Build a session timetable from everyone's availability
Turns messy availability notes into a filled weekly timetable with set group sizes, plus a backup option and a list of conflicts.
The prompt
Build a timetable that fits people into sessions based on their availability.
Availability: [PASTE as-is - messages, notes, or a list like "Sam: Mon/Wed after 4pm"]
Session details: [length, e.g. "45 minutes"; days and hours the venue or staff are available]
People per session: [e.g. "exactly 2", "3 to 6"]
Sessions each person needs per week: [e.g. "1", "2, not on consecutive days"]
Other rules: [e.g. "keep these two apart", "beginners together", "trainer needs a break after 3 sessions"]
Steps:
1. Convert the availability into a clean table: Person | Available days and times | Notes. List anything ambiguous (e.g. "evenings") with the assumption you made.
2. Build the primary timetable that fills each session to the target size, gives everyone their required sessions, and follows all rules.
3. Build an alternative timetable that trades off differently (e.g. fewer sessions but fuller, or more evenly spread days).
4. List anyone who could not be placed and why, plus the smallest change that would fix it (e.g. "if Priya can do Tue 5pm").
Return:
- Each timetable as a table: Day | Time | Attendees | Spots left.
- A per-person summary: Person | Session(s) assigned.
- The assumptions and conflicts list.
Do not place anyone outside their stated availability.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Productivity & Planning prompts
What to fill in
- e.g. "exactly 2", "3 to 6"
- e.g. "1", "2, not on consecutive days"
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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