Never miss a certificate, permit or inspection date
Every Monday Claude reads your register of certificates, permits, periodic inspections and calibrations, checks each date against its document, and tells you what is overdue and what has to be booked now.
FullQualityEvery week
Set it up6 steps
Open the Claude desktop app and sign in with the Claude account you use for work. On a personal Free, Pro or Max plan, chats can be used for training unless you switch off SettingsPrivacyHelp improve Claude.
No account yet? Ask your manager.
Where things are in Claude
- CustomizeConnectors In Claude's left sidebar: connect your email and files.
- /schedule Type it in a new Cowork task to run a prompt on a schedule.
- Scheduled In Claude's left sidebar: what runs, to pause or change it.
- Nothing to prepare: on the first run Claude builds a "Compliance register" sheet in your Operations folder from the documents in the Certificates folder. Fill in what the documents do not show: the owner, and how many weeks ahead each item has to be booked.
- Save the current certificates, permits, inspection reports and calibration certificates in a Certificates folder inside your Operations folder, so Claude can check each date against its document.
- Connect Gmail and Google Drive under CustomizeConnectors. Keep this workflow's files in one Drive folder called Operations.
- Type /schedule, paste this workflow's prompt and pick Weekly, Monday at 8:00.
- Book the dates yourself. Claude only drafts the requests; you send them.
- It runs while your computer is on and Claude is open. A Monday it was off is skipped, not queued.
Set this up on your computer: the Claude desktop app runs it.
The prompt
- Every Monday at 8:00, read the "Compliance register" sheet in my Operations folder (on the first run, create it from the documents in the Certificates folder, one row per item, and list what you could not read) and the documents in the Certificates folder inside my Operations folder: certificates (ISO 9001, IATF 16949 and others), permits, periodic inspection reports of equipment and calibration certificates. If there is a gauge list in the folder, read it too.
- 1. For every item, check the valid-until or next-due date in the register against its document. Where they differ, or the document is missing or out of date, say so and write [CHECK: which date is right] instead of choosing one.
- 2. List what is overdue, with how many days.
- 3. List what has to be booked this week: items whose due date, less the weeks ahead the register says they need booking, has arrived. Where the register does not say, use 8 weeks and mark it [CHECK: weeks ahead].
- 4. List everything that falls due in the next 90 days, by date, with its owner.
- 5. For each item an outside company does (a certification body, an inspection company, a calibration lab), draft a short email asking for a date before it falls due, in the language of our last email with them. Save each as a draft in my email. If you cannot save drafts, put them in your answer for me to copy. Do not send anything.
- 6. List the items with no interval, no owner or no due date.
- Start with one table: item, due date, days left, status (overdue, book now, coming up, fine), owner, document found or not.
- Use only the dates in the register and the documents. Never assume an interval or a legal deadline: where the register gives none, write [CHECK: interval]. Leave out people's own licences, such as a forklift or crane operator's: they are employee records and belong in the skills matrix.
What you get
A Monday list of what is overdue, what to book this week and what falls due in the next 90 days, with a request drafted for every outside inspection or calibration to arrange.
Get this workflow for your team
Two minutes each: everyone gets a plan of ready workflows like this one, inside your company's rules.
Your manager sees progress and hours. Never what Claude reads or writes.
FirstPrompt's workflow library adapts parts of Anthropic's knowledge-work-plugins (Apache-2.0), rewritten by FirstPrompt. Source and licence