BOT TEMPLATE
Monitors guide certifications. Alerts at 90/60/30/7 days before expiry. Prevents lapsed certs from running activities.
Guide certifications expire on a schedule that's easy to ignore - Wilderness First Aid every 2 years, swift water rescue every 3, instructor quals every 3-5.
Guide certifications expire on a schedule that's easy to ignore - Wilderness First Aid every 2 years, swift water rescue every 3, instructor quals every 3-5. A lapsed cert on a working guide is a worst-case compound failure: insurance coverage voids, regulatory exposure opens up, and an incident on that guide's watch becomes a significantly more expensive lawsuit than it needed to be. Spreadsheet tracking reliably fails once you have more than a handful of guides.
The Guide Certification Expiry Alerts Bot runs on the full register of certifications across your team. The bot weekly-scans every guide's certs, calculates days-to-expiry, and alerts at 90, 60, 30, and 7-day thresholds - copying the guide, the ops manager, and the compliance dashboard. Each alert includes renewal options, cost-saving group-training opportunities, and a deadline-tied action item.
The scheduling knock-on matters as much as the alerts. Guides with lapsed certs automatically drop out of activity-scheduling eligibility until renewed - enforced at the system level, not the manager-reminder level. That enforcement is the defense that actually protects the operation; an alert that gets ignored isn't a control, but a scheduler that won't book you is.
Below is the full bot spec: trigger cadence, tools, integration with scheduling, and how to configure per-jurisdiction cert requirements and renewal workflows.
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.
All active guides, all certifications, expiry dates.
For each cert.
90, 60, 30, or 7 days.
Guide-specific: which cert, when expiring, renewal action.
Guide (direct), manager (copy), ops (dashboard).
Renewal booking/scheduling task.
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.
Activity-mandatory ones first. First aid, activity-specific rescue, instructor quals.