vip-coordinator/COPILOT_QUICK_REFERENCE.md

AI Copilot - Quick Reference Guide

Quick reference for all AI Copilot tools in VIP Coordinator.

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🔍 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"

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📅 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

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⚠️ 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

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🚗 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

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👥 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

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📱 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

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✏️ 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

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🗑️ 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

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📊 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

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💡 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

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🎯 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"

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📖 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, ..."

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🚀 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"

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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"