The CPR card nobody saw expire

One prompt to paste into Claude, ChatGPT or any AI agent that can build. It checks the middle square before anything else, builds the map square by square, carries the 4 rules above, and has the whole build: what starts it, every step, the data, the review, the alerts, what to do when it breaks, and what to count before you switch it on.

Help me build this in my business: Keeping every caregiver qualified to work, all year. That means five things. Knowing every caregiver's due dates: the 12 hours of training the state requires each year, the CPR and first aid card (good for two years), the written test every new hire must pass at 80% or better within three months, the yearly check against the state's abuse registry, and the driver's license and car insurance of anyone who drives a client. Reminding each caregiver before a date passes, and chasing until it is done. Collecting each new card or certificate and checking it is real and counts. Telling managers who is overdue or about to be. And handing the state's insurers the spreadsheet they ask for at their yearly audit: every caregiver, every training, its hours and dates, the test score, and the CPR and first aid dates.

Before you build anything: this runs on one person's judgment, "Whether each caregiver is qualified to go into a client's home this week", held by the training coordinator, with the director of operations. Ask me whether each of these is true in my business, one at a time:
1. One list names every requirement and how often it renews.
2. A person approves every card before any record changes.
3. Operations, not the machine, decides who comes off a shift.
If any is not true, stop and tell me which, and what I need in place first. Do not build around it.

Rules from others who built this and got it wrong. Keep every one:
- Never change the schedule or a record on its own: list every shift booked after a lapse for a person, and draft every new date for a person's yes.
- Read each card's course type, and send any online-only CPR card to the coordinator as not counting, without drafting its date.
- Give every document a dated record, and flag any that has none on the next morning's list.
- Put every lapse on a named person's morning list for a decision, never leave it to a warning.

The map of this system, a 3x3:
- The middle square, the judgment it all runs on: Whether each caregiver is qualified to go into a client's home this week (The training coordinator, with the director of operations). It stays with a person.
- The work, in the order it moves: 1. Track every due date (runs on its own: Every requirement for every caregiver, and the audit list); 2. Text each caregiver before it's due (runs on its own: At 60, 30 and 7 days, then the call list); 3. Check each card sent in (runs on its own: The name, the dates, the issuer and the course type, drafted for approval); 4. Flag shifts booked past a due date (runs on its own: Every morning, to the scheduler); 5. Approve cards and shift changes (a person does it: The coordinator approves records, operations decides on shifts).
- Along the bottom, what it runs on: Automation (The nightly run, the text step and the off switch.); Measure (Lapses caught before the date, shifts flagged, overdue count, hours a week.); Build (The requirement list with each renewal cycle, the approved course providers, the text wording in English and Spanish.).
Build the squares in that order, and keep the person's squares with a person.

The working set to build from:
- Trigger: A nightly run at 2:00 am; a text reply with a photo; a new hire's start date entered; the monthly report on the first working day; the audit spreadsheet on request.
- Steps: At night: read every active caregiver's record and each requirement's last date and renewal cycle; work out each next due date; for each due in 60, 30 or 7 days, send that day's text in the caregiver's language with the item, the date and up to three approved classes; for a new hire, set the three first-90-day items from the start date; at 7 days with no reply, add the caregiver to the coordinator's call list; read the schedule for the next 14 days and list every shift whose caregiver will have a lapsed item on that day. On a photo: read the name, issue date, expiry date, issuer and course type; check the name against the record and the issuer against the approved list; flag an online-only course, an unreadable photo or a name that does not match; otherwise draft the new date and attach the photo; send it to the coordinator. On approval: write the date, file the photo, log who approved. Monthly: who is overdue and who is due in 30 days, by manager. On request: the audit spreadsheet with each caregiver's trainings (title, source, hours, dates), test date and score, CPR and first aid dates, license expiry and insurance check date.
- Data: One record per requirement per caregiver: the caregiver, the item, its renewal cycle, last date, next due date, texts sent with their dates, the reply and photo, what the read found, the drafted date, who approved and when, and any shift booked after the due date.
- Review step: The coordinator checks every drafted date against its photo and approves or rejects it, and calls everyone on the call list. The scheduler reads the morning list of booked shifts, and operations decides on each one.
- Alerts: Any shift booked for a caregiver with a lapsed item; anyone at 7 days with no reply; an online-only course or a name that does not match; a document filed with no date; a text that failed to send; the nightly run not running; and the wrong-but-green count: how many drafted dates the coordinator had to correct even though the draft passed every check.
- If it breaks: What you see: no morning list, a list of hundreds of caregivers who were current yesterday, or texts to people who left. Check first: the connection to the records is still allowed; the requirement list has not been replaced; the leavers were marked inactive. Safe fix: turn off the step that sends texts; the nightly list keeps coming, and the coordinator chases by hand.
- Baseline to count before switch-on: One timed week by hand: minutes for each deadline; how many items were already lapsed when found, and how many days late; how many shifts were worked by someone with a lapsed item; and how long the last audit spreadsheet took to put together.
- Tools by name: The workflow runner n8n (Starter, 20 euros a month billed annually); the model Claude Sonnet 5.5 ($2 per million tokens in, $10 out), for reading card photos; Twilio for texts ($0.0083 a message plus the carrier's fee); the agency's HR and scheduling software (not named in the posting). Inside the software: HHAeXchange's compliance page (blocks or warns, by setting) and Hailo's credential reminders. Standalone: CareReady (Business, $349 a month up to 150 caregivers). A service: Acrion.ai (from $449 a month, unlimited caregivers).

It may never, on its own: Change the schedule or take anyone off a shift; change a record; accept an online-only CPR card; or contact a client or family.
Keep with a person: The teaching, the orientation and the nurses' skills checks; accepting each card as real and counting, before any record changes; calling the caregivers who do not answer; deciding whether anyone comes off a shift, who covers the client, and any exception; what extra training someone needs; and the conversation with the auditor.
Not yet: Changing the schedule or taking anyone off a shift; changing a record without a person's yes; accepting a card from an online-only course; telling a client or a family anything; and judging a nurse's clinical skills.

Ask me for the tools and numbers you need from my business before you start. Then build it one step at a time, and show me each step working before the next.