# AI Copilot - Quick Reference Guide Quick reference for all AI Copilot tools in VIP Coordinator. --- ## 🔍 SEARCH & RETRIEVAL ### Search VIPs ``` "Find VIPs from the Office of Development" "Show me VIPs arriving by flight" ``` ### Search Drivers ``` "Show all available drivers" "Find drivers in the Admin department" ``` ### Search Events ``` "Show events for John Smith today" "Find all transport events this week" ``` ### Search Vehicles ``` "Show available SUVs with at least 7 seats" "List all vehicles" ``` --- ## 📅 SCHEDULING & AVAILABILITY ### Find Available Drivers ``` "Who's available tomorrow from 2pm to 5pm?" "Find drivers free this afternoon in Office of Development" ``` **Tool:** `find_available_drivers_for_timerange` ### Get Driver's Daily Schedule ``` "Show John's schedule for tomorrow" "What's on Jane Doe's manifest today?" "Get the daily schedule for driver [name]" ``` **Tool:** `get_daily_driver_manifest` - Returns chronological events with VIP names, locations, vehicles - Shows gaps between events ### Get Weekly Lookahead ``` "What's coming up next week?" "Show me a 2-week lookahead" ``` **Tool:** `get_weekly_lookahead` - Day-by-day breakdown - Event counts, unassigned events, arriving VIPs ### Get VIP Itinerary ``` "Show me the complete itinerary for [VIP name]" "Get all events for VIP [name] this week" ``` **Tool:** `get_vip_itinerary` --- ## ⚠️ CONFLICT DETECTION & AUDITING ### Check VIP Conflicts ``` "Does Jane Smith have any conflicts tomorrow afternoon?" "Check if [VIP] is double-booked on Friday" ``` **Tool:** `check_vip_conflicts` ### Check Driver Conflicts ``` "Does John have any conflicts if I schedule him at 3pm?" "Check driver [name] for conflicts on [date]" ``` **Tool:** `check_driver_conflicts` ### Find Unassigned Events ``` "What events don't have drivers assigned?" "Find events missing vehicle assignments this week" ``` **Tool:** `find_unassigned_events` ### Audit Schedule for Problems ``` "Check next week's schedule for problems" "Audit the next 14 days for conflicts" "Identify scheduling gaps" ``` **Tool:** `identify_scheduling_gaps` - Finds unassigned events - Detects driver conflicts - Detects VIP conflicts --- ## 🚗 VEHICLE MANAGEMENT ### Suggest Vehicle for Event ``` "What vehicles would work for event [ID]?" "Suggest a vehicle for the airport pickup at 2pm" ``` **Tool:** `suggest_vehicle_for_event` - Ranks by availability and capacity - Shows recommended options ### Get Vehicle Schedule ``` "Show the Blue Van's schedule this week" "What events is the Suburban assigned to?" ``` **Tool:** `get_vehicle_schedule` ### Assign Vehicle to Event ``` "Assign the Blue Van to event [ID]" "Change the vehicle for [event] to [vehicle name]" ``` **Tool:** `assign_vehicle_to_event` --- ## 👥 DRIVER MANAGEMENT ### Get Driver Schedule ``` "Show John Smith's schedule for next week" "What's on Jane's calendar tomorrow?" ``` **Tool:** `get_driver_schedule` ### Reassign Driver Events (Bulk) ``` "John is sick, reassign all his events to Jane" "Move all of driver A's Friday events to driver B" ``` **Tool:** `reassign_driver_events` ### Get Driver Workload Summary ``` "Show driver workload for this month" "Who's working the most hours?" "Get utilization stats for all drivers" ``` **Tool:** `get_driver_workload_summary` - Event counts per driver - Total hours worked - Utilization percentages ### Update Driver Info ``` "Mark John Smith as unavailable" "Update driver [name]'s shift times" ``` **Tool:** `update_driver` --- ## 📱 SIGNAL MESSAGING ### Send Message to Driver ``` "Send a message to John Smith: The 3pm pickup is delayed" "Notify Jane Doe about the schedule change" ``` **Tool:** `send_driver_notification_via_signal` ### Bulk Send Schedules ``` "Send tomorrow's schedules to all drivers" "Send Monday's schedule to John and Jane" ``` **Tool:** `bulk_send_driver_schedules` - Sends PDF and ICS files - Can target specific drivers or all with events --- ## ✏️ CREATE & UPDATE ### Create VIP ``` "Add a new VIP named [name] from [organization]" "Create VIP arriving by flight" ``` **Tool:** `create_vip` ### Create Event ``` "Schedule a transport from airport to hotel at 2pm for [VIP]" "Add a meeting event for [VIP] tomorrow at 10am" ``` **Tool:** `create_event` ### Create Flight ``` "Add flight AA1234 for [VIP] arriving tomorrow" "Create flight record for [VIP]" ``` **Tool:** `create_flight` ### Update Event ``` "Change the event start time to 3pm" "Update event [ID] location to Main Building" ``` **Tool:** `update_event` ### Update Flight ``` "Update flight [ID] arrival time to 5:30pm" "Flight AA1234 is delayed, new arrival 6pm" ``` **Tool:** `update_flight` ### Update VIP ``` "Change [VIP]'s organization to XYZ Corp" "Update VIP notes with dietary restrictions" ``` **Tool:** `update_vip` --- ## 🗑️ DELETE ### Delete Event ``` "Cancel the 3pm airport pickup" "Remove event [ID]" ``` **Tool:** `delete_event` (soft delete) ### Delete Flight ``` "Remove flight [ID]" "Delete the cancelled flight" ``` **Tool:** `delete_flight` --- ## 📊 SUMMARIES & REPORTS ### Today's Summary ``` "What's happening today?" "Give me today's overview" ``` **Tool:** `get_todays_summary` - Today's events - Arriving VIPs - Available resources - Unassigned counts ### List All Drivers ``` "Show me all drivers" "List drivers including unavailable ones" ``` **Tool:** `list_all_drivers` --- ## 💡 TIPS FOR BEST RESULTS ### Use Names, Not IDs ✅ "Send a message to John Smith" ❌ "Send a message to driver ID abc123" ### Be Specific with Ambiguous Names ✅ "John Smith in Office of Development" ❌ "John" (if multiple Johns exist) ### Natural Language Works ✅ "Who's free tomorrow afternoon?" ✅ "What vehicles can fit 8 people?" ✅ "Check next week for problems" ### Confirm Before Changes The AI will: 1. Search for matching records 2. Show what it found 3. Propose changes 4. Ask for confirmation 5. Execute and confirm --- ## 🎯 COMMON WORKFLOWS ### Morning Briefing ``` 1. "What's happening today?" 2. "Find any unassigned events" 3. "Send schedules to all drivers" ``` ### Handle Driver Absence ``` 1. "John is sick, who's available to cover his events?" 2. "Reassign John's events to Jane for today" 3. "Send Jane a notification about the changes" ``` ### Weekly Planning ``` 1. "Get a 1-week lookahead" 2. "Identify scheduling gaps for next week" 3. "Show driver workload for next week" ``` ### New Event Planning ``` 1. "Check if VIP [name] has conflicts on Friday at 2pm" 2. "Find available drivers for Friday 2-4pm" 3. "Suggest vehicles for a 6-person group" 4. "Create the transport event" ``` --- ## 📖 SPECIAL FEATURES ### Image Processing Upload screenshots of: - Flight delay emails - Itinerary changes - Schedule requests The AI will: 1. Extract information 2. Find matching records 3. Propose updates 4. Ask for confirmation ### Name Fuzzy Matching - "john smith" matches "John Smith" - "jane" matches "Jane Doe" (if unique) - Case-insensitive searches ### Helpful Error Messages If not found, the AI lists available options: ``` "No driver found matching 'Jon'. Available drivers: John Smith, Jane Doe, ..." ``` --- ## 🚀 ADVANCED USAGE ### Chained Operations ``` "Find available drivers for tomorrow 2-5pm, then suggest vehicles that can seat 6, then create a transport event for VIP John Smith with the first available driver and suitable vehicle" ``` ### Batch Operations ``` "Send schedules to John, Jane, and Bob for Monday" "Find all unassigned events this week and list available drivers for each" ``` ### Conditional Logic ``` "If John has conflicts on Friday, reassign to Jane, otherwise assign to John" ``` --- **Need Help?** Just ask the AI Copilot in natural language! Examples: - "How do I check for driver conflicts?" - "What can you help me with?" - "Show me an example of creating an event"