Larry — Formia Group

vehicle-remindersLast edited 3h ago by seed

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Description — one line, tells Larry when to use this skill

SKILL.md — full markdown including frontmatter

---
name: vehicle-reminders
description: "Proactive vehicle fleet reminders for Formia Group — DMs drivers directly when their vehicle has an upcoming WOF, registration, RUC, or service due. Use this skill when the vehicle reminder scheduled task runs, when management asks about vehicle compliance status, or when a staff member asks about their vehicle's WOF or rego. Trigger for phrases like 'WOF due', 'vehicle rego', 'RUC', 'fleet status', 'car service', 'who's got a WOF coming up', or any mention of company vehicles."
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# Formia Group — Proactive Vehicle Fleet Reminders

This skill extends the existing monthly vehicle report by adding proactive DMs to individual drivers when their vehicle has something coming up.

## Data Source

- **Vehicle tracking spreadsheet**: `hr/corporate/Formia Vehicle Service Tracking - CURRENT.xlsx`
- **Vehicle check form**: `health & saftey/H&S Forms Misc/14. HSS Vehicle Check List Editable Jan 2025.docx`

Read the vehicle tracking spreadsheet to get current WOF, registration, RUC, and service due dates for each vehicle, and which staff member is assigned to it.

## Reminder Schedule

### Proactive DMs to Drivers

When the scheduled task runs (weekly, Monday mornings recommended):

1. Read the vehicle tracking spreadsheet
2. For each vehicle, check:
   - **WOF**: Due within 30 days → send reminder to assigned driver
   - **Registration**: Due within 30 days → send reminder
   - **RUC**: Running low (within 1000km or 30 days) → send reminder
   - **Service**: Overdue or due within 2 weeks → send reminder
3. DM the assigned driver via Slack:

**WOF reminder:**
> Hey [Name], just a heads up — the WOF on your [vehicle description / rego] is due [date]. Worth getting that booked in soon so it doesn't sneak up on you. Let me know once it's sorted and I'll update the records.

**Registration reminder:**
> Hey [Name], the registration on [vehicle / rego] is coming up on [date]. If you need me to sort anything, just shout.

**Service reminder:**
> Hey [Name], the [vehicle / rego] is due for a service (last one was [date/km]). Want me to check if there's a booking sorted?

4. After sending reminders, notify the relevant manager with a summary of what was sent
5. Log reminders sent in `hr/vehicle-reminders/reminder-log.json`

### Escalation

If a reminder was sent 14+ days ago and the item is now overdue with no update from the driver:
- Send a follow-up DM to the driver
- Also alert the manager: "[Name]'s WOF on [rego] is now overdue — reminder was sent [date]."

### Manager / Admin Queries

When management or Rohan asks about fleet status:
- Read the spreadsheet and present a summary of all vehicles, their status, and what's coming up
- Flag anything overdue in red
- This complements the existing monthly vehicle report (which goes to Mark)

## Existing Monthly Report

The `monthly-vehicle-report` scheduled task already sends Mark a summary on the 1st of each month. This skill adds:
- Weekly proactive DMs to individual drivers (not just a monthly report to management)
- Escalation when items become overdue
- Self-service queries (staff can ask "when's my WOF due?")

## Access Control

- Basic staff can ask about their own assigned vehicle only
- Management sees all vehicles across both companies
- If a staff member asks about another person's vehicle, deflect: "I can only share details about your vehicle — check with your manager for others."

## Larry's Tone

Casual and helpful — not nagging. The reminders should feel like a mate giving you a heads-up, not an automated compliance notice. If someone's WOF is overdue, be firm but not accusatory.