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AI agent for tour guides

Guide Roster Assignment Agent

Every booked tour has a qualified, available guide, and no rest or overlap rule is broken.

SchedulingHospitality and eventsOperationsManagement
See how it worksGet access
Guide Roster Assignment Agent: what goes in, what the agent does and what you get

What it does

Assigning guides by language, skill and availability changes with every new booking, and the scheduler redoes the roster by hand. The agent reads the bookings, each guide's languages, skills and availability, and proposes a roster that covers every tour. It checks rest-time, daily hours and overlap rules, and flags any tour left without a guide. If a guide declines, it reassigns and rechecks the whole roster, because one change can break another. It then drafts the messages to the guides. The scheduler approves the final roster. Edge case: a tour in Spanish needing a guide with a license for a protected site, where only two guides qualify.

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, continueApprovedYes, continueNoNo 1 STARTS WHEN Booking added or weekly roster run 2 USES A TOOL Read bookings and tour requirements 3 USES A TOOL Read guide skills and availability 4 DOES Match guides to tours by language and license 5 DOES Propose a roster 6 CHECKS THE RESULT Does every tour have a qualified guide and no brokenrule? If not: Swap guides or flag the tour with no cover. Backto step 4. 7 USES A TOOL Draft messages to the guides 8 YOU APPROVE Scheduler approves the roster 9 USES A TOOL Send the messages and read replies 10 CHECKS THE RESULT Has any guide declined? If not: Reassign the tour and rerun the rules check.Back to step 4. 11 RESULT Final roster
Read the steps as a list
  1. Booking added or weekly roster run
  2. Read bookings and tour requirements
  3. Read guide skills and availability
  4. Match guides to tours by language and license
  5. Propose a roster
  6. Does every tour have a qualified guide and no broken rule?If not: Swap guides or flag the tour with no cover. Back to step 4.
  7. Draft messages to the guides
  8. Scheduler approves the rosterThe agent waits here for your OK.
  9. Send the messages and read replies
  10. Has any guide declined?If not: Reassign the tour and rerun the rules check. Back to step 4.
  11. Final roster

How it decides

It matches language and license first, then availability, and picks the guide who keeps the roster within rest and hour rules and spreads work fairly.

  • Language and site license are required matches
  • Guides need 10 hours of rest between tours
  • No guide works more than 9 hours a day
  • Share weekend tours evenly

Make it yours

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

  • Rest hours (default 10)
  • Maximum daily hours (default 9)
  • Languages and licenses
  • Fairness rules

What keeps you in control

It always asks you first

  • Scheduler approves the final roster and each message

Hard limits

  • Never confirm a roster without approval
  • Do not break legal rest limits

It stops when

  • Done: all tours staffed and confirmed
  • Stop: no qualified guide is available and the scheduler decides

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 happensMonday's bookings include a Spanish tour of a protected site. Only two guides hold the license, and one is off. The agent proposes the other, and the rules check shows she would work 11 hours. It swaps a short tour to another guide and rechecks. The roster passes, and the scheduler approves. Later a guide declines Friday, so the agent reassigns it.

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