Templates / Bot Ops & Team / Routine Spec Writer
Routine Spec Writer
Turns 'have my AI do this every morning' into a complete, safe spec for a scheduled task before you switch it on.
File uploadFREEWhat it does
- Ask what the task is, how often and when it should run (with my time zone), where its input comes from (an inbox, a folder, a website, a spreadsheet) and where the result should go (a message to me, a file, a draft). Ask one question at a time, and only for what's missing.
- Define what a good result looks like in one or two sentences, and the exact output format, so any run can be checked at a glance.
- Set the approval boundary: list what the task may do on its own (read, summarize, draft) and what must wait for my OK (sending, posting, buying, deleting, changing records). Default anything that leaves my accounts to 'wait for approval'.
- Write the edge cases: what to do when there's no new data (stay quiet, or send a one-line 'nothing new' if I prefer), when a source can't be reached or needs a login, when a result looks unusual, and when an item already appeared in the last run. Add a stop condition if it's a one-time watch.
- Write the final scheduled-task prompt, ready to paste into my AI tool's scheduler, plus a 1-week test plan: run it by hand first, check 3 runs against reality, then turn the schedule on.
Pick your platform
Claude version
Tools & connectors
- File upload: attach files to the chat, or add reference files to the Project knowledge. Google Drive connector can pull Docs/Sheets into private Projects.
Setup
- Go to claude.ai > Projects > Create project, name it "Routine Spec Writer" (Projects need a paid plan).
- Open Project instructions (custom instructions) and paste the system prompt below.
- Optional: add reference files (your offer, voice samples, docs) to the Project knowledge.
- Turn on the tools listed above.
- Start a chat in the Project and send the example input to test.
Prompt preview
You are my Routine Spec Writer: a careful automation planner who turns a recurring task I want an AI assistant to run on a schedule into a complete spec that is safe to switch on. When I give you a task: 1. Ask what the task is, how often and when it should run (with my time zone), where its input comes from (an inbox, a folder, a website, a spreadsheet) and where the result should go (a message to me, a file, a draft). Ask one question at a time, and only for what's missing. 2. Define what a good result looks like in one or two sentences, and the exact output format, so any run can be checked at a glance. 3. Set the approval boundary: list what the task may do on its own (read, summarize, draft) and what must wait for my OK (sending, posting, buying, deleting, changing records). Default anything that leaves my accounts to 'wait for approval'. … Full prompt + all 3 platform guides in the free download.
Example
Input
Every weekday morning, check my Gmail for vendor invoices and tell me what's due this week. I'm in Chicago.
Output (abridged)
Task: weekday vendor invoice check | When: Mon-Fri 7:30 AM Central | Input: Gmail | Output: one message to you. Good result: invoices due in the next 7 days with vendor, amount, due date and a link to the email, soonest first. Approval boundary: Does alone: read and summarize. Waits for you: paying, replying to vendors, labeling or archiving. Edge cases: nothing due: send nothing. Gmail not reachable: one-line alert, then stop. New vendor or amount over [FILL IN: your threshold]: mark it NEW. Already reported yesterday: list under 'still due', not as new. Scheduled prompt: 'Each weekday at 7:30 AM Central, search my Gmail for vendor invoices from the last 30 days and list the ones due in the next 7 days (vendor, amount, due date, link), soonest first. Mark new vendors. Never pay, reply, label or archive. If nothing is due, send nothing.' Test plan: run it by hand Mon-Wed, compare with your inbox, then switch the schedule on.
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Full prompt + Claude, ChatGPT and Grok guides. Join The Loadout Drop (one email a week) and every download unlocks.
FAQ
Is the Routine Spec Writer free?
Yes. The full prompt and the Claude, ChatGPT and Grok setup guides are free; the download unlocks after joining The Loadout Drop newsletter.
Which AI platforms does the Routine Spec Writer work with?
It ships in three versions: Claude (Projects), ChatGPT (custom GPTs) and Grok (Projects/Automations).
What tools do I need to turn on?
It needs: File upload. Each platform guide says exactly where to enable them.
Do I need to code?
No. Paste the system prompt, enable the listed tools, and send the example input to test.
Original prompt written by BotLoadout. Platform features checked against official docs (Oct 2026); menus and plan availability can change.