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AI agent for head of operations

HVAC Maintenance Agreement Scheduling Agent

All agreement tune-ups booked before peak season

SchedulingPlanningOperations
See how it worksGet access
HVAC Maintenance Agreement Scheduling Agent: what goes in, what the agent does and what you get

What it does

Maintenance agreements promise spring and fall tune-ups, and booking them by hand during the rush leaves customers missed and technicians idle or overbooked. Six weeks before each season, this agent lists every agreement due, groups customers by area, and drafts a schedule that fits technician capacity before peak demand starts. It drafts booking messages for each customer, which the office approves before they go out. It then tracks replies. Customers who do not confirm get a second message at a different time slot, and anyone who misses two attempts is flagged for a phone call. It keeps checking until every customer is booked or flagged. It also flags agreements expiring soon so the office can offer renewal. The technician sees the final schedule. Edge case: a customer with an open repair ticket gets the tune-up combined with that visit to save a trip.

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
ApprovedYes, continueNo 1 STARTS WHEN Six weeks before season 2 USES A TOOL List due agreements 3 DOES Group by area and draft schedule 4 YOU APPROVE Office approves booking messages 5 USES A TOOL Track replies 6 CHECKS THE RESULT Is every customer booked? If not: rebook or flag for a call. Back to step 3. 7 RESULT Tune-up schedule
Read the steps as a list
  1. Six weeks before season
  2. List due agreements
  3. Group by area and draft schedule
  4. Office approves booking messagesThe agent waits here for your OK.
  5. Track replies
  6. Is every customer booked?If not: rebook or flag for a call. Back to step 3.
  7. Tune-up schedule

How it decides

Customers are grouped by area and booked in order of agreement date.

  • Group by area
  • Two failed attempts mean a call
  • Combine with open repairs

Make it yours

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

  • Lead time
  • Area groups
  • Message channels
  • Attempts before call

What keeps you in control

It always asks you first

  • Booking messages

Hard limits

  • No messages without approval
  • Respects opt-outs

It stops when

  • Done: all booked
  • Stop: customer cancels the agreement

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 340 maintenance agreements, the agent sent booking offers on February 1 for spring tune-ups. By February 20, 290 were booked. The coverage check failed, with 50 unbooked. The agent sent a second round with Saturday slots and booked 38 more, then flagged 12 for phone calls. Two customers had open repair quotes, so it combined those visits with the tune-up. The service manager approved the final route plan.

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