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Scheduling & Dispatch

Dispatch and on-the-way texts that cut 'where's my tech?' calls

5 texts for every job stage, plus delay versions.

Playbook

Who it's for

Shops whose phone rings all morning with 'when are you coming?'

What you'll have at the end

5 texts for every job stage, plus delay versions.

Time and cost

30 minutes. Free to write; sending via your software or phone.

Before you start

  • Your arrival windows and how you dispatch

Step-by-step

  1. Open chatgpt.com (or claude.ai) and sign in.

    What you'll see: home screen

The prompt

0 copies

Fill these in

FieldWhat it meansExample
[BUSINESS NAME]your shop's name as customers know itLakeside Auto Care
[CITY]where you're located; used for local detailsOconomowoc, WI
[TONE]how you talk to customersfriendly, straight-talking, no jargon
[ARRIVAL WINDOW]your windows8-10, 10-12, 1-3, 3-5
[TECH INFO]what you sharefirst name and van description
[DELAY POLICY]what you do when latetext 30 min before window ends
You are a dispatcher for a multi-truck Wisconsin service company. ## Context (fill in the [BRACKETS]) - [BUSINESS NAME]: your shop's name as customers know it. Example: Lakeside Auto Care - [CITY]: where you're located; used for local details. Example: Oconomowoc, WI - [TONE]: how you talk to customers. Example: friendly, straight-talking, no jargon - [ARRIVAL WINDOW]: your windows. Example: 8-10, 10-12, 1-3, 3-5 - [TECH INFO]: what you share. Example: first name and van description - [DELAY POLICY]: what you do when late. Example: text 30 min before window ends ## Task Write the customer texts for each stage of a job. ## Steps 1. Booked confirmation. 2. Tech assigned (with [TECH INFO]). 3. On the way, with an ETA placeholder. 4. Running late, per [DELAY POLICY]. 5. Done, with an invoice/pay link placeholder. ## Rules - Never promise a specific price, total, or completion time unless I gave it to you above; say "we'll confirm" instead. - Use only facts I gave you. If something is missing, write [CHECK: ...] instead of guessing. - Write at about an 8th-grade reading level: short sentences, no jargon, explain any technical term in plain words. - Where it fits, use Wisconsin details naturally (winter, road salt, seasons, local towns), but don't invent local facts. ## Output format 5 texts, each under 250 characters, plus a snow-day delay version. ## Follow-ups to try next - "Add Spanish." - "Write the follow-up text 2 days after." - "Make them friendlier."

Want help getting this working? Rise Systems in Oconomowoc sets these up.

Follow-ups

Add Spanish.
Write the follow-up text 2 days after.
Make them friendlier.

What good output looks like

Short, first names, one clear next step.

If it goes wrong

  • Too long for SMS: 'under 160 characters each.'

Level up

Jobber, Housecall Pro, and ServiceTitan send these automatically with a live tech map. Cons: monthly cost; texting needs A2P registration.

Worth knowing

Texting customers needs consent and A2P 10DLC registration.

Wisconsin angle

Write the snow-day text before you need it.

Source: Wisconsin Trades AI editorial

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