Agents are AI-powered automations that work in your Coffee workspace. An agent watches for a trigger — either an event or a schedule — and then completes an action, like flagging at-risk deals or drafting a re-engagement note.
There are two ways to create an agent:
Starter agent – a pre-made agent you enable in one click, then tweak.
Custom agent – one you build from scratch by describing what you want, or by setting it up manually.
Enable a starter agent
Starter agents are pre-built automations you can turn on without writing a prompt.
In the left sidebar, click Agents.
Scroll to Starter ideas and review the available agents, such as Pipeline Panic Button, Deal Detective, or Ghostbuster.
Click the starter agent you want to enable.
In the panel, review and adjust the trigger, prompt, notifications, and visibility as needed. See Build a custom agent below for what each field does.
(Optional) Click Test to check the agent on your real data first.
Click Create agent.
Build a custom agent
In the left sidebar, click Agents.
In the text box at the top of the page, describe the automation you want. Be specific about what should trigger it and what it should do. For example: "Every Monday at 9am, Slack me deals that slipped a stage." To build one without a prompt, click or set up manually instead.
Click Build agent.
In the Build Your Own Agent panel, review and edit the Agent name and Description.
Under Trigger, choose when the agent runs:
When an event happens – the agent runs when something specific happens in Coffee, such as a deal stage change or a meeting ending. Select the exact event from the dropdown below this option.
On a schedule – the agent runs at a time and frequency you set, such as every day at 9am.
Review the Prompt field. This describes what the agent should do when it runs. If you're using custom deal fields as conditions, reference them by their exact field key.
Under Notifications (optional), turn on Email, Slack, or both:
Slack – select the channel where the agent posts. If your workspace isn't connected to Slack, the toggle is unavailable and saving the agent removes Slack delivery.
Email – sends the result to teammates in your workspace, or leave it empty to notify the deal owner. You can't enter external email addresses.
Under Visibility, choose who can see the agent:
Private agent – only visible to you.
Workspace agent – shared with everyone in your workspace.
Click Test to run the agent against your real data. This won't send, post, or change anything.
Click Create agent.
Turning on the same starter twice creates two copies.
To bring back a starter you paused, resume it from My agents or Workspace agents.
Private and workspace agents
A private agent is visible only to you, and it only works with your own records.
A workspace agent is visible to everyone and works across the whole workspace.
Manage your agents
In the left sidebar, click Agents.
Find your agent. Agents shared with your workspace appear under Workspace agents. Agents only visible to you appear under My agents.
Check the agent's visibility, trigger, and status on its row.
To pause an agent, click Active. The button changes to Resume. Pausing keeps all settings and stops the agent from running. Click Resume to turn it back on.
To change an agent, click the arrow on its row. In the Edit agent panel, update the settings and click Save changes.
To delete an agent, click the trash icon and confirm. Deleting is permanent.
Who can create and manage agents
Role | Can create | Can pause, edit, and delete |
Read only | Nothing. The build box is hidden. | Nothing |
Member | Private agents | Their own private agents |
Admin or Owner | Private and workspace agents | All agents in the workspace |
Members can see workspace agents but can't change them. Only admins and owners can switch an agent between private and workspace.
Limits to know
Prompts can be up to 1,000 characters.
A scheduled agent reviews up to 500 records per run. Very large pipelines are sampled. Test tells you when this happens.
Schedules run on the hour. A schedule set for 9:30 runs at 9:00.