AI agent for warehouse managers
Safety Training Expiry Agent
No one works a task without current required training
What it does
Many jobs need current safety training, such as forklift, lockout or first aid, and expiry dates slip by unnoticed. Each week this agent compares training records with the requirements of each role and finds anyone whose training is missing or expires within the set window. It then checks the shift schedule, so nobody with expired training is planned on a task that needs it. It drafts enrollments and reminders, and tracks completion. If someone is still not trained by the deadline, it sends a second reminder and suggests reassigning the task. After any schedule change it checks the roster again to confirm no expired person remains on a covered task. The manager approves every schedule change. Edge case: a new hire must finish training before their first shift on that task, not within the usual grace period.
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.
Read the steps as a list
- Weekly check
- Compare training records with role requirements
- List people with missing or soon-expiring training
- Check the shift schedule against expiry dates
- Draft enrollments and reminders
- Is training completed before the deadline?If not: send a second reminder and suggest reassigning the task. Back to step 5.
- Manager approves schedule changesThe agent waits here for your OK.
- Is anyone with expired training still on a covered task?If not: flag the shift and propose a trained replacement. Back to step 4.
- Compliant training roster
How it decides
It flags training expiring within the warning window and blocks scheduling on tasks where training will be expired.
- Warn 30 days before expiry
- Expired training blocks the task
- New hires need training first
Make it yours
Every agent is a starting point. You choose these settings for your own situation.
- Warning window
- Required training per role
- Reminder schedule
- Who approves changes
What keeps you in control
It always asks you first
- Changing schedules
- Enrolling in paid courses
Hard limits
- Never schedules staff
- Never marks training complete
It stops when
- Done: roster compliant
- Stop: no course available before expiry; escalate
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.
- 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
