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Storm killed the schedule — reshuffle the week + draft customer texts

Rain takes out a day. Move outdoor work, fill the indoor crews, and send every affected customer a 5-line text in the same pass.

Updated May 2, 2026 · Works with any ·
schedulingweathercustomer-communication

The prompt

Storm killed [DAY — e.g. "Wednesday"]. Rewrite this week's schedule.

Crews and what they were doing:
- Crew 1: [WHAT THEY WERE ON]
- Crew 2: [WHAT THEY WERE ON]
- Crew 3: [WHAT THEY WERE ON]
(add or remove crews as needed)

Indoor backlog I can pull from: [LIST INDOOR JOBS THAT ARE READY TO GO]
Outdoor work that got pushed: [LIST WHAT WAS LOST]
When can outdoor work realistically resume: [DAY / RANGE]
Customers who need to be told: [LIST NAMES + WHAT THEY WERE EXPECTING]

Output in three parts:

**1. Reshuffled schedule** — table with crew, day, job. Show the rest of the week. Flag any crew that's now under-utilized.

**2. Customer texts** — for each affected customer, draft a 5-line text:
- Acknowledge the weather
- Tell them their new date (specific, not "later this week")
- Confirm we're still doing the job
- Offer one thing they can do (reschedule access, move cars, etc.) if relevant
- Sign off with the shop name

**3. One-line internal note** — anything I need to flag for [OWNER / OFFICE / DISPATCHER] to follow up on Monday.

Tone for customer texts: calm, professional, no excuses. Don't say "unfortunately."

What this is for

Storm days are pure chaos: you’re trying to call customers, slot indoor jobs, keep crews paid, and nothing’s written down. By Friday somebody got missed, and that customer leaves a bad review for “no communication.” This prompt pulls the whole reshuffle into one structured pass and writes the customer messages while you’re at it.

How to use it

  1. Open the AI app from your truck — don’t wait until you’re back at the office.
  2. Fill the brackets fast. Voice-dictate if it’s quicker.
  3. Read through the reshuffle, tweak any crew assignments that don’t fit (you know your people, the AI doesn’t).
  4. Copy each customer text into your texting app. Send them before you do anything else.

Pro move

Add to the prompt: “For each pushed customer, also draft a one-sentence internal note for the foreman about anything specific the customer mentioned last visit.” Now your foreman shows up next week with context, not a fresh start.

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