vip-coordinator/COPILOT_TOOLS_SUMMARY.md

AI Copilot - New Tools Implementation Summary

Date: 2026-02-01 Status: ✅ Complete

Overview

Successfully implemented 11 new tools for the AI Copilot service, enhancing its capabilities for VIP transportation logistics management. All tools follow established patterns, support name-based lookups, and integrate seamlessly with existing Signal and Driver services.

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HIGH PRIORITY TOOLS (5)

1. find_available_drivers_for_timerange

Purpose: Find drivers who have no conflicting events during a specific time range

Inputs:

• startTime (required): Start time of the time range (ISO format)
• endTime (required): End time of the time range (ISO format)
• preferredDepartment (optional): Filter by department (OFFICE_OF_DEVELOPMENT, ADMIN)

Returns:

• List of available drivers with their info (ID, name, phone, department, shift times)
• Message indicating how many drivers are available

Use Cases:

• Finding replacement drivers for assignments
• Planning new events with available resources
• Quick availability checks during scheduling

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2. get_daily_driver_manifest

Purpose: Get a driver's complete schedule for a specific day with all event details

Inputs:

• driverName OR driverId: Driver identifier (name supports partial match)
• date (optional): Date in YYYY-MM-DD format (defaults to today)

Returns:

• Driver information (name, phone, department, shift times)
• Chronological list of events with:
  • VIP names (resolved from IDs)
  • Locations (pickup/dropoff or general location)
  • Vehicle details (name, license plate, type, capacity)
  • Notes
  • Gap analysis: Time between events in minutes and formatted (e.g., "1h 30m")

Use Cases:

• Daily briefings for drivers
• Identifying scheduling efficiency
• Planning logistics around gaps in schedule

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3. send_driver_notification_via_signal

Purpose: Send a message to a driver via Signal messaging

Inputs:

• driverName OR driverId: Driver identifier
• message (required): The message content to send
• relatedEventId (optional): Event ID if message relates to specific event

Returns:

• Success status
• Message ID and timestamp
• Driver info

Integration:

• Uses MessagesService from SignalModule
• Stores message in database for history
• Validates driver has phone number configured

Use Cases:

• Schedule change notifications
• Urgent updates
• General communication with drivers

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4. bulk_send_driver_schedules

Purpose: Send daily schedules to multiple or all drivers via Signal

Inputs:

• date (required): Date in YYYY-MM-DD format for which to send schedules
• driverNames (optional): Array of driver names (if empty, sends to all with events)

Returns:

• Summary of sent/failed messages
• Per-driver results with success/error details

Integration:

• Uses ScheduleExportService from DriversModule
• Automatically generates PDF and ICS files
• Sends via Signal with attachments

Use Cases:

• Daily schedule distribution
• Morning briefings
• Automated schedule delivery

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5. find_unassigned_events

Purpose: Find events missing driver and/or vehicle assignments

Inputs:

• startDate (required): Start date to search (ISO format or YYYY-MM-DD)
• endDate (required): End date to search (ISO format or YYYY-MM-DD)
• missingDriver (optional, default true): Find events missing driver
• missingVehicle (optional, default true): Find events missing vehicle

Returns:

• Total count of unassigned events
• Separate counts for missing drivers and missing vehicles
• Event details with VIP names, times, locations

Use Cases:

• Scheduling gap identification
• Daily readiness checks
• Pre-event validation

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MEDIUM PRIORITY TOOLS (6)

6. check_vip_conflicts

Purpose: Check if a VIP has overlapping events in a time range

Inputs:

• vipName OR vipId: VIP identifier
• startTime (required): Start time to check (ISO format)
• endTime (required): End time to check (ISO format)
• excludeEventId (optional): Event ID to exclude (useful for updates)

Returns:

• Conflict status (hasConflicts boolean)
• Count of conflicts
• List of conflicting events with times and assignments

Use Cases:

• Preventing VIP double-booking
• Validating new event proposals
• Schedule conflict resolution

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7. get_weekly_lookahead

Purpose: Get week-by-week summary of upcoming events

Inputs:

• startDate (optional, defaults to today): YYYY-MM-DD format
• weeksAhead (optional, default 1): Number of weeks to look ahead

Returns:

• Per-day breakdown showing:
  • Day of week
  • Event count
  • Unassigned event count
  • Arriving VIPs (from flights and self-driving)
• Overall summary statistics

Use Cases:

• Weekly planning sessions
• Capacity forecasting
• Resource allocation planning

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8. identify_scheduling_gaps

Purpose: Comprehensive audit of upcoming schedule for problems

Inputs:

• lookaheadDays (optional, default 7): Number of days to audit

Returns:

• Unassigned events: Events missing driver/vehicle
• Driver conflicts: Overlapping driver assignments
• VIP conflicts: Overlapping VIP schedules
• Detailed conflict information for resolution

Use Cases:

• Pre-week readiness check
• Schedule quality assurance
• Proactive problem identification

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9. suggest_vehicle_for_event

Purpose: Recommend vehicles based on capacity and availability

Inputs:

• eventId (required): The event ID to find vehicle suggestions for

Returns:

• Ranked list of vehicles with:
  • Availability status (no conflicts during event time)
  • Capacity match (seats >= VIP count)
  • Score-based ranking
• Separate list of recommended vehicles (available + sufficient capacity)

Scoring System:

• Available during event time: +10 points
• Has sufficient capacity: +5 points
• Status is AVAILABLE (vs RESERVED): +3 points

Use Cases:

• Vehicle assignment assistance
• Capacity optimization
• Last-minute vehicle changes

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10. get_vehicle_schedule

Purpose: Get a vehicle's schedule for a date range

Inputs:

• vehicleName OR vehicleId: Vehicle identifier
• startDate (required): ISO format or YYYY-MM-DD
• endDate (required): ISO format or YYYY-MM-DD

Returns:

• Vehicle details (name, type, license plate, capacity, status)
• List of scheduled events with:
  • VIP names
  • Driver names
  • Times and locations
  • Event status

Use Cases:

• Vehicle utilization tracking
• Maintenance scheduling
• Availability verification

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11. get_driver_workload_summary

Purpose: Get workload statistics for all drivers

Inputs:

• startDate (required): ISO format or YYYY-MM-DD
• endDate (required): ISO format or YYYY-MM-DD

Returns:

• Per-driver metrics:
  • Event count
  • Total hours worked
  • Average hours per event
  • Days worked vs total days in range
  • Utilization percentage
• Overall summary statistics

Use Cases:

• Workload balancing
• Driver utilization analysis
• Capacity planning
• Performance reviews

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Technical Implementation Details

Module Updates

CopilotModule (backend/src/copilot/copilot.module.ts):

• Added imports: SignalModule, DriversModule
• Enables dependency injection of required services

CopilotService (backend/src/copilot/copilot.service.ts):

• Added service injections:
  • MessagesService (from SignalModule)
  • ScheduleExportService (from DriversModule)
• Added 11 new tool definitions to the tools array
• Added 11 new case statements in executeTool() switch
• Implemented 11 new private methods

Key Implementation Patterns

1. Name-Based Lookups: All tools support searching by name (not just ID)

   • Uses case-insensitive partial matching
   • Provides helpful error messages with available options if not found
   • Returns multiple matches if ambiguous (asks user to be more specific)

2. VIP Name Resolution: Events store vipIds array

   • Tools fetch VIP names in bulk for efficiency
   • Creates a Map for O(1) lookup
   • Returns vipNames array alongside event data

3. Error Handling:

   • All tools return ToolResult with success boolean
   • Includes helpful error messages
   • Lists available options when entity not found

4. Date Handling:

   • Supports both ISO format and YYYY-MM-DD strings
   • Defaults to "today" where appropriate
   • Proper timezone handling with setHours(0,0,0,0)

5. Conflict Detection:

   • Uses Prisma OR queries for time overlap detection
   • Checks: event starts during range, ends during range, or spans entire range
   • Excludes CANCELLED events from conflict checks

System Prompt Updates

Updated buildSystemPrompt() to include new capabilities:

• Signal messaging integration
• Schedule distribution
• Availability checking
• Vehicle suggestions
• Schedule auditing
• Workload analysis

Added usage guidelines for:

• When to use each new tool
• Message sending best practices
• Bulk operations

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Testing Recommendations

Unit Testing

• Test name-based lookups with partial matches
• Test date parsing and timezone handling
• Test conflict detection logic
• Test VIP name resolution

Integration Testing

• Test Signal message sending (requires linked Signal account)
• Test schedule export and delivery
• Test driver/vehicle availability checks
• Test workload calculations

End-to-End Testing

1. Find available drivers for a time slot
2. Assign driver to event
3. Send notification via Signal
4. Get daily manifest
5. Send schedule PDF/ICS

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Usage Examples

Finding Available Drivers

// AI Copilot can now respond to:
"Who's available tomorrow from 2pm to 5pm?"
"Find drivers in the Office of Development who are free this afternoon"

Sending Driver Notifications

// AI Copilot can now respond to:
"Send a message to John Smith about the schedule change"
"Notify all drivers about tomorrow's early start"

Bulk Schedule Distribution

// AI Copilot can now respond to:
"Send tomorrow's schedules to all drivers"
"Send Monday's schedule to John Smith and Jane Doe"

Schedule Auditing

// AI Copilot can now respond to:
"Check next week's schedule for problems"
"Find events that don't have drivers assigned"
"Are there any VIP conflicts this week?"

Workload Analysis

// AI Copilot can now respond to:
"Show me driver workload for this month"
"Who's working the most hours this week?"
"What's the utilization rate for all drivers?"

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Files Modified

1. G:\VIP_Board\vip-coordinator\backend\src\copilot\copilot.module.ts

   • Added SignalModule and DriversModule imports

2. G:\VIP_Board\vip-coordinator\backend\src\copilot\copilot.service.ts

   • Added MessagesService and ScheduleExportService imports
   • Updated constructor with service injections
   • Added 11 new tool definitions
   • Added 11 new case statements in executeTool()
   • Implemented 11 new private methods (~800 lines of code)
   • Updated system prompt with new capabilities

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Build Status

✅ TypeScript compilation successful ✅ All imports resolved ✅ No type errors ✅ All new tools integrated with existing patterns

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Next Steps (Optional Enhancements)

1. Add more filtering options:

   • Filter drivers by shift availability
   • Filter vehicles by maintenance status

2. Add analytics:

   • Driver performance metrics
   • Vehicle utilization trends
   • VIP visit patterns

3. Add notifications:

   • Automatic reminders before events
   • Conflict alerts
   • Capacity warnings

4. Add batch operations:

   • Bulk driver assignment
   • Mass rescheduling
   • Batch conflict resolution

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Notes

• All tools follow existing code patterns from the CopilotService
• Integration with Signal requires SIGNAL_CLI_PATH and linked phone number
• Schedule exports (PDF/ICS) use existing ScheduleExportService
• All database queries use soft delete filtering (deletedAt: null)
• Conflict detection excludes CANCELLED events
• VIP names are resolved in bulk for performance

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Implementation Complete ✅

All 11 tools are now available to the AI Copilot and ready for use in the VIP Coordinator application.