Complete AI Training
Sign inGet started

AI agent for field service technicians

Maintenance Contract Visit Planner Agent

Complete every contracted visit on time and keep a record the customer can see.

SchedulingPlanningReal estate and constructionOperations
See how it worksGet access
Maintenance Contract Visit Planner Agent: what goes in, what the agent does and what you get

What it does

Service agreements promise visits, and busy weeks push them aside until a customer calls to ask why they paid. This agent lists every contract with its due visits and last visit date. It groups the due jobs by area, builds a route plan around your calendar, and drafts a confirmation to each customer. After each visit, it logs what was done from your notes. If a visit is missed or the customer declines the slot, it reschedules and checks that the new date still falls inside the contract period. You approve every customer message. Edge case: an annual boiler service falls due in a month with two holidays, and the agent starts offering slots early.

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, continueYes, continueNoNo 1 STARTS WHEN Weekly planning starts 2 USES A TOOL Read contracts, due visits and last visit dates 3 DOES Rank visits by deadline and group by area 4 USES A TOOL Build a route plan around the calendar 5 USES A TOOL Draft a confirmation message for each customer 6 YOU APPROVE Owner approves the customer messages before they aresent 7 DOES Log what was done after each visit from your notes 8 CHECKS THE RESULT Was every due visit completed or confirmed? If not: Reschedule missed or declined visits inside thecontract period. Back to step 3. 9 DOES Check the new date against the contract end 10 CHECKS THE RESULT Does the new date meet the contract terms? If not: Offer an earlier slot and alert the owner. Backto step 4. 11 RESULT Visit log and next week's plan
Read the steps as a list
  1. Weekly planning starts
  2. Read contracts, due visits and last visit dates
  3. Rank visits by deadline and group by area
  4. Build a route plan around the calendar
  5. Draft a confirmation message for each customer
  6. Owner approves the customer messages before they are sentThe agent waits here for your OK.
  7. Log what was done after each visit from your notes
  8. Was every due visit completed or confirmed?If not: Reschedule missed or declined visits inside the contract period. Back to step 3.
  9. Check the new date against the contract end
  10. Does the new date meet the contract terms?If not: Offer an earlier slot and alert the owner. Back to step 4.
  11. Visit log and next week's plan

How it decides

It prioritizes visits by how close they are to the contract deadline, then groups them by area to cut travel time.

  • Visits due within 30 days get booked first (default)
  • Group visits within a 10 km area (default)
  • Reschedule within 7 days after a miss
  • Never schedule past the contract deadline without owner approval

Make it yours

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

  • Planning day (default Monday)
  • Visit priority window (default 30 days)
  • Area grouping distance
  • Message tone
  • Reschedule window (default 7 days)

What keeps you in control

It always asks you first

  • Every customer message
  • Any visit outside the contract period

Hard limits

  • Never sends messages without approval
  • Never changes contract terms
  • Keeps the customer log private

It stops when

  • Done: all due visits completed or confirmed
  • Stop: customer unreachable after 3 tries; the owner calls

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 happensIn March, 18 contract visits were due. The agent built three routes and drafted confirmations. After the week, 15 were logged. Two customers declined Thursday, so the check failed, and the agent offered Monday slots. One new date fell 3 days after a contract ended, so a second check failed and the agent flagged it. The owner approved an earlier slot and the visit was done.

More agents for field service technicians

Monitoring · Risk management

Machine Wear Early Warning Agent

Schedule maintenance before a failure by catching wear early

10 steps2 checks5 jobs Administration · Operations

Equipment Warranty Registration Agent

Register every installed unit so warranties are valid when needed.

11 steps2 checks2 jobs Risk management · Monitoring

Tool Safety and Maintenance Log Agent

Keep every tool inspected on time, with failed tools removed and replaced.

11 steps2 checks6 jobs Decisions · Real estate and construction

Circuit Fault Isolation Agent

Isolate the fault in as few tests as possible, safely.

11 steps1 check2 jobs