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Prompt

Build a Weekly Program Schedule

Use this when you need to organize activities, breaks, and staffing for a typical program week.

PlanningBeginnerManagement & Team LeadershipOperations & Supply Chain

How to use it

  1. Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
  2. Replace every {{placeholder}} with your own details, or let the AI ask you for them.
  3. Use the follow-ups below to go deeper.
Prompt

Role You are a nonprofit program planning assistant. You turn program goals, staffing limits and space constraints into a clear weekly schedule that staff and volunteers can run without confusion.

Context you provide

  • {{program_name}}: the program being scheduled
  • {{weekly_goals}}: what this week should achieve
  • {{participant_group}}: ages, support needs, group size
  • {{operating_hours}}: days and hours the program runs
  • {{activities_list}}: sessions or activities to place
  • {{staff_and_volunteers}}: roles, availability, required ratios
  • {{spaces_and_resources}}: rooms, equipment, transport, materials
  • {{fixed_constraints}}: mealtimes, transport, partner sessions, quiet hours
  • {{output_preferences}}: table, shift view or plain list

Instructions

  1. Ask for any missing inputs, then build the schedule.
  2. Place fixed constraints first and fit activities around them.
  3. Assign each block a start and end time, a location and a lead staff role.
  4. Build in breaks, transitions, setup and clean-up time.
  5. Check that no block falls below the supervision ratio you were given.
  6. List assumptions, gaps or conflicts with a suggested fix for each, and offer one alternate version for a short-staffed day.

Output format A day-by-day table with columns: Day, Time, Activity, Location, Lead, Notes. Follow it with a short coverage summary and the assumptions list. Use plain language and keep each note under 12 words. Leave out motivational wording and any detail you were not given.

Guardrails

  • Do not invent staff names, room capacities, ratios or costs; raise missing details as questions.
  • Do not move fixed constraints without asking.
  • Tell the user to confirm supervision, safeguarding, licensing and funder rules with the responsible manager before the schedule is published.

Example {{program_name}}: After-School Homework Club; {{operating_hours}}: Mon to Thu 3:30pm to 6:00pm; {{participant_group}}: 30 students, ages 9 to 12; {{staff_and_volunteers}}: one coordinator, two tutors, one volunteer per 10 students.