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AI agent for catering managers

Backward Prep Timeline Agent

Produce a timeline where every task has a person, a station and equipment free at that time.

PlanningSchedulingCreatingOperationsHospitality and eventsManagement
See how it worksGet access
Backward Prep Timeline Agent: what goes in, what the agent does and what you get

What it does

For a 300-guest dinner, the braise needs the oven for four hours, the desserts need the walk-in, and two cooks are on the same station at the same time. The agent builds a timeline backward from service time. It lists every task with duration and lead time, such as marinating, cooking, chilling and plating. It assigns tasks to stations and people and books equipment, then tests the plan for conflicts: two tasks in one oven, a fridge over capacity or a person double-booked. Conflicts are fixed by moving tasks earlier, splitting batches or changing the method, and the plan is tested again. It also checks hold times and food safety limits. The chef approves the timeline. Edge case: a dish that cannot be made ahead.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueApprovedNoNo 1 STARTS WHEN Large event is confirmed 2 USES A TOOL Read the menu, recipes, guest count and service time 3 DOES List every task with duration, lead time and holdlimits 4 DOES Place tasks backward from service time 5 DOES Assign each task to a station, person and equipment 6 USES A TOOL Test for oven, fridge and staff conflicts 7 CHECKS THE RESULT Is the plan free of equipment, storage and staffconflicts? If not: move or split tasks, change the method andre-test. Back to step 4. 8 USES A TOOL Check hold times and food safety limits 9 CHECKS THE RESULT Is every item within its safe hold time at service? If not: move the task later or change the cookingmethod. Back to step 4. 10 YOU APPROVE Chef approves the timeline 11 RESULT Timeline published to the kitchen
Read the steps as a list
  1. Large event is confirmed
  2. Read the menu, recipes, guest count and service time
  3. List every task with duration, lead time and hold limits
  4. Place tasks backward from service time
  5. Assign each task to a station, person and equipment
  6. Test for oven, fridge and staff conflicts
  7. Is the plan free of equipment, storage and staff conflicts?If not: move or split tasks, change the method and re-test. Back to step 4.
  8. Check hold times and food safety limits
  9. Is every item within its safe hold time at service?If not: move the task later or change the cooking method. Back to step 4.
  10. Chef approves the timelineThe agent waits here for your OK.
  11. Timeline published to the kitchen

How it decides

Tasks are placed by working back from service time. A plan passes when there are no equipment, storage or staff conflicts and hold times are safe.

  • Leave a 15 percent time buffer for large batches
  • Never place two tasks in one oven at different temperatures at the same time
  • Keep hot items above 135 F and cold items below 41 F
  • Move make-ahead tasks to the day before when the fridge allows

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Time buffer (default 15 percent)
  • Equipment list
  • Hold limits
  • Staff stations
  • Timeline format

What keeps you in control

It always asks you first

  • Chef approves the timeline
  • Chef approves menu or method changes

Hard limits

  • Do not shorten safe hold times
  • Never assume equipment that is not on the list

It stops when

  • Done: conflict-free timeline approved
  • Stop: equipment cannot support the menu, return options to the chef

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFor 300 guests, the agent places 6 hours of braising from 9 a.m. but finds the single oven is also needed for rolls at 1 p.m. It splits the braise across the oven and a rented combi oven. The fridge check shows desserts need 4 more shelves, so it moves the plating of cold starters to the day. The chef approves the revised timeline.

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