A worked example

From a crowded week to a crew plan the office can trust

The plan finds two clashes before Monday: the panels may arrive after the booked 8 am start, and the clinic’s after-hours upgrade must be done before Friday’s 9 am inspection.

Fictional solar and electrical installer with two crewsFictional recordsWeek plan you can read in fullNo client claim

Records in · finished work out

4 records.
4 automatic steps.
One human check.

What goes in

The records the workflow reads

4 ordinary records, nothing prepared specially for AI. Every fact in the finished work traces back to one of them.

J1 · Job board

Jobs for next week

Rooftop solar, 24 panels, two-day install, permit granted. Booked Monday and Tuesday with an 8 am start; needs both crews and the scissor lift.
Panel upgrade at a dental clinic: about four hours, one crew. The clinic must be closed, so the work happens after 6 pm on a weekday or on Saturday. The inspector must see the finished upgrade; the inspection is booked for Friday at 9 am.
EV chargers at two homes on the same street: half a day each, one crew, customers flexible on the day.
Warranty callback on an inverter fault: two hours, one crew, promised “this week” by the office. Needs the replacement part.

C1 · Crew and van availability

Who and what is available

Crew A (Marco, Dev) uses Van 1 and is available all week. Crew B (Sam, Nia) uses Van 2; Nia is off Friday.
Van 2 is in for brakes all day Wednesday. The scissor lift is rented Monday to Wednesday.
Normal hours are 8 am to 4:30 pm, Monday to Friday. Evening or Saturday work is overtime, and only the owner approves overtime.

S1 · Supplier notice

Delivery update

The 24 panels now arrive Monday between 7 and 9 am. The inverter part arrives Wednesday; no delivery time given.

R1 · Scheduling rules

How the office plans the week

No job starts before its materials are on site. Inspections are never moved without the inspector’s confirmation.
A promised callback gets a slot before new sales work. Only the owner approves overtime or a moved customer date.
Every customer gets a confirmed day and a two-hour arrival window by Thursday of the week before.

How the work runs

From records to a review-ready result

Set up once: the scheduling rules, the crew roster and the van list live in one saved project. Each Thursday the job board and the supplier emails go in; the week plan, the clashes and the customer confirmations come out. None of the steps below is a manual task after the first time.

A saved project is a folder inside your AI tool that keeps its instructions and reference files between conversations, so nothing is re-explained.

The week’s jobs, people and vans are read together
Each job is matched to the crew, van and equipment it needs, with the permit, inspection and delivery facts from the notices.
Fixed points and dependencies go in first
The Friday inspection, the lift rental, Van 2’s brake day and Nia’s day off are placed first. Work that an inspection must see is placed before that inspection.
Jobs are placed against the rules
The solar install waits for the panels; the callback takes the first slot after its part arrives, and new sales work fits around it; the clinic work stays after hours, so it needs overtime approval.
Clashes and decisions are separated from the plan
Two items need the owner: overtime for the clinic before the inspection, and what happens if the solar install runs past Wednesday. Everything else is ready to confirm.
A person reads, corrects and acts
The owner decides the two items, names who meets the inspector and reads the five confirmations. The office sends them by Thursday.

What comes out

The finished artifact

This is the actual review copy, not a description of it. Read it the way the owner would, with the records above open beside it.

Week planFictional · prepared for review

Review copy

Prepared for review · fictional records

Next week · two crews, five customers, two owner decisions

Prepared for: Owner and office, Thursday
Built from: J1, C1, S1, R1
Status: Proposed · nothing confirmed
Owner decisions: Clinic overtime; solar slip plan

The plan, as it fits the rules

Day	Crew A (Marco, Dev)	Crew B (Sam, Nia)
Monday	Solar day 1 with Crew B, once panels are on site (by 9 am)	Solar day 1 with Crew A
Tuesday	Solar day 2 (lift on site)	Solar day 2 with Crew A
Wednesday	Open, in case solar runs over (lift still rented)	Van 2 in for brakes; rides with Crew A if needed
Thursday	EV charger, first home, from 8 am	Inverter callback from 8 am; clinic upgrade from 6 pm if overtime is approved
Friday	EV charger, second home, from 8 am	Sam only; owner names who meets the inspector at 9 am

The two clashes, and the decisions they need

The panels arrive Monday between 7 and 9 am, so an 8 am start cannot be guaranteed [S1, R1]. Proposed: tell the customer the crew arrives between 9 and 11 am, once the panels are on site. The lift is rented through Wednesday [C1], and Wednesday is kept open, so a one-day slip is covered.
If the solar install runs past Wednesday, the lift rental ends and Crew A is booked for the first EV charger on Thursday. Owner decision now: extend the lift rental by a day, or move that EV charger with the customer’s agreement [C1, R1].
The clinic upgrade must be finished before the inspector sees it on Friday at 9 am, and it can only happen after hours [J1]. Thursday from 6 pm is the latest slot before the inspection; it needs the owner’s overtime approval [C1, R1]. If overtime is declined, the inspection has to be rebooked with the inspector before the clinic is told anything else.

What the rules kept out

No booked customer day moved. The solar customer gets a later arrival window on the booked day, not a different day.
The inspection stays Friday at 9 am, after the upgrade it has to check.
The callback takes the first slot after its part arrives. The EV chargers, whose customers are flexible, fit around it and around the solar job.
Saturday was not used: it falls after the Friday inspection.
Each EV charger has its own day, so a half-day job that starts late cannot push the next one into overtime.

Customer confirmations · drafts for approval

To: Five customers, one message each
Send by: Thursday of this week, per our rule

Solar customer: Your install stays on Monday and Tuesday. Your panels arrive Monday morning, so the crew will arrive between 9 and 11 am, once the panels are on site, rather than at 8.

Clinic (only if the owner approves overtime): We plan to complete the panel upgrade on Thursday evening, starting at 6 pm after you close, so it is finished before the inspector’s visit on Friday at 9 am. Please confirm Thursday evening works.

EV charger, first home: Thursday, arrival window 8 to 10 am.

EV charger, second home: Friday, arrival window 8 to 10 am.

Inverter callback: Thursday, arrival window 8 to 10 am. The replacement part arrives the day before.

Human review

What the owner checks before it goes out

Work an inspection must see is scheduled before that inspection; Saturday would reverse the order. No arrival window starts before the panels can be on site. The lift rental already covers a one-day slip. The callback waits for its part, and nothing is scheduled outside normal hours except the overtime the owner must approve. Five customers get five confirmations. No customer day or inspection moves, and overtime is proposed, not promised. The owner decides both items before any confirmation goes out.

Try it

Run the same records through your own AI tool

The complete fictional pack and the instruction are below. Paste both into an AI chat you are allowed to use, then compare what comes back with the brief above.

Copy this fictional example

Copy the notes and instructions into an approved AI chat.

Fictional source material: J1 · JOBS FOR NEXT WEEK Rooftop solar, 24 panels, two-day install, permit granted. Booked Monday and Tuesday with an 8 am start; needs both crews and the scissor lift. Panel upgrade at a dental clinic: about four hours, one crew. The clinic must be closed, so the work happens after 6 pm on a weekday or on Saturday. The inspector must see the finished upgrade; the inspection is booked for Friday at 9 am. EV chargers at two homes on the same street: half a day each, one crew, customers flexible on the day. Warranty callback on an inverter fault: two hours, one crew, promised “this week” by the office. Needs the replacement part. C1 · WHO AND WHAT IS AVAILABLE Crew A (Marco, Dev) uses Van 1 and is available all week. Crew B (Sam, Nia) uses Van 2; Nia is off Friday. Van 2 is in for brakes all day Wednesday. The scissor lift is rented Monday to Wednesday. Normal hours are 8 am to 4:30 pm, Monday to Friday. Evening or Saturday work is overtime, and only the owner approves overtime. S1 · DELIVERY UPDATE The 24 panels now arrive Monday between 7 and 9 am. The inverter part arrives Wednesday; no delivery time given. R1 · HOW THE OFFICE PLANS THE WEEK No job starts before its materials are on site. Inspections are never moved without the inspector’s confirmation. A promised callback gets a slot before new sales work. Only the owner approves overtime or a moved customer date. Every customer gets a confirmed day and a two-hour arrival window by Thursday of the week before.

Your task: Prepare next week’s crew plan from the job board, the availability and the supplier notice under our rules. Show what fits, what conflicts and which decisions need the owner. Draft the customer confirmations. Do not move any customer date, inspection or promise overtime; the owner decides.

Check the result

Apply it to your work

Before trying this with real work, confirm that the AI tool may use those records and that someone can check important mistakes. Otherwise, keep using fictional details.

Try one real week: your job board, your crew and van availability, the week’s supplier emails and your rules. Judge the plan by whether it caught the clash and the order-of-work problem you would otherwise have found too late.

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