BOT TEMPLATE
An AI agent that watches weather forecasts for tomorrow tours and drafts customer communications for cancellations or advisories.
Weather decisions at tour operators get made too late, too often.
Weather decisions at tour operators get made too late, too often. The forecast worsens overnight, nobody on the ops team checks until 7am, and by the time a call is made to cancel or reschedule the customers are already driving to the meeting point. Communication then falls on a stressed ops manager juggling fifteen individual conversations across email, text, and phone - most of which end with a refund instead of a reschedule because customers feel ambushed.
The Tour Weather Alert Bot gets ahead of the decision. The bot monitors the 24-48 hour forecast for every tour location. When conditions cross your thresholds (rain intensity, wind, heat index, UV, visibility for scenic tours), it drafts customer-specific emails for every affected booking - explaining the issue, offering a one-click reschedule to the next available equivalent slot, and only falling back to refund when no reschedule is viable.
Leading with reschedule instead of refund transforms the economics of weather cancellations. Operators who offer structured reschedule options retain 60-80% of weather-canceled revenue, versus 10-20% for a refund-first policy. And the proactive timing - customers are contacted before they leave home, not while they're standing in the rain - turns what could be a one-star moment into a story about an operator who had their act together.
Below is the full bot spec: trigger thresholds, tools, message templates, and how to configure per-tour weather criteria (a guided hike tolerates rain better than a kayak tour).
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.
Bookings for tomorrow.
Per location.
Safe/marginal/unsafe.
Per affected tour.
Batch for review.
Execute.
The bot uses the standard Dash Bots tool library. Every tool call is logged.
Structured automation beats manual follow-up in four 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.
Decide evening before. Unsafe = reschedule/refund. Marginal = advisory with equipment recommendations.