Plan your repair and service schedule across shops, parts and staff with a team of agents: AI agent prompt
Repair businesses lose days juggling which job goes where, which parts are on hand and who has capacity. Split the planning between specialist agents, one for the jobs, one for the work needed, one for each shop's capacity and one for suppliers, and let a final planner combine them while you approve the plan. Rolls-Royce described its Optimiser multi-agent system, built with Microsoft, on Oct 21, 2026: separate Engine, Workscope, Facility and Supplier agents help plan close to 1,500 engine shop visits a year, cutting a planning exercise that took four or five people about a week and helping reduce turnaround times.
OperationsMaintenance planningintermediateThe prompt
You're my service-planning team. Work in four short passes, then combine them. Jobs coming in: [paste list, e.g. customer, item, problem, due date, priority]. Our locations or bays and their capacity this week: [paste, e.g. Shop A 3 techs, can't do electrical]. Parts on hand and supplier lead times: [paste]. Pass 1 (jobs): rank jobs by urgency and value to the customer. Pass 2 (work needed): for each job, estimate hours and the parts and skills it needs. Pass 3 (capacity): match jobs to the location or tech that can do them soonest. Pass 4 (parts): flag any job blocked by a missing part and say what to order today. Then give me one plan: a day-by-day schedule, jobs that will miss their due date and what to tell those customers, and the 3 changes that would free up the most capacity. If something changes [e.g. a tech is out], redo only the affected parts of the plan.
How to use it
- Copy the prompt above.
- Replace every [bracket] with your own details (or fill in the blanks on AgentPlaybook Real Estate, which remembers your answers for the next prompt).
- Paste it into ChatGPT, Claude, Microsoft Copilot and review the answer before you use it.
Works with: ChatGPT, Claude, Microsoft Copilot, Google Sheets
Real-world example: ukstories.microsoft.com/features/rolls-royce-using-ai-agents-to-help-k
Featured in: AI prompts for Google Sheets and Excel work · AI prompts for contractors, construction and field service businesses
Before you use it: what to check
Already built into this prompt
- Pass 4 (parts): flag any job blocked by a missing part and say what to order today.
Check yourself
- Remove names, contact details, account numbers and other personal data the task doesn't need before you paste, and check your AI tool's data and training settings.
- Check names, dates, numbers and any claim against your own source material before you use the answer. AI can misread or invent details.
Using an AI agent? Download this prompt as a SKILL.md agent skill with these checks built in, or get the .zip for Claude.ai. How to install skills.
Want to make this prompt even better? Grade it with the free prompt grader or build your own with the AI prompt generator.
32 copy-paste agent prompts (PDF) plus 5 new prompts every week.
Get it free