# Volunteer Shift Coverage Grid Prompt

> A reusable prompt that turns a pasted roster and availability notes into a shift coverage grid, flagging gaps for a human scheduler.

## Install

Copy the content below into your project:

# Volunteer Shift Coverage Grid Prompt

A reusable prompt that turns a pasted roster and availability notes into a shift coverage grid, flagging gaps for a human scheduler.

## Start here

Paste into any ordinary AI chat that accepts text. No terminal or API setup is needed. You supply two things: the prompt below, then your own scheduling material in the same message.

**Input to prepare before pasting:**

- The event or operating period (dates, location if given)
- A roster: each volunteer's name, any stated role or skill, any stated constraints (for example, can only lift light items, no driving, must be paired)
- Shift definitions: each shift's date, start time, end time, and number of volunteers needed
- Availability notes: each volunteer's stated available and unavailable dates or times, copied as given
- Any fixed assignments already confirmed
- Optional priority rules: which shifts are most critical, and how many backups are wanted per shift

**How to paste:** put the prompt text first, then your roster, shifts, and availability notes below it in the same message. Start with one real event rather than several at once.

**How to check the output:** read the coverage grid row by row and confirm every shift appears once, and that each shortfall equals volunteers needed minus confirmed assignments you actually gave. No slot should be filled without a quoted line of your availability text supporting it. Notes like "maybe" or "probably" must stay Unclear and appear under open items. Overlapping shifts for the same person belong in the conflicts section, not in the grid as a solution.

## Introduction

This is a reusable prompt for volunteer coordinators. It converts messy availability notes into a coverage grid that separates shifts already covered from those that are short or empty, and then lists the decisions a human scheduler must make. The purpose is not to schedule people, but to make gaps and ambiguities visible before anyone is contacted.

## Permissions and limitations

The prompt works only from material pasted into the message. It does not invent people, shifts, skills, or confirmations, and it states nothing about anyone being contacted, confirmed, or scheduled. It does not send, post, or share anything, does not create calendar entries or messages, and does not give legal, medical, safeguarding, or insurance advice; such questions are flagged for the human. Final scheduling, outreach, and any commitment stay with the human scheduler.

If the roster is empty or no shift definitions are given, the correct response is to say so and list exactly what to provide. A blank or flagged slot is a correct result, not a failure.

Example below is fictional and only shows the output shape: Event is a Saturday community repair cafe. Shifts: S1 09:00-12:00 needs 2; S2 12:00-15:00 needs 2. Roster: Ana (electrical), Ben (general), Chloe (general). Availability: Ana free all Saturday morning only; Ben away until 13:00; Chloe says maybe afternoon. S1 would show Ana as an available candidate with one open slot and Status Short; S2 would show Ben available after 13:00, Chloe as Unclear, Status Short.

## FAQ

**Does the prompt contact or confirm volunteers?** No. It only prepares a draft grid. Contacting people and any commitment remain with the human scheduler.

**What if availability notes are vague?** Vague wording such as "maybe" stays Unclear and is listed under open items with the specific question the scheduler must answer.

**What if a shift has no end time or no stated volunteer count?** That shift is marked Unclear and the missing value is requested.

## Verification note

source reviewed; runtime not tested.

## Source and thanks

The prompt is an original TokRepo template, licensed CC BY 4.0. External reference: [ChatGPT release notes](<https://help.openai.com/en/articles/6825453-chatgpt-release-notes>), context for the evolving general-purpose AI workspace; the template does not depend on a specific announced feature.

## Complete reusable prompt

You are helping a volunteer coordinator build a coverage grid from a roster and availability notes. Work only from the material the user pastes in this message. Do not invent people, shifts, skills, or confirmations.

INPUTS THE USER PROVIDES
- The event or operating period (dates, location if given).
- A roster: each volunteer's name, any stated role or skill, and any stated constraints (for example, can only lift light items, no driving, must be paired).
- Shift definitions: each shift's date, start time, end time, and number of volunteers needed.
- Availability notes: each volunteer's stated available and unavailable dates or times, copied as given.
- Any fixed assignments the user says are already confirmed.
- Optional priority rules: which shifts are most critical, and how many backups are wanted per shift.

YOUR TASK
Produce a coverage grid that shows which shifts are covered, which are short, and which are empty. Then produce a short list of decisions the human scheduler must make. Do not assign anyone to a shift unless the availability notes clearly allow it. When availability is vague, partial, or missing, leave the slot open and flag it.

OUTPUT FORMAT
1. Coverage grid, one row per shift in date then start-time order. Columns: Shift ID | Date | Start | End | Volunteers needed | Confirmed (from user's fixed assignments) | Available candidates | Shortfall | Status. Status is one of Covered, Short, Empty, or Unclear.
2. Candidate pool per shift: for each person who appears available, one line naming them and quoting the exact availability text that supports it. If none, write none identifiable from supplied notes.
3. Open slots needing a human decision: numbered list. Each item states the shift, the gap, and the specific question the scheduler must answer.
4. Conflicts and constraints to check: overlaps between shifts, stated constraints that clash with a role, and people whose notes are ambiguous.
5. Follow-up information to collect: a short list of what is missing before a final schedule can be made.

RULES
- Never fill a slot by guessing. A blank or flagged slot is a correct result.
- Never state that anyone has been contacted, confirmed, or scheduled. You are preparing a draft grid for a human to review.
- Quote the user's availability wording when justifying a candidate. Do not paraphrase it into stronger language.
- If two shifts overlap and one person appears available for both, show it as a conflict, not a solution.
- If a shift has no defined end time or no stated number of volunteers, mark it Unclear and ask for the missing value.
- Keep names exactly as supplied. Do not merge similar names unless the user says they are the same person.
- If the roster is empty or no shift definitions are given, say so and list exactly what to provide.

WORKED EXAMPLE
Fictional input: Event is a Saturday community repair cafe. Shifts: S1 09:00-12:00 needs 2; S2 12:00-15:00 needs 2. Roster: Ana (electrical), Ben (general), Chloe (general). Availability notes: Ana free all Saturday morning only; Ben away until 13:00; Chloe says maybe afternoon.
Illustrative output shape: S1 shows Ana confirmed only if the user listed her as fixed; otherwise Available candidate Ana, one open slot, Status Short. S2 shows Ben as available after 13:00, Chloe as Unclear because maybe is not a commitment, Status Short. Open item: S1 needs one more volunteer; S2 needs a decision on whether to count Chloe and who covers 12:00-13:00.

PASS/FAIL CHECKS BEFORE YOU RETURN
- Pass if every shift appears exactly once and each row's shortfall equals volunteers needed minus confirmed assignments you were actually given.
- Pass if no slot is filled without quoted supporting availability text.
- Pass if vague notes such as maybe or probably stay Unclear and are listed under open items.
- Pass if overlaps between shifts appear in the conflicts section.
- Fail if you invented a name, a skill, a confirmation, or a shift.
- Fail if the grid implies someone was contacted or scheduled.

BOUNDARIES
- Do not send, post, or share anything. Do not create calendar entries or messages.
- Do not give legal, medical, safeguarding, or insurance advice. If the notes raise such a question, flag it for the human.
- Final scheduling, contacting volunteers, and any commitment remain with the human scheduler.

## 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 -->

# 志愿者排班覆盖表提示词

一段可复用的提示词，把粘贴的志愿者名册和空闲情况整理成班次覆盖表，并把空缺标出交给人工排班者决定。

## 开始使用

把下面的提示词粘贴到任何能接受文本的普通 AI 聊天窗口即可。不需要终端或 API 配置。你需要提供两样东西：提示词本身，以及在同一条消息里附上你自己的排班材料。

**粘贴前要准备的材料：**

- 活动或运营周期（日期，如有地点也附上）
- 志愿者名册：每位志愿者的姓名、已说明的角色或技能、已说明的限制（例如只能搬轻物、不能开车、必须两人一组）
- 班次定义：每个班次的日期、开始时间、结束时间，以及所需志愿者人数
- 空闲情况说明：每位志愿者已说明的可到和不可到日期或时间，按原话拷贝
- 已确认的固定安排（如果有）
- 可选的优先级规则：哪些班次最关键，每个班次想要几名替补

**如何粘贴：** 先把提示词正文放前面，再在同一条消息下方附上你的名册、班次和空闲说明。先从一个真实活动开始，不要一次处理多个。

**如何检查输出：** 逐行阅读覆盖表，确认每个班次只出现一次，且每行空缺人数等于所需人数减去你实际给出的已确认安排。任何位置都不应在没有引用你原文空闲说明的情况下被填上。像「也许」「大概」这类措辞必须保持为 Unclear，并列在待决事项中。同一人时间重叠的班次应出现在冲突部分，而不是在表格里当作解决方案。

## 简介

这是一段供志愿者协调者复用的提示词。它把杂乱的空闲说明整理成一张覆盖表，把已覆盖的班次与短缺或空缺的班次分开，并列出必须由人工排班者做出的决定。它的目的不是替人排班，而是在联系任何人之前，先把空缺和含糊之处暴露出来。

## 权限与限制

该提示词只依据消息中粘贴的材料工作。它不会编造人员、班次、技能或确认信息，也不会声称任何人已被联系、确认或排班。它不会发送、发布或分享任何内容，不会创建日历条目或消息，也不提供法律、医疗、儿童保护或保险建议；这类问题会转交人工处理。最终排班、联系志愿者以及任何承诺，都由人工排班者负责。

如果名册为空或没有给出班次定义，正确做法是说明这一点并列出需要提供的内容。空缺或标记出来的位置是正确结果，不是失败。

以下示例为虚构内容，仅展示输出形态：活动是周六的社区维修咖啡馆。班次：S1 09:00-12:00 需要 2 人；S2 12:00-15:00 需要 2 人。名册：Ana（电气）、Ben（通用）、Chloe（通用）。空闲说明：Ana 只在周六上午有空；Ben 13:00 前不在；Chloe 说下午也许可以。S1 会把 Ana 列为可用的候选人，并显示一个空缺位置，状态为 Short；S2 会把 Ben 标为 13:00 之后可用，Chloe 标为 Unclear，状态为 Short。

## 常见问题

**这个提示词会联系或确认志愿者吗？** 不会。它只准备一份草稿表。联系人员和任何承诺都由人工排班者负责。

**如果空闲说明很含糊怎么办？** 像「也许」这样的含糊措辞会保持为 Unclear，并列在待决事项中，同时附上排班者必须回答的具体问题。

**如果某个班次没有结束时间或没有说明所需人数怎么办？** 该班次会被标记为 Unclear，并请求补上缺失的数值。

## 验证说明

源代码已审阅；未做运行时测试。

## 来源与致谢

该提示词是 TokRepo 原创模板，采用 CC BY 4.0 许可。外部参考：[ChatGPT release notes](<https://help.openai.com/en/articles/6825453-chatgpt-release-notes>)，作为通用 AI 工作区持续演进的背景资料；本模板不依赖任何特定新公布功能。

## 完整可复制提示词

你正在帮助一位志愿者协调者，根据名册和空闲说明构建一张覆盖表。只依据用户在本条消息中粘贴的材料工作。不要编造人员、班次、技能或确认信息。

用户提供的输入
- 活动或运营周期（日期，如有地点也附上）。
- 名册：每位志愿者的姓名、已说明的角色或技能，以及已说明的限制（例如只能搬轻物、不能开车、必须两人一组）。
- 班次定义：每个班次的日期、开始时间、结束时间，以及所需志愿者人数。
- 空闲情况说明：每位志愿者已说明的可到和不可到日期或时间，按原话拷贝。
- 用户说明已确认的任何固定安排。
- 可选的优先级规则：哪些班次最关键，每个班次想要几名替补。

你的任务
生成一张覆盖表，显示哪些班次已覆盖、哪些短缺、哪些空缺。然后生成一份简短列表，列出人工排班者必须做出的决定。除非空闲说明明确允许，否则不要把任何人分配到某个班次。当空闲情况含糊、不完整或缺失时，保留位置为空并标记出来。

输出格式
1. 覆盖表，按日期再按开始时间排序，每个班次一行。列：Shift ID | Date | Start | End | Volunteers needed | Confirmed（来自用户的固定安排）| Available candidates | Shortfall | Status。Status 取值为 Covered、Short、Empty 或 Unclear 之一。
2. 每个班次的候选人池：对每位看起来可用的人，用一行写出其姓名，并引用支持这一判断的确切空闲说明原文。如果没有，写 none identifiable from supplied notes。
3. 需要人工决定的开空缺位置：编号列表。每一项写明班次、空缺人数，以及排班者必须回答的具体问题。
4. 需要检查的冲突与限制：班次之间的重叠、已说明的限制与角色相冲突之处，以及说明含糊的人。
5. 需要收集的后续信息：在能做出最终排班前还缺什么的简短列表。

规则
- 绝不通过猜测填补位置。空缺或标记出来的位置是正确结果。
- 绝不声称任何人已被联系、确认或排班。你是在准备一份供人工审阅的草稿表。
- 在为候选人提供依据时，引用用户的空闲说明原文。不要把它转述成更强的措辞。
- 如果两个班次重叠，而某个人看起来两个班次都可到，应将其显示为冲突，而不是解决方案。
- 如果某个班次没有定义结束时间，或没有说明所需志愿者人数，将其标记为 Unclear，并请求补上缺失的数值。
- 姓名完全按所提供的内容保留。除非用户说他们是同一个人，否则不要合并相似姓名。
- 如果名册为空或没有给出班次定义，说明这一点并列出需要提供的内容。

示例
虚构输入：活动是周六的社区维修咖啡馆。班次：S1 09:00-12:00 需要 2 人；S2 12:00-15:00 需要 2 人。名册：Ana（电气）、Ben（通用）、Chloe（通用）。空闲说明：Ana 只在周六上午有空；Ben 13:00 前不在；Chloe 说下午也许可以。
展示性输出形态：只有在用户把 Ana 列为固定安排时，S1 才把 Ana 显示为已确认；否则显示 Available candidate Ana，一个空缺位置，状态为 Short。S2 把 Ben 显示为 13:00 之后可用，Chloe 为 Unclear，因为「也许」不是承诺，状态为 Short。待决事项：S1 还需要一名志愿者；S2 需要决定是否把 Chloe 计入，以及谁覆盖 12:00-13:00。

返回前的通过/失败检查
- 如果每个班次恰出现一次，且每行的空缺人数等于所需人数减去你实际给出的已确认安排，则通过。
- 如果没有任何位置是在没有引用支持性空闲说明原文的情况下被填上的，则通过。
- 如果像「也许」或「大概」这样的含糊说明保持为 Unclear 并列在待决事项中，则通过。
- 如果班次之间的重叠出现在冲突部分，则通过。
- 如果你编造了姓名、技能、确认信息或班次，则失败。
- 如果表格暗示某人已被联系或排班，则失败。

## 边界

- 不发送、发布或分享任何内容。不创建日历条目或消息。
- 不提供法律、医疗、儿童保护或保险建议。如果说明中提出此类问题，请为人工标记出来。
- 最终排班、联系志愿者以及任何承诺，都由人工排班者负责。

## 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/volunteer-shift-coverage-grid-prompt-f6163d55
Author: Prompt Lab