BOT TEMPLATE
Monitors weather forecasts. Drafts reschedule-first customer comms when weather threatens activity. Preserves revenue vs. straight refund.
Weather cancellations at adventure operators are uniquely consequential because adventure customers tend to travel in - they're on holiday, they've committed logistics, they want the experience.
Weather cancellations at adventure operators are uniquely consequential because adventure customers tend to travel in - they're on holiday, they've committed logistics, they want the experience. Canceling badly generates refund demands and bad reviews; canceling well (reschedule-first, proactive, with empathy) preserves revenue and turns a bad weather day into a loyalty-building moment.
The Adventure Weather Cancellation Bot watches the forecast continuously. When conditions cross per-activity thresholds (river flow, wave height, wind, lightning, visibility), the bot drafts individualised customer emails offering reschedule to the next available equivalent slot within 30-90 days, backed by live availability. Refunds are framed as a fallback, not the default, which shifts 40-50 points of revenue recovery versus refund-first policies.
Per-activity criteria is what makes the bot actually useful for multi-activity operators. A river at 2,000 cfs is dangerous for introductory rafting but great for intermediate kayak; a 20mph wind ends SUP but not guided climbing; a wet rock day ends climbing but not caving. The bot handles that segmentation so your customers get accurate messages instead of blanket cancellations that leave revenue on the table.
Below is the full bot spec: trigger thresholds, tools, message templates, and how to configure per-activity criteria and reschedule logic.
Paste it into Dash Bots and Dash builds the bot: tools, logic and trigger.
On trigger, the bot runs these steps in order. Any step can be customized by re-prompting.
Pull 24-48h forecast for all active activity locations.
Rafting (river level), surf (wave size), climbing (rain), etc.
All bookings that match canceled activity-date-location combinations.
Same activity, similar day/time within 30-90 days.
Explain closure, offer 2-3 reschedule options, fallback to refund.
Manager reviews and approves batch send.
The bot uses the standard Dash Bots tool library. Every tool call is logged.
Structured automation beats manual follow-up in three ways:
Customizations by re-prompting in plain English: change the trigger timing or conditions, adjust the recipient list, tune thresholds, modify tone, add approval gates, connect additional channels (SMS, WhatsApp) if available. Run in approval mode for the first week to build confidence before switching to autonomous.
Set this bot up on your first week. Run in approval mode for five days while you watch the outputs, then flip to autonomous. The ROI compounds across a full season - a quiet automation that simply does the right thing, every time, without anyone having to remember.
Respect it. Reschedule-first gives option; refund is always available.