Managing Agents

Edit, monitor, pause, and optimize your automated agents

Editing Agent Settings

Modify any agent configuration after creation:

How to Edit

1. Open the agent in the Agents dashboard
2. The settings panel displays automatically
3. Make changes to any section
4. Changes save automatically (no manual save needed)

What You Can Edit

Search Schedule

Editable:

• Schedule cadence (Daily, Weekly, etc.)
• Specific time of day
• Results per run (10, 25, 50, 100)

Not Editable:

• The saved search itself (create new agent for different search)

Research Filters

Add Filters:

• Select column
• Choose operator (equals, contains, greater than, etc.)
• Enter value

Remove Filters:

• Click the X on any filter chip

Why Edit:

• Narrow down research targets
• Save research credits
• Focus on specific lead criteria

HubSpot Filtering

Toggle On/Off:

• Enable or disable HubSpot filtering per agent

Change Mode:

• Switch between “Companies with Deals” and “All Companies”

Connection:

• Can’t change connection per agent (account-level)
• Disconnect affects all agents

Research Questions

Add Questions:

• Select from your question history
• Questions run after filtering

Remove Questions:

• Click the X to remove

Reorder:

• Drag and drop to change execution order

Export Settings

Enable/Disable:

• Toggle email exports on/off

Recipients:

• Add or remove email addresses
• Comma-separated for multiple recipients

Export Filters:

• Add conditions for what gets exported
• Only leads matching these filters are emailed

Running Agents Manually

Don’t wait for the schedule—trigger agents instantly:

Quick Run

1. Open agent in dashboard
2. Click Run Now button (top of center panel)
3. Agent executes immediately
4. Watch real-time progress in right sidebar

Manual runs:

• Follow same workflow as scheduled runs
• Don’t affect the regular schedule
• Useful for testing changes

When to Manual Run

Testing:

• After creating a new agent
• After changing filters or questions
• Before setting a recurring schedule

On-Demand Needs:

• Client requests immediate lead list
• Urgent market intelligence needed
• Quick validation of search criteria

Troubleshooting:

• Verify agent works after edits
• Test HubSpot filtering is working
• Check export delivery

Pausing & Activating

Temporarily disable agents without deleting them:

Pause an Agent

1. Open agent in dashboard
2. Click Pause button
3. Confirm in dialog
4. Agent status → “Paused 😴”

What Happens:

• No automated runs occur
• All settings preserved
• Agent appears in “Paused” tab
• Can be reactivated anytime

When to Pause:

• Seasonal business (off-season)
• Agent reaching exhaustion frequently
• Need to revise search criteria
• Temporary budget constraints

Activate a Paused Agent

1. Open paused agent
2. Click Activate button
3. Confirm in dialog
4. Agent status → “Active ⚡”

What Happens:

• Resumes scheduled runs
• Next run occurs at scheduled time
• No retroactive runs for missed schedules

Monitoring Performance

Track agent effectiveness using multiple indicators:

Previous Searches Sidebar

Key Metrics:

Metric	What It Shows	What to Look For
Leads Found	Number of prospects per run	Consistent volume
Research Progress	Status of AI questions	High completion rate
Export Count	Leads emailed to team	Qualified leads passing filters
Run Duration	Time to complete	Reasonable execution time
Success Rate	Runs without errors	Mostly successful

Status Indicators

⚡ Active:

• Everything working as expected
• Runs on schedule successfully
• No action needed

😴 Paused:

• Intentionally disabled
• Reactivate when ready
• No runs occurring

🔴 Exhausted:

• Search finding no new leads
• Consider action:
  • Broaden search criteria
  • Expand geographic area
  • Adjust industry filters
  • Pause until market changes

🔄 Running:

• Currently executing
• Check right sidebar for progress
• Wait for completion

Optimization Signals

Low Lead Count:

• Search criteria too narrow
• Geographic area too small
• Industry filters too strict
• Action: Broaden search parameters

Research Failures:

• Questions too complex
• Insufficient credits
• API rate limits hit
• Action: Simplify questions, check credits

Low Export Count:

• Export filters too strict
• Research not finding answers
• HubSpot filtering too aggressive
• Action: Adjust export filters or HubSpot mode

Slow Run Duration:

• Too many research questions
• Large result set (100 leads)
• Complex filter logic
• Action: Reduce questions or batch size

Deleting Agents

Permanently remove agents when no longer needed:

How to Delete

1. Find agent in left sidebar
2. Click ⋮ menu icon on agent card
3. Select Delete
4. Confirm deletion in dialog

This action is permanent and cannot be undone.

What Gets Deleted

Removed:

• Agent’s search schedule
• All follow-up question schedules
• The agent’s dedicated View
• Export configuration

Preserved:

• Previous search results
• Leads found by the agent
• Research data already collected
• Your saved searches (reusable)

When to Delete

Good Reasons:

• Agent served its purpose (project completed)
• Search criteria no longer relevant
• Switching to different approach
• Consolidating similar agents

Consider Pausing Instead:

• Seasonal business (might reuse later)
• Temporary budget constraints
• Testing alternative configurations
• Waiting for market conditions

Team Collaboration

Multi-User Management

For team accounts:

Visibility:

• All team members see all agents
• Creator name shown on agent cards
• Filter by creator in left sidebar

Permissions:

• Anyone can edit any agent
• Anyone can run agents manually
• Anyone can pause/activate/delete

Best Practices:

• Use consistent naming conventions
• Document purpose in agent name
• Coordinate on HubSpot filter modes
• Set appropriate export recipients

Naming Conventions

Help teams identify agents quickly:

Format:

[Territory/Vertical] • [Research Type] • [Cadence]

Examples:

• “Boston Cafes • Contact Research • Weekly”
• “West Coast HVAC • Qualified Leads • Daily”
• “National Dentists • Insurance Check • Monthly”
• “Florida Restaurants • Revenue Analysis • Bi-Weekly”

Territory Assignment

Organize agents by sales territory:

Strategy:

• Agent 1: “NorCal Restaurants” → emails [e-mail]
• Agent 2: “SoCal Restaurants” → emails [e-mail]
• Agent 3: “Nevada Restaurants” → emails [e-mail]

Benefits:

• Automated lead distribution
• Territory-specific research
• No manual routing needed

Export Coordination

Avoid duplicate outreach:

Use HubSpot Filtering:

• Prevents overlap with existing CRM
• Filters by deal status
• Account-level connection

Configure Per Agent:

• Different recipients per territory
• Unique export filters per vertical
• Separate research questions per market

Tips for Long-Term Success

Regular Maintenance

Weekly:

• Review exhausted agents
• Check export counts
• Monitor run success rates

Monthly:

• Update search criteria if needed
• Audit research questions
• Clean up unused agents

Quarterly:

• Evaluate overall agent ROI
• Consolidate similar agents
• Update team naming conventions

Credit Management

Monitor Usage:

• Check credit consumption per agent
• Identify high-cost agents
• Optimize research questions

Reduce Costs:

• Use research filters aggressively
• Enable HubSpot filtering
• Remove low-value questions
• Reduce results per run

Performance Tuning

For Speed:

• Limit research questions (3-5 max)
• Use smaller batch sizes (10-25 leads)
• Simplify filter logic

For Quality:

• Add export filters
• Use HubSpot “Companies with Deals” mode
• Stack research filters
• Refine questions for accuracy

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Agent Dashboard

Explore the dashboard interface

HubSpot Filtering

Optimize CRM filtering settings

Creating Agents

Build new agents with best practices