can the agent work in Catalan, Spanish, English and German?
Yes. It reads and writes in the languages the island's customers commonly use and replies in the language it is written to in. Human review remains important in the languages the team is less comfortable with, which is why the draft comes with a translation.
If you would like to see what an agent like this would do on a normal day in your business, with your emails and your processes, the assessment is the first step. Request an assessment
We implement it for you
We work at the leading edge of artificial intelligence and agents: we build on the most advanced agent platforms of the moment and we do it at your business, in Mallorca, with published prices and a person from your team approving anything that goes out. We start with an initial assessment and a written plan.