Use case: Logistics, Scheduling & Event Planning
Instruction type: Multistep
Prompt style: Context prompting

Prompt:
I need help creating a holiday schedule for my private clinic, I usually have 5 clinicians, however, I’ve realized that they’ve all taken quite a bit of time off for the holidays so I need to figure out how many clients we can realistically schedule. I also know quite a few of our clients are away during the holidays, so I’m hoping we can manage to arrange for all the clients to be seen based on their usual frequency of treatment. 

I need a 2 week schedule for the dates of Mon Dec 25th, 2023, to Jan 5, 2024. I'll need two schedules made in table format. Start by making one for the specific time frame that notes which of my clinicians are available to work each day based on their vacations, as well as how many clients we can schedule each day. Each clinician sees 1 client at a time, for a 60 minute period, and we can have multiple clients scheduled within one time block if we have multiple therapists available. Then, I need a client schedule, which is also within the 2 week time frame but each day needs to have hourly organization. Clients are seen 2-4x/week depending on the client, and it doesn’t matter which clinician they are seen by because if they’re an existing client they should already have an intervention plan in place that any therapist can apply. Since so many of my therapists are away during the holidays, we will only be seeing existing clients.

The clinic is usually open from 8 to 4 pm, but due to the short staff I'm reducing opening hours from 8 to 2:30 pm. Clients should only be scheduled from 8:30 am onwards, and no one should be scheduled at 12-12:30, since this is lunch. Its ok if there are open spaces in the schedule since the clinicians can use this time to chart. The clinic is also completely closed on the 25th and the 1st. If a client has preferences associated with their file, these should be applied to the schedule.

Clinician vacation days: 
Emily: off Dec 25 to 29th
Daniella: off Dec 25 to 29th
Olivia: off Jan 1st to 5th
Melanie: off Jan 1st to 5th
Rebecca: off Dec 25 to 29th, and Jan 1 to 5th

Client list: This is based on the clients who are available over the holidays
Existing: 
Ms Thompson: 4x / week, prefers morning slots before 10 am 
Jacob: 2x/week
Eli: 2x/week 
Mr Sam: 3x/week, unavailable Thursdays 
Harper: 4x/week
Gabrielle: 4x/week
Mrs Adams: 2x/week, schedule only on Thurs-Friday
Ruth: 4x/week
Mrs Tores: 2x/week
Mr Turner: 2x/week
Cole: 4x/week
Mrs Blake: 4x/week
Riley: 2x/week
New: 
Mme. Bennett
Mr. Lopez
Mr. Foster
Mrs. Jay

Evaluation criteria:
The response should create two schedules covering the period from Monday, December 25th, 2023, to Friday, January 5th, 2024.
The response should schedule an appropriate number of clients per day. For example, since there are 2 clinicians available per day, there are 2 client appointment slots that can be filled during each 60-minute time block, for a maximum of 10 appointments per day.
The response should format the schedules as tables.
The response should not schedule any clients on dates where the private clinic is closed. In this case, it should not schedule clients on December 25th or January 1st.
The response should include a schedule that specifies the availability of clinicians during the holidays. In this case, the schedule should note that Olivia and Melanie are available from December 26th to 29th, that Emily and Daniella are available from January 2nd to 5th.
The response should include a client schedule, which is organized hourly from 8:30 am to 2:30 pm.
The response should organize the client schedule such that each client is seen for a 60-minute period.
The response should include a lunch break from 12:00 to 12:30 pm on the client schedule at which time no client appointments are assigned. There should be no overlap with appointments (eg no client appointments scheduled from 11.30-12.30)
The response should not place the names of any of the following new clients onto the client schedule: 
- Mme. Bennett
- Mr. Lopez
- Mr. Foster
- Mrs. Jay
The response should place the names of the following existing clients onto the client schedule: 
Ms. Thompson
Jacob
Eli
Mr. Sam
Harper
Gabrielle
Mrs. Adams
Ruth
Mrs. Tores
Mr. Turner
Cole
Mrs. Blake
Riley
The response should schedule clients based on their stated frequency of treatment. In this case, the following clients should be scheduled exactly twice per week: 
-Jacob
-Eli
-Mrs. Adams
-Mrs. Tores
-Mr. Turner
-Riley
The following clients should be scheduled exactly four times per week, with 4 appointments in week 1 and 4 in week 2
-Ms. Thompson
-Harper
-Gabrielle
-Ruth
-Cole
-Mrs. Blake
The response should schedule Mr Sam exactly three times per week.
The response should apply the client's scheduling preferences. In this case, Ms. Thompson should be scheduled in the morning with her appointment starting before 10 am.
The response should apply the client's scheduling preferences. In this situation, Mr. Sam should not be scheduled on Thursdays.
The response should follow the client's scheduling preferences. In this case, Mrs. Adams should only be scheduled on Thursday and Friday.
The response should mention how many clients can be scheduled per day.
The response should not list "Rebecca" as an available clinician on any day of the schedule, as she is unavailable from December 25th to 29th, and Jan 1st to 5th.
The response should first present the clinicians' availability schedule before presenting the clients' appointment schedule.