AI AGENT TEMPLATE
An AI agent that drafts a customer-facing damage report from staff notes and photos — consistent, legible, and defensible. Turns a 15-minute writeup into a 30-second review.
Damage reports are one of those tasks that counter staff hate and owners rely on. Hate, because writing a clear customer-facing report takes 10–15 minutes and always happens during busy returns. Rely on, because the report is the primary document for charge justification, insurance claims, and dispute defense. Without a report, a damage charge is "trust me" and that is a terrible foundation.
The Damage Report Drafter Agent collapses the writeup task. Counter staff take photos, jot a one-line note ("core shot, 4cm from toe, tail ski"), and dictate or paste the rental details. The agent produces a structured report: damage description with location, cause analysis, repair plan, charge calculation referencing the rate card, and a professional customer-facing letter. Staff review, edit if needed, and send or attach to the booking.
This is a drafting agent, not an autonomous one. The staff member and the manager always review before it goes out. The output is a consistent format across all counter staff and across all damage types, which is what makes the reports defensible in aggregate.
"When I upload damage photos and a one-line note plus the rental ID, draft a professional damage report with: (1) damage classification and location, (2) a one-paragraph description, (3) a repair plan referencing our tune-room rate card, (4) a charge calculation, (5) a customer-facing letter explaining the damage and the charge. Use a professional but friendly tone, reference our rental agreement's damage policy, and leave space for me to add or edit before sending. Do not send automatically."
Paste this into Dash Agents. Dash reads the prompt, picks the right tools, assembles the logic, and creates a ready-to-run agent in seconds.
The agent is manual-trigger because damage reports are too important to auto-fire. Staff always review and edit before the report goes to the customer.
Staff triggers the agent after completing a damage assessment. The output is a draft report, not a sent one.
Staff uploads: rental booking ID, damage photos (multiple angles), and a short free-text note. The agent reads all three.
Using vision analysis, identify damage type (core shot, gouge, edge chip, binding damage, etc.) and rough location. This is a first-pass classification; staff will correct if wrong.
Fetch the rental: customer name, gear used, rental start and end dates, stated policy. Pull the rate card to find the charge for this damage type.
Damage type, location (e.g., "tail ski, base, 4cm from toe, 12cm from tail"), dimensions where available, repair path.
Professional, warm tone. Opens acknowledging the return, explains what was found, references the signed rental agreement terms, states the charge with the rate card reference, offers contact for questions. Typical length 150-200 words.
Based on rate card: "P-tex repair for core shot ($30), base sand and refinish ($15), total $45." Shows the components, not just the total.
Report attaches to the booking record, visible to the staff member and manager. Status is DRAFT. Does not send.
Staff reviews, edits if needed, and sends. Manager approval is required for charges above a configurable threshold (typically $100).
Customisations:
The reason to automate damage reports is consistency across staff:
Damage report drafting is exactly the kind of task that sounds minor and adds up fast. Roll the agent out, train counter staff on the upload workflow (photos + note + ID), and watch the quality of reports normalise across the team. Your insurer will notice. Your dispute rate will drop. Your counter staff will stop dreading damaged returns.
A complete report has: rental booking ID and customer name, rental dates and gear, damage type and precise location, dimensions and photos, a cause analysis (where feasible), a repair plan with line-item costs from the rate card, the total charge, a reference to the signed rental agreement terms, and a professional customer-facing letter. Reports without photos or rate card references are hard to defend in disputes; reports with both are easy to defend.
Dash Agents handle the repetitive work so your team can focus on customers. Start your free trial and build your first agent in minutes.
