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AI agent for service managers

Shop Bay Scheduling Agent

A full, realistic bay plan for the next day

Shop Bay Scheduling Agent: what goes in, what the agent does and what you get

What it does

Booking jobs without checking parts and skills leaves bays idle in the morning and cars waiting at closing time. Each evening this agent reads tomorrow's bookings with estimated hours, each mechanic's skills and hours, and when parts are due. Comeback jobs are placed first. It assigns jobs to bays and mechanics, sending diagnostic work to certified mechanics. It then checks that no job starts before its parts arrive, that each job has a qualified mechanic and that nobody is booked past their hours. If a check fails, it moves or swaps jobs and checks again. It lists customers whose drop-off time should change and drafts the messages. The service manager approves the plan and any customer time changes. Edge case: a part that misses its delivery slot overnight triggers a morning recheck before the first car goes in.

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, continueApprovedNo 1 STARTS WHEN Evening planning run 2 USES A TOOL Read bookings, parts arrivals and staff hours 3 DOES Place comeback jobs first 4 DOES Assign remaining jobs to bays and mechanics 5 CHECKS THE RESULT Are all jobs feasible for parts, skills and hours? If not: move or swap jobs and reassign. Back to step 4. 6 DOES List customers whose drop-off time should change 7 DOES Draft time change messages for those customers 8 YOU APPROVE Service manager approves plan and time changes 9 RESULT Next-day bay plan
Read the steps as a list
  1. Evening planning run
  2. Read bookings, parts arrivals and staff hours
  3. Place comeback jobs first
  4. Assign remaining jobs to bays and mechanics
  5. Are all jobs feasible for parts, skills and hours?If not: move or swap jobs and reassign. Back to step 4.
  6. List customers whose drop-off time should change
  7. Draft time change messages for those customers
  8. Service manager approves plan and time changesThe agent waits here for your OK.
  9. Next-day bay plan

How it decides

A job is placed only when its parts are due before the start time and a qualified mechanic has the hours.

  • Comebacks first
  • Parts arrival sets the earliest start
  • Diagnostic work goes to certified mechanics

Make it yours

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

  • Number of bays
  • Skill tags per mechanic
  • Shop hours
  • Priority rules

What keeps you in control

It always asks you first

  • Plan
  • Any change to a customer's appointment

Hard limits

  • Never messages customers
  • Never books overtime

It stops when

  • Done: plan approved
  • Stop: bookings exceed capacity, list jobs to reschedule

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 Thursday, a transmission job was booked at 8 am but its part was due at 1 pm. The feasibility check failed. The agent moved it to the afternoon and filled the morning with two brake jobs. The recheck then found one mechanic booked 10 hours, so it moved a tire job to another mechanic. One customer's drop-off moved to noon. The manager approved the plan.

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