# Maintenance Schedule Table Builder

> Converts rough maintenance notes into a last-done and next-due schedule table, leaving unknowns blank and flagging rows for human review.

## Install

Copy the content below into your project:

# Maintenance Schedule Table Builder

Converts rough maintenance notes into a last-done and next-due schedule table, leaving unknowns blank and flagging rows for human review.

## Start here

Paste your maintenance notes where this prompt says to. Keep them as-is: equipment names, asset tags, dates, intervals (days / weeks / months / years), owner or vendor names, and any note about skipped or late service.

You do not need to organize anything first. Mixed order and rough wording are fine.

1. Copy the complete prompt below into one message.
2. Paste your raw notes directly after it, in the same message.
3. Send it to an ordinary AI chat that accepts text.

Then check the output against these points:
- One table, with the columns in the order given in the prompt (Equipment, Maintenance task, Interval stated, Last done, Next due, Basis for next due, Owner / vendor, Confidence, Needs human confirmation, Notes).
- Every next-due date has a stated interval behind it; nothing is calculated from an invented last-done date.
- Rows with conflicts or missing key fields are blank on the uncertain field and marked for human confirmation.
- A "Needs confirmation" section with one question per flagged row, and a "What I did not assume" section.

## What this prompt does

This is a reusable office prompt for turning rough maintenance notes into a draft schedule table. It prepares a table for your review only.

It does **not** send reminders, book appointments, notify anyone, or change any calendar. Those steps stay with you.

Common household and small-business uses:

| Situation | What you paste | What you get back |
|---|---|---|
| Meeting room projector, kitchen fridge filter, delivery van | Notes with dates and intervals | Rows sorted by earliest usable next-due date |
| Same task logged twice with different dates | Both versions in the notes | One row, flagged as conflicting, nothing guessed |
| Interval worded as "as needed" or "quarterly" | Your own wording | Next due left blank, marked for confirmation |

## Missing inputs and how they are handled

If a note lacks a last-done date, that field stays blank. If an interval has no clear start point ("quarterly", "as needed"), the next-due date stays blank and the row is marked for confirmation.

If your notes are too thin to build any row, the prompt tells you which fields are missing instead of inventing a table.

## Privacy and boundaries

The prompt keeps working only from the material you paste. Notes can contain vendor contacts and room or vehicle identifiers, so remove anything you would not want in that chat tool, and paste only what the table needs.

It does not give safety, legal, warranty or compliance advice. A safety-looking note is restated in the Notes column and flagged for confirmation. It does not recommend intervals you did not state, estimate costs, or claim any reminder was set up.

The worked example inside the prompt is labelled fictional and shows output shape only.

## FAQ

**Do I need to install anything?**
No. Paste the prompt and your notes into any AI chat that accepts text.

**The output has next due blank on a row I expected a date for.**
That happens when the interval wording was ambiguous or the last-done date was missing or conflicting. Use the "Needs confirmation" questions to fill those from real records yourself after the review.

## Verification note

Source reviewed; runtime not tested. This guide documents how to use the prompt; it makes no claim that the prompt was executed or that any reminder, calendar entry or message was created.

## Source and thanks

- Original prompt (CC BY 4.0): Equipment Maintenance Schedule Table Builder, TokRepo.
- Reference context: [ChatGPT release notes](<https://help.openai.com/en/articles/6825453-chatgpt-release-notes>).

## Complete reusable prompt

# Equipment Maintenance Schedule Table Builder

You are helping me turn rough maintenance notes into a clean scheduling table. This prompt only prepares a table for my review. It does not send reminders, book appointments, notify anyone, or change any calendar.

## What I will provide
Paste your raw material after this prompt. It may include, in any mix of order or wording:
- Equipment names and identifiers (for example, a room number or asset tag)
- Maintenance dates already recorded, and which task each belongs to
- Maintenance intervals stated in days, weeks, months or years
- Due dates someone mentioned, notes about skipped or late service, and whose responsibility each item is
- Contacts or vendor names if they appear in the notes

## Your task
1. Read only the material I provided. Do not add equipment, dates, intervals, vendors or owners that are not present.
2. Build one table with exactly these columns, in this order:
   - Equipment
   - Maintenance task
   - Interval stated (copy the wording I used, with unit)
   - Last done (date, or blank)
   - Next due (date, or blank)
   - Basis for next due (say "calculated from last done plus stated interval" or "stated directly in the notes" or leave blank)
   - Owner / vendor (only if I named one)
   - Confidence (High, Medium or Low, using the rules below)
   - Needs human confirmation (Yes or No)
   - Notes (short, factual)
3. Group rows by equipment. If one equipment item has several tasks, give each task its own row.
4. Sort so that rows with a usable next-due date come first, earliest first. Rows with a blank next-due date go last, in the order they appear in my notes.

## Rules for dates and blanks
- If I gave a last-done date and a clear interval, you may state a next-due date. Show it as an exact date if possible, and state the basis in the basis column. If the interval wording is ambiguous (for example "quarterly" without a start point, or "as needed"), leave next due blank and mark Needs human confirmation as Yes.
- Never invent a last-done date. If it is missing, leave it blank.
- Never guess month lengths or leap years silently. If your calculation depends on an assumption about month length, note it in the Notes column.
- If two dates or intervals conflict, do not pick one. Leave last done or next due blank, set Confidence to Low, set Needs human confirmation to Yes, and describe the conflict briefly in Notes.
- If the same equipment and task appears twice with different dates, merge into one row only if the dates agree. Otherwise keep one row and flag the discrepancy.

## Confidence rules
- High: a last-done date and a clear interval unit are both present and the calculation is unambiguous.
- Medium: the dates are present but the interval wording is loose, or the equipment name may match another row.
- Low: any conflict, missing essential field, or unclear ownership.

## Output format
1. One short paragraph: what I gave you and anything you could not use.
2. The table in Markdown, following the column order above.
3. A section called "Needs confirmation" listing every row marked Yes, with a one-line question per row.
4. A section called "What I did not assume" listing anything you deliberately left blank and why.

## Worked example (fictional, for shape only)
Input notes: "Meeting room projector, bulb replaced 03 Feb 2025, change every 6 months, done by A. Patel. Kitchen fridge filter, change every 90 days, last change unknown. Van 12, oil service, every 12 months, last service 14 Nov 2024, also recorded as 14 Dec 2024 by mistake."

Illustrative output shape: three rows. The projector row shows last done 03 Feb 2025, next due calculated as 03 Aug 2025, basis "calculated from last done plus stated interval", confidence High, needs confirmation No. The fridge filter row shows last done blank, next due blank, confidence Low, needs confirmation Yes, with a question about when it was last changed. The van row shows last done blank because of the conflicting dates, next due blank, confidence Low, needs confirmation Yes, with a question about which service date is correct.

## Checks to run before you answer
- Every row traces to wording in my notes. If you cannot point to the source phrase, leave the field blank.
- No next-due date appears without a stated interval or a directly stated due date.
- Every row with a missing or conflicting key field is marked Needs human confirmation = Yes and has a matching question in the "Needs confirmation" section.
- The number of rows matches the number of distinct equipment-and-task pairs you found.
- No reminders, notifications, calendar changes, purchases or messages are described as done or scheduled. Everything here is a draft table for me to review.

## Boundaries
- Do not give safety, legal, warranty or compliance advice. If a note looks like a safety concern, just restate it in Notes and mark the row for confirmation.
- Do not recommend a maintenance interval I did not state.
- Do not estimate costs or lead times.
- If my notes are too thin to build any row, say so and list exactly which fields are missing instead of inventing a table.

## What I will do with the result
I will review the "Needs confirmation" questions, fill the blanks from real records, and then set up any reminders in my own tools myself.

## References and reuse

- [ChatGPT release notes](https://help.openai.com/en/articles/6825453-chatgpt-release-notes)

Original TokRepo prompt · [CC BY 4.0](https://creativecommons.org/licenses/by/4.0/). Reference documents retain their own rights.

---

<!-- ZH -->

# 设备维护排期表生成提示词

可复用提示词：把零散的维护笔记整理成含上次维护与下次到期的排期表，未知留空，并标出需人工确认的行。

## 开始使用

把维护笔记粘贴到提示词指定的位置即可。笔记保持原样：设备名称、资产编号、日期、间隔（天 / 周 / 月 / 年）、负责人或供应商名字，以及任何关于漏做或延迟的记录。

不需要事先整理成清单。顺序混乱、措辞随意都可以。

1. 把下面的完整提示词复制到一条消息里。
2. 在同一条消息中，把原始笔记直接粘贴在提示词后面。
3. 发给任何能接受文本的普通 AI 对话工具。

然后按以下几点检查输出：
- 只有一张表，列的顺序与提示词一致（设备、维护任务、所写间隔、上次维护、下次到期、下次到期依据、负责人/供应商、置信度、是否需要人工确认、备注）。
- 每个「下次到期」日期背后都有写明的间隔，没有根据凭空补出的「上次维护」计算日期。
- 存在冲突或缺少关键字段的行，在不确定字段上留空并标出需要人工确认。
- 有「Needs confirmation」（需人工确认）段落，每个被标记的行对应一个问题，还有「What I did not assume」（我未假设的内容）段落。

## 这条提示词做什么

这是一条办公场景的可复用提示词，把零散的维护笔记整理成草稿排期表，仅用于你自己查看。

它**不会**发送提醒、预约、通知任何人，也不会更改任何日历。这些事情由你自己完成。

常见家庭与小型企业用途：

| 场景 | 你粘贴的内容 | 你得到的输出 |
|---|---|---|
| 会议室投影仪、冰箱滤芯、送货车 | 带日期和间隔的笔记 | 按最早可用的下次到期日期排序的行 |
| 同一任务出现两个不同日期 | 笔记里的两个版本 | 合成一行，标为冲突，不做猜测 |
| 间隔写成「按需」或「每季度」 | 你自己的原话 | 下次到期留空，标记需确认 |

## 缺少信息时如何处理

如果某条笔记没有上次维护日期，该字段留空。如果间隔没有明确起点（「每季度」「按需」），下次到期日期留空，并把该行标记为需要确认。

如果笔记信息太少，无法生成任何一行，提示词会告诉你缺哪些字段，而不是编造一张表。

## 隐私与边界

提示词只依据你粘贴的内容工作。笔记可能包含供应商联系方式、房间号或车辆编号，所以先去掉不希望出现在该对话工具中的内容，只粘贴表格需要的信息。

它不提供安全、法律、保修或合规建议。看起来涉及安全的笔记只会被重述到备注列并标记确认。它不会推荐你没写过的维护间隔、不会估算费用，也不会声称已设置任何提醒。

提示词中的示例已标注为虚构，仅用于说明输出形状。

## 常见问题

**需要安装什么吗？**
不需要。把提示词和笔记粘贴进任何接受文本的 AI 对话即可。

**我预期有日期的行，输出里下次到期却是空的，为什么？**
这通常是因为间隔措辞不明确，或上次维护日期缺少或存在冲突。请根据「Needs confirmation」段落中的问题，在核对之后用真实记录自行补齐。

## 验证说明

源内容已审阅；未做运行时测试。本指南说明如何使用该提示词，不声称提示词已被执行，也不声称已创建任何提醒、日历条目或消息。

## 来源与致谢

- 原始提示词（CC BY 4.0）：Equipment Maintenance Schedule Table Builder，TokRepo。
- 参考背景：[ChatGPT release notes](<https://help.openai.com/en/articles/6825453-chatgpt-release-notes>)。

## 完整可复制提示词

# 设备维护排期表构建器

你在帮我把零散的维护笔记整理成一张干净的排期表。这条提示词只准备一张供我查看的表。它不会发送提醒、预约、通知任何人，也不会更改任何日历。

## 我将提供的内容
把原始材料粘贴在这条提示词后面。材料可能以任意顺序或措辞混合包含：
- 设备名称和标识（例如房间号或资产编号）
- 已记录的维护日期，以及每个日期属于哪项任务
- 以天、周、月或年写明的维护间隔
- 有人提到过的到期日期、关于漏做或延迟维护的记录，以及每项由谁负责
- 笔记中若出现的联系人或供应商名称

## 你的任务
1. 只阅读我提供的材料。不要添加材料中不存在的设备、日期、间隔、供应商或负责人。
2. 生成一张表，列必须严格如下，顺序如下：
   - 设备
   - 维护任务
   - 所写间隔（照抄我使用的措辞，含单位）
   - 上次维护（日期，或留空）
   - 下次到期（日期，或留空）
   - 下次到期依据（写「根据上次维护加上所写间隔计算」或「笔记中直接写明」，或留空）
   - 负责人 / 供应商（只有我指明时才填）
   - 置信度（按下方规则填 High、Medium 或 Low）
   - 是否需要人工确认（Yes 或 No）
   - 备注（简短、基于事实）
3. 按设备分组。如果同一设备有多项任务，每项任务单独一行。
4. 排序时，有可用下次到期日期的行排在最前，日期最早的排最前。下次到期日期为空的行排在最后，按它们在我的笔记中出现的顺序排列。

## 日期与留空规则
- 如果我给了上次维护日期和明确的间隔，你可以写出下次到期日期。尽量写成确切日期，并在依据列写明依据。如果间隔措辞模糊（例如没有起点的「每季度」，或「按需」），下次到期留空，并把「是否需要人工确认」标为 Yes。
- 绝不要凭空编造上次维护日期。如果缺失，就留空。
- 绝不要默默假定月份长度或闰年。如果你的计算依赖对月份长度的假设，请在备注列注明。
- 如果两个日期或间隔相互冲突，不要从中挑选一个。把上次维护或下次到期留空，置信度设为 Low，是否需要人工确认设为 Yes，并在备注中简要描述冲突。
- 如果同一设备和任务出现两次但日期不同，只有在日期一致时才合并为一行。否则保留一行并标出差异。

## 置信度规则
- High：上次维护日期和明确的间隔单位都存在，且计算没有歧义。
- Medium：日期存在但间隔措辞宽松，或设备名称可能与其他行匹配。
- Low：存在任何冲突、缺少关键字段，或归属不明确。

## 输出格式
1. 一段简短说明：我给了你什么，以及你无法使用的部分。
2. Markdown 表格，遵循上述列顺序。
3. 一个名为「Needs confirmation」的段落，列出所有标为 Yes 的行，每行配一个单行问题。
4. 一个名为「What I did not assume」的段落，列出你刻意留空的内容及原因。

## 示例（虚构，仅说明形状）
输入笔记：「会议室投影仪，灯泡于 2025 年 2 月 3 日更换，每 6 个月更换一次，由 A. Patel 完成。厨房冰箱滤芯，每 90 天更换一次，上次更换时间未知。12 号货车，机油保养，每 12 个月一次，上次保养为 2024 年 11 月 14 日，另被误记为 2024 年 12 月 14 日。」

输出形状示例：三行。投影仪行显示上次维护 2025年2月3日，下次到期计算为 2025年8月3日，依据为「根据上次维护日期加上所写间隔计算」，置信度 高，需要确认 否。冰箱滤芯行显示上次维护留空，下次到期留空，置信度 低，需要确认 是，并附有一个关于上次更换时间的问题。送货车行显示上次维护留空（因日期冲突），下次到期留空，置信度 低，需要确认 是，并附有一个关于哪个维护日期正确的问题。

## 回答前要运行的检查
- 每一行都能追溯到我的笔记中的措辞。如果你无法指出来源短语，就把该字段留空。
- 没有写明的间隔或直接写明的到期日期，就不出现下次到期日期。
- 每个缺少关键字段或关键字段存在冲突的行都标记为「需要人工确认 = 是」，并在「Needs confirmation」段落中有对应问题。
- 行数与找到的不同设备—任务对数量一致。
- 不把任何提醒、通知、日历更改、采购或消息描述为已完成或已安排。这里的一切都是供我审阅的草稿表格。

## 边界
- 不要提供安全、法律、保修或合规建议。如果某条笔记看起来涉及安全，只需在备注中重述，并把该行标记为需要确认。
- 不要推荐我没有写明的维护间隔。
- 不要估算费用或交付周期。
- 如果我的笔记信息太少，无法生成任何一行，请说明并列出具体缺少哪些字段，而不是编造一张表。

## 我会用结果做什么
我会查看「Needs confirmation」问题，用真实记录补齐空白，然后在我自己的工具中自行设置任何提醒。

## 参考资料与复用

- [ChatGPT release notes](https://help.openai.com/en/articles/6825453-chatgpt-release-notes)

TokRepo 原创提示词 · [CC BY 4.0](https://creativecommons.org/licenses/by/4.0/)。参考资料保留各自原有权利。

---
Source: https://tokrepo.com/en/workflows/maintenance-schedule-table-builder-5ebf4502
Author: Prompt Lab