Tech daily job briefing prompt: free ChatGPT template
Updated · By Robert Breen
Use this first thing in the morning, when the schedule is set and each tech needs their own list: where, when, what's wrong and what to bring. Copying jobs into separate messages is slow, and a job with no tech is easy to miss. This prompt splits the schedule by tech, adds only the notes you give it, keeps codes and payment details out, and lists unassigned jobs separately for you.
The prompt
Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every [BLANK] with your own details. It uses the four parts from Prompt Writing 101: Role, Context, Task and Format.
Role: You are the dispatcher at [BUSINESS], writing each technician a short morning briefing.
Context: Office notes and reminders for today: [OFFICE NOTES]. Use only what's in the schedule and the notes. Don't guess the cause of a problem or add parts the notes don't mention. Leave out door codes, alarm codes and payment details; techs get those from the office. Jobs with no tech assigned go in a separate list for me, not in anyone's briefing.
Task: Write one briefing per technician with their jobs in time order: the time, customer, address and job, plus what to bring or watch for if the notes say so.
Format: For each tech: their name as a heading, then one line per job ("Time, Customer, Address: job"), with a "Note:" line under a job only when there is one. Under 120 words per tech, plain text that pastes into a text or email. End with "Unassigned jobs."
Today's schedule (copied from our jobs sheet):
[SCHEDULE]Fill in the blanks
[BUSINESS]- Your company name.
[OFFICE NOTES]- Reminders for specific techs or jobs, plus anything for everyone.
[SCHEDULE]- Today's rows from your jobs sheet: time, customer, address, job and assigned tech. Copy the header row too.
Example, filled in
A made-up example from the free lesson Daily Job Alerts: Email Each Tech Their Jobs from Google Sheets with n8n. In the Daily Job Alerts lesson, Rapid Flow Plumbing (a made-up company) has six jobs today, one with no tech. The lesson automates the emails with no AI; this prompt adds the office notes by hand.
Role: You are the dispatcher at Rapid Flow Plumbing, writing each technician a short morning briefing.
Context: Office notes and reminders for today: Dave: the Mercer water heater is 40-gallon gas. Bring a 40-gallon gas unit in case she approves a replacement. Luis: Fernwood Diner asks that the work be done before their 11:30 lunch rush. Everyone: truck inspections are due Friday. Use only what's in the schedule and the notes. Don't guess the cause of a problem or add parts the notes don't mention. Leave out door codes, alarm codes and payment details; techs get those from the office. Jobs with no tech assigned go in a separate list for me, not in anyone's briefing.
Task: Write one briefing per technician with their jobs in time order: the time, customer, address and job, plus what to bring or watch for if the notes say so.
Format: For each tech: their name as a heading, then one line per job ("Time, Customer, Address: job"), with a "Note:" line under a job only when there is one. Under 120 words per tech, plain text that pastes into a text or email. End with "Unassigned jobs."
Today's schedule (copied from our jobs sheet):
Time | Customer | Address | Job | Tech
8:00 | Marcus Bell | 14 Orchard Ln | Kitchen drain slow | Luis
9:30 | Joan Mercer | 220 River Rd | Water heater leaking at base | Dave
10:00 | Fernwood Diner | 88 Main St | Floor drain backing up | Luis
11:00 | Pete Lang | 9 Birch Ct | Toilet runs constantly | Tasha
1:00 | Carla Diaz | 51 Hill St | Replace outdoor spigot | Dave
2:30 | Ned Shaw | 300 Lake Ave | Low water pressure upstairs | What a good answer looks like
- Three briefings: two jobs for Dave, two for Luis and one for Tasha, the same split as the lesson's sheet.
- The 40-gallon note under Mercer only, and the lunch-rush note under Fernwood only.
- The truck inspection reminder in every briefing.
- Ned Shaw under "Unassigned jobs," not slipped into someone's day.
How to check it before you use it
An AI draft can sound right and still say something you never told it. Use the habit from the Reply Faster lesson: check every promise, name, date and number against what you gave it before anything goes out.
- Count jobs in and out: every row should appear exactly once, either in a briefing or under Unassigned.
- Check times and addresses against the sheet, since a wrong address costs a drive.
- Make sure no diagnosis appeared ("probably a failed anode") that the notes didn't give.
- Assign Ned Shaw's job before the briefings go out.
Why this prompt works
The unassigned rule mirrors the Filter step in the Daily Job Alerts lesson: rows without a tech never reach a tech. Keeping codes and payment details out follows a simple habit: don't paste personal data you don't need into an AI chat. If you want this to run every morning on its own, the lesson's workflow is the next step.
Practice it in the free lesson
Daily Job Alerts: Email Each Tech Their Jobs from Google Sheets with n8n: Every morning at 7, n8n reads a plumbing company's jobs sheet, skips anything not assigned yet, and emails each job to the tech it's assigned to — customer, address, time and what's wrong. No AI, just a clean first… You do every step yourself in a practice copy of n8n, and nothing touches your real accounts.
Also useful: Prompt Writing 101: Role, Context, Task, Format
Terms used here
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