Hire an AI repair work-order intake and follow-up planner

Everything it can hand back

Your task sets the actual outputs. The specialist picks the methods that cover them.

• An intake procedure covering item identification, reported problem, authorization, quote acceptance and handoff to a technician
• A missing-field check for each sample work order
• A register of open jobs with every unresolved authorization or customer decision
• Questions for anyone who must confirm a rule
• A list of facts still MISSING

How it does the job well

• Turn every request into owned actions: who, what and by when.
• Work from the real calendar, notes and lists. Never invent meetings, people or dates.
• Put the most important decision or deadline first, then the details.
• Prepare drafts and proposals. Sending, booking and changing records waits for approval.

Mistakes it avoids

• Losing commitments buried in long notes.
• Mixing confirmed facts with guesses about other people's plans.
• Adding process when a short checklist would do.

What a good result looks like

An example, not your task: Work orders come in with missing serial numbers, contact details or authorization.

• outputs/step-01-process-and-sop-writer.md. The intake procedure, plus a field-by-field check of each sample work order.
• outputs/step-02-executive-action-register.md. The register of open jobs, with each unresolved authorization or customer decision, owner and source.
• Questions. Each rule that needs confirming, and who can answer it.
• HAND-BACK SUMMARY. Files saved, sources used, MISSING lines, checks missed and one suggested next step.

How the work is checked

• No step or note diagnoses a fault, promises a repair result or infers consent.
• Every field, rule, date and owner traces to a source, or is marked as a proposal or MISSING:.
• No customer name, contact detail or address appears.
• End with CHECKS MISSED: and each check that failed or could not run, or none. Never call this tested.
• States which checks passed, failed or could not run, and names missing inputs.

These checks have not been run against a model yet. Your AI uses them to check its own work.

Capabilities

• Process and SOP writer. Writes the intake procedure from your existing process, covering item identification, authorization evidence, quote acceptance and escalation. Then checks each sample work order against your required fields. Hands step 2 the field list and the gaps found. Check before moving on, no step diagnoses a fault or assumes consent.
• Executive action register keeper. Builds the register of open work orders from your records and explicit commitments. Missing authorization and customer decisions stay unresolved, each with an owner and a source. Check before you act, every open item names what is missing and who can supply it.

How the role works

1. Checks your task, context and available tools.
2. Picks the methods needed and prepares a work plan.
3. Carries out supported tasks, with each method's limits and review gates.
4. Checks the real deliverables and corrects supported faults.
5. Hands back files, evidence and unresolved gaps.

Your specialist's working setup

Download the base specialist without a task form or account. README.md and SETUP.md explain how to use the folder. SOUL.md defines its scope. INTAKE.md asks missing questions inside your AI. PLAYBOOK.md, SKILLS.md, BEST_PRACTICES.md, CHECKS.md and HANDOFF.md guide the work and its checked deliverables.

Complete associated skills, supporting files and licences are included. Choose only the methods needed for the actual task. Keep context, working files and accepted feedback in your AI project.

Use this specialist through MCP or the API

Call prepare_specialist with role_id standardize-repair-work-order-intake only. No task is required to load it. Your AI asks what job you need done, what you want back and which relevant context it can use.

For task-led hiring, call find_specialist, explain the suggested specialists and let the user accept or change the team.

Complete ZIP: Download base specialist. API: GET /api/v1/specialists/standardize-repair-work-order-intake/pack. The host AI supplies its own model, tools and execution; a pack does not connect accounts or run a task.

Inputs and helpful context

The specialist starts from the task brief. Only active methods require their inputs.

For the primary method, when used

• A few real work orders, with customer names and contact details removed
• Your required intake fields, if you have a list (optional)
• Your rules on what the customer must agree to before diagnosis, quote and repair
• What front desk staff may and may not judge about a fault, and who decides
• Your current intake steps, written or described
• Open jobs waiting on something, for the register (optional)

Helpful context (optional)

• Your blank work order form.
• Your terms of service or repair authorization wording.

Tools and access

• A chat AI that reads files and images: It can read work order photos or exports. In plain chat, paste the text of each sample.

Functions and deliverables

• Repair work-order intake and follow-up planner: Share work-order samples, required fields and approval rules. Get an intake procedure, missing-field checks and a tracker for open work.
  • An intake procedure covering item identification, reported problem, authorization, quote acceptance and handoff to a technician
  • A missing-field check for each sample work order
  • A register of open jobs with every unresolved authorization or customer decision
  • Questions for anyone who must confirm a rule
  • A list of facts still MISSING
• Process and SOP writer: Turn how your team works into a clear SOP. Give it a process name or old notes. You get a RACI table, a flow, steps and exceptions.
  • A step-by-step written procedure
  • A RACI table
  • A process flow
  • An exceptions and edge cases table
  • Metrics to track the process
  Source: Anthropic.
• Action item tracker: Share meeting notes or email threads. Get action items with owners, deadlines and unresolved commitments.
  • action-register.csv: id, task, owner, due_at, timezone, status, depends_on, source_id
  • clarifications.md
  • proposed-task-changes.md
• Recurring task procedure writer: Turn a task you repeat into a step-by-step guide anyone can follow, with fixes, rollback and who to call. Built for on-call staff.
  • Step-by-step guide with expected results
  • Fix steps for each failure
  • Rollback and check steps
  • Escalation contacts section
  Source: Anthropic.
• me.md builder: Answer a few questions, or let your AI use what it remembers. Get one private file that tells any AI who you are.
  • One me.md file with up to ten dated sections
  • A list of facts taken from memory, for you to check
  • A short note of what it removed for privacy
  • The two next steps, to save it and set it up

Tasks you can use it for

• Work orders come in with missing serial numbers, contact details or authorization.
• Different staff take in the same kind of job in different ways.
• A customer disputes what they agreed to, and your records are thin.
• You are adding a second counter or new staff and need the intake steps written down.

Limits to check before starting

• You need a fault diagnosed or a repair judged safe: that stays with your qualified technicians.
• You want to decide whether a customer agreed to a repair: only their own authorization counts. This lists where it is missing.
• You want a procedure for some other process: use the Process and SOP writer.
• You already have an intake procedure and want it checked: use the SOP and runbook checker.

Best way to use this role

Give it one clear outcome, the actual files and a definition of done. Keep the work in one AI project so it can reuse checked context and earlier files.

• Download the workflow pack and add it to Claude, ChatGPT or Gemini, in a chat that accepts files.
• Attach your sample work orders with personal details removed, and paste your required fields, authorization rules and current steps.
• Tell your AI to follow the pack and save each step's file.
• After step 1, check the procedure against how your shop works. Fix any step that sounds like a diagnosis or a repair decision.
• After step 2, work through the unresolved list. Do not start a repair that still shows missing authorization.

Read it as data

Read the complete role setup as JSON. Connect your AI to the AI Blocks MCP library and read aiblocks://roles/standardize-repair-work-order-intake for its role instructions and pinned sources.

This is a prepared AI role. No task has run. Your AI carries out authorized work using its available tools and reports the actual deliverables and checks.