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Vehicle Service & MOT Reminder Runner

Example prompt: "Every Monday at 8am, scan our fleet register for any vehicle with a service, MOT, tax, or insurance falling due in the next 60 days. Draft an instruction email to the garage for each one, and escalate anything inside 14 days in #fleet on Slack."

The Problem

A small fleet has a steady drumbeat of dates that have nothing to do with the work the vans are doing on the road — services every six or twelve months, MOTs every year, tax and insurance renewals, the garage's preferred booking notice. Miss one, and a van either goes off the road on the morning it was most needed or ends up driven without a valid MOT, which is a much worse problem. Kept on a sticky note or a calendar reminder, dates slip when the manager is busy, and the first the office hears is the warning letter or the failed roadside check.

How GloriaMundo Solves It

We build a workflow that runs every Monday at 8am. An integration step reads the fleet register from our vehicles sheet. A code step computes the next-service date from each vehicle's last service plus its interval, then classifies every renewal date into one of three bands and dedupes against the week's existing log so a re-run does not double up. A conditional step decides what to draft for each: a garage instruction for services and MOTs in the 30-to-60-day band, a manager note for tax and insurance, a chase for items in the 14-to-29-day band, and a hard escalation for anything past 14 days. An LLM step writes each draft in the office's voice. An integration step saves the drafts in Gmail, logs the action, and posts a single summary in the fleet Slack channel. Glass Box preview shows every garage instruction, chase, and escalation before any of it leaves the office.

Example Workflow Steps

  1. Trigger (scheduled): Every Monday at 8am.
  2. Step 1 (integration): Read the 'Fleet Register' tab of the vehicles Google Sheet.
  3. Step 2 (code): Compute next_service_due_date for each vehicle and classify each renewal date into 'Schedule now', 'Chase', or 'Escalate'. Dedupe each (vehicle_reg, date_type, this Monday) against the 'Fleet Reminders Log' and skip the rest of the workflow for any (vehicle, date_type) already logged this week.
  4. Step 3 (conditional): Branch on band and on whether the renewal is a garage task (service, MOT) or an office task (tax, insurance).
  5. Step 4 (llm): Draft the right artefact per case — a garage instruction, a manager note, a chase, or an escalation.
  6. Step 5 (integration): Save each draft as a Gmail draft addressed to the right recipient.
  7. Step 6 (integration): Append a row to the 'Fleet Reminders Log' tab with reminder_id, vehicle_reg, date_type, band, week_start_date, draft_email_link, recipient_email, drafted_at, and sent (FALSE on creation; the fleet manager flips it to TRUE after sending so the next Monday's Chase branch can read it).
  8. Step 7 (integration): Post a single summary in #fleet on Slack at 8:30am with the count per band and the full short list of escalations.

Integrations Used

  • Google Sheets — the fleet register and the reminders log
  • Gmail — the per-vehicle garage instructions and manager escalations
  • Slack — the weekly summary and the escalation short list

Who This Is For

Fleet managers running 5 to 80 vehicles — courier vans, haulage trucks, small minibuses, plant operators — where the renewal dates currently live on a sheet or in the manager's calendar and one missed MOT a year is a real operational risk.

Time & Cost Saved

Walking the fleet register every Monday to spot what is falling due, looking up the preferred garage for each, and drafting the booking instructions takes a fleet manager an hour to ninety minutes. This workflow reduces that to a fifteen-minute review of the drafts before they go out. The bigger saving is the missed-MOT scenarios that did not happen — a van off the road for an unscheduled day costs more than a year of this workflow.