Local service work
Collect scheduling constraints for a local job
List everyone who must be there, the hours the site can be entered and how long the task takes, then look for overlaps. Write the overlapping windows as candidates to offer the customer. A candidate stays a suggestion until both sides agree and it is recorded.
A text to start with
I need to find possible visit times for [type of job] at [site]. People required: [names or roles and their available hours]. Site access hours: [hours]. Estimated task length: [duration]. Known blocked times: [list]. Find windows where everyone overlaps and that are long enough for the task. Present them as proposed options only, not confirmed bookings.
Example request. Change the details to fit your situation.Scheduling constraint sheet
Job and site: [ ] Task length including setup: [ ] Required person or role: [ ] Their available days and hours: [ ] Their blocked times: [ ] Site access hours: [ ] Site blocked times: [ ] Who provides access: [ ] Travel or buffer time needed: [ ] Candidate window 1: [ ] Candidate window 2: [ ] Candidate window 3: [ ] Status of each: proposed [ ] confirmed [ ] Customer reply and date: [ ] Confirmed by and on: [ ]
Proposed times versus bookings
A draft can slip from "this window works" to "you are booked for Tuesday." Read the output for any wording that confirms a time. Proposed options should be labeled as such and wait for a reply. Check the overlap arithmetic: a window must be at least as long as the task, including setup if you named any. Look for travel time between jobs or other commitments of a required person that you did not list, since the draft cannot know them. A missing constraint can make a window look clear when it is unworkable.
Ask another agent to check the result
Check that every time in this plan is described as a proposed candidate and none is stated as a confirmed booking. Verify each window is long enough for the task and fits every listed constraint. Flag any constraint that seems missing. Do not confirm or hold any time.
Offer options and wait for a reply
Send the customer two or three candidate windows and ask them to pick one. Say the time is held only after you reply to confirm. When someone chooses, check it against every required person before you confirm. Record the confirmed time in your own calendar or system and tell each required person. If no window works, ask which constraint can move.