Log Planning Center first-time guests with AI

1. In Check-Ins, a staff member opens the event, goes to the Reports tab and builds a report with the First timers only option in the Scope section.
2. For the people in the report, they open each profile in People, go to the Notes tab, choose Add a note, pick a Category, a Date and write the note.
3. A visitor checked in by label only is not saved in People, so the staff member also has to check who has a profile before there is anything to open.
4. The weekly report and the notes are two screens in two products, which is why it often waits until Wednesday.

Every Monday, list first-time guests from Sunday Gathering for the past week, check their profiles for notes, and add a General note with the visit date to each one who has none. Give me their email addresses.

1. 01

   Pull the first timers

   list_first_timers runs for the event and the date range of last week. Planning Center counts a first time per event, so someone who came to a different event before still counts as new here.

2. 02

   Open each profile

   get_person returns the contact details and the notes your account can see. The agent skips anyone who already has a note from the same week, so a person Check-Ins registered twice is not noted twice.

3. 03

   Write the note

   add_person_note adds one note in the category you named with the visit date. The category must be one where your account can create notes; if not, the call fails and the agent lists the person instead.

4. 04

   Hand over the list

   The agent finishes with names, emails and phone numbers of everyone it noted, so the pastoral team can write or call. It sends no message to the guest itself.

First-time guests, 12 to 18 Oct, Sunday Gathering: 3
Noted 2: Hannah Cole (hannah@example.org), Ben Ortiz (ben@example.org)
Already noted this week: Maya Singh
Not in People: 1 visitor checked in by label only

curl -X POST https://cotlet.dev/api/v1/planning-center/persons/51207/note \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"category":"General","body":"First visit at Sunday Gathering on 18 Oct. Follow up this week.","date":"2026-10-19"}'

{
  "note_id": "330142",
  "person_id": "51207",
  "category": "General",
  "date": "2026-10-19",
  "author": "Grace Miller",
  "body": "First visit at Sunday Gathering on 18 Oct. Follow up this week."
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the call is planning_center_write → add_person_note. Example data.

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