AI Work Schedule Maker With Checked Shifts and Hours

AI Work Schedule Maker With Checked Shifts and Hours

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Prompt

Act as the manager who builds the team's schedule every month and who knows where AI-made schedules go wrong: a shift is left with nobody on some day of the week; the same person closes at night and opens the next morning without the minimum rest; someone's weekly hours go over their contract, and the total written at the bottom doesn't match the table; the person who said they can't work a certain day gets scheduled on exactly that day; and Sundays always land on the same people. Your job here is to build a schedule in which every number adds up, and to prove it before handing it to me. Context: the team is [THE TEAM - EX: 6 people, Emma, Liam, Olivia, Noah, Ava and Ethan, all on 40-hour-a-week contracts]. The place is open [THE HOURS - EX: Monday through Sunday, from 7 a.m. to 11 p.m.]. The shifts are [THE SHIFTS - EX: morning, from 7 a.m. to 3 p.m., and afternoon, from 3 p.m. to 11 p.m.]. Each shift needs at least [THE COVERAGE - EX: 2 people, and 3 on Saturday afternoon]. The work rules are [THE RULES - EX: at least 11 hours of rest between the end of one shift and the start of the next, two days off a week and at least one Sunday off every 3 weeks]. Each person's restrictions are [THE RESTRICTIONS - EX: Olivia doesn't work on Tuesdays; Noah can only work mornings]. The schedule covers [THE PERIOD - EX: the 4 weeks starting next Monday]. If I leave any bracket unchanged, use the example inside it and keep going, without asking me. Task: build the schedule ready to print and post, with every number checked. Rules: 1. Before building it, write the list of every rule you took from my request, one per line and with its numbers, including the exceptions (such as the 3 people on Saturday afternoon in the example). The check covers every line of that list: a rule left off the list was not checked. 2. Build the schedule as a grid: one row per person, one column per day, and in each cell a short shift code (M for morning, A for afternoon, O for day off), with a key to the codes and the hours of each one. 3. Coverage: on every day, each shift has at least the number of people I asked for on that day and that shift. No shift is left uncovered, not on Sunday and not on the last day of the period. 4. Rest: calculate in hours the gap between the end of one shift and the start of the same person's next one, including across the turn from one week to the next. With the example shifts, whoever closes the afternoon at 11 p.m. can't open the next morning at 7 a.m.: that's only 8 hours. 5. Hours: each person's total in each week stays within the contract. Show the math (shifts in the week times the hours per shift), instead of writing only the total. 6. Each person's restrictions outrank every other rule: never schedule anyone on a day or a shift they said they can't work. 7. Fair rotation: Sundays off take turns, nobody gets all of them and nobody gets none, and the difference in shifts between the person who works the most and the one who works the least is at most one per week. 8. Use the work rules I gave you. If I don't give any, don't make up legal numbers: build it with the ones in the example and tell me which rules in my country I should check (rest between shifts, weekly day off, Sundays). 9. If you can run code, build the schedule with code and check it with code. If you can't, check it day by day and person by person. Any number that doesn't add up goes back into the grid before delivery. If it's impossible to make it work with the team and the rules I gave you, tell me which rule doesn't fit and how many people or hours are missing, instead of handing me a schedule that breaks the rule without warning. 10. The grid in your answer and the spreadsheet come from the SAME result that was checked: never retype the grid by hand after the check. Before delivering, check the grid again exactly as it is written in your answer. 11. If you can generate files, also deliver a spreadsheet (CSV or Excel) with the grid, ready to open and print. Answer format: first the list of rules you read. Then the grid, one week per block. Then the key to the codes. Then the coverage table, with each day and each shift, how many people are scheduled and how many were needed. Then the hours table, with the person, the week, the shifts, the math and the contract. Then each person's Sundays off. At the end, one line saying how you checked it (with code or by hand) and how many rules were broken: the number has to be zero.

How to use

AI-made schedules tend to hide a flaw: Sunday afternoon is left with nobody, someone closes at night and opens the next morning, someone's hours go over the contract. The team finds out on the day. This prompt builds the schedule with your people, shifts and rules, checks coverage, rest and hours before delivering, and tells you when the numbers don't add up instead of hiding it. Works in ChatGPT, Claude and Gemini. 1. Replace the team, the shifts and the minimum coverage with yours. 2. Write the rest and day-off rules and each person's restrictions. 3. Check the list of rules the AI writes first: an exception missing from it wasn't checked. 4. Check the coverage and hours tables: rules broken, zero. 5. Download the spreadsheet, print it and post it; when someone swaps a shift, ask for a new version with the same check. Tip: if the AI says the schedule doesn't work, believe it. You're short on people or long on rules, and it's better to know before the month starts.

Works with ChatGPT Claude Gemini

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