AI Task Planner - Prompts and Best Practices
🎯 What Can AI Task Planner Do?
The AI Task Planner transforms plain English descriptions into organized task lists. Instead of creating tasks one by one, simply describe what needs to be done and let the AI handle the structure.
The AI excels at:
Breaking down projects - Describe a goal, get a step-by-step task breakdown
Creating recurring workflows - Daily checklists, weekly maintenance, monthly audits
Planning ahead - Harvest prep, facility upgrades, compliance deadlines
Ensuring completeness - The AI considers steps you might overlook
Saving templates - Turn good task plans into reusable templates
The AI works best when you tell it:
What work needs to be done
Where the work happens (rooms, equipment, areas)
When it should be completed (dates, frequencies)
Any quantities involved (number of plants, rooms, batches)
💡 Quick Tip
Think of the AI as a helpful coworker. The more context you provide, the better the suggestions. You can always edit or remove tasks before saving them.
💬 Example Prompts by Scenario
Copy and customize these prompts for your facility. Replace the specifics with your room names, dates, and quantities.
Daily Operations
Routine tasks that keep your facility running smoothly.
Prompt | What You Get |
"Create a daily opening checklist for the cultivation team - equipment checks, environmental readings, IPM scouting, and plant health assessments" | Morning routine tasks with logical order |
"Generate end-of-day closing tasks for the production floor including equipment shutdown, cleaning, waste disposal, and security checks" | Closing procedures in proper sequence |
"Set up daily inventory verification tasks for Monday through Friday - checking stock levels, recording discrepancies, and updating the system" | Weekday inventory tasks with consistent structure |
Cultivation Tasks
Plant care, environment management, and grow room operations.
Prompt | What You Get |
"Create tasks for transplanting 500 clones from the propagation room to Veg Room A - include prep work, transplanting, cleanup, and documentation" | Complete transplant workflow with quantities |
"Generate a weekly fertigation schedule for the flower rooms - nutrient mixing, pH testing, system checks, and runoff monitoring for Rooms B1 through B4" | Fertigation tasks organized by room and day |
"Plan room turnover tasks for Flower Room C after harvest - cleaning, sanitization, equipment maintenance, and environmental calibration before the next cycle" | Complete room reset checklist |
💡 Include Your Room Names
Mentioning specific rooms (Veg A, Flower B2, Dry Room 1) helps the AI create tasks that make sense for your facility layout.
Harvest Planning
Pre-harvest preparation, harvest execution, and post-harvest processing.
Prompt | What You Get |
"Create harvest prep tasks for Flower Room A with 300 plants - include final flush, trichome checks, equipment staging, and team scheduling for harvest on January 20" | Pre-harvest checklist with date context |
"Generate tasks for a harvest day workflow - cutting, initial trim, wet weight recording, hanging in dry room, and waste documentation" | Harvest day task sequence |
"Plan drying and curing tasks for 50 pounds of flower - daily environmental monitoring, rotation schedules, moisture testing, and cure jar management over 3 weeks" | Extended drying/curing timeline |
Processing Tasks
Trimming, packaging, labeling, and production workflows.
Prompt | What You Get |
"Create trimming workflow tasks for processing 20 pounds of dried flower - sorting, hand trimming, machine trimming, quality grading, and packaging prep" | Trimming process broken into stages |
"Generate packaging line tasks for fulfilling 200 pre-roll units - label printing, filling, sealing, weight verification, and quality checks" | Production line checklist with quantities |
"Plan order fulfillment tasks for shipping 50 customer orders - picking, packing, labeling, manifest creation, and carrier scheduling" | Order processing workflow |
Compliance Tasks
Audits, inspections, documentation, and regulatory requirements.
Prompt | What You Get |
"Create monthly compliance audit tasks - inventory reconciliation, METRC verification, waste documentation review, and security system checks" | Monthly audit checklist |
"Generate tasks to prepare for a Health Canada inspection - document gathering, facility walkthrough, staff briefing, and record verification" | Inspection prep with all requirements |
"Plan quarterly SOP review tasks - cultivation procedures, security protocols, waste handling, and transportation documentation updates" | Documentation review schedule |
⚠️ Compliance Note
Always verify AI-generated compliance tasks against your jurisdiction's current regulations. Requirements vary by region and change over time.
Maintenance Tasks
Equipment upkeep, facility maintenance, and preventive care.
Prompt | What You Get |
"Create weekly HVAC maintenance tasks for the grow facility - filter checks, duct inspection, temperature calibration, and humidity sensor verification" | HVAC maintenance routine |
"Generate monthly equipment maintenance tasks - irrigation system flush, lighting inspection, CO2 system calibration, and extraction equipment servicing" | Equipment care schedule |
"Plan facility upkeep tasks for the quarter - deep cleaning schedule, pest control treatments, safety equipment inspections, and exterior maintenance" | Quarterly facility maintenance plan |
📋 Working with Generated Tasks
The AI gives you a starting point - you are always in control of the final result.
Editing Tasks Before Saving
Review every suggestion before clicking Save. For each task, you can:
Edit the title - Make it clearer or match your naming conventions
Update the description - Add details, instructions, or links
Change the due date - Adjust timing to fit your schedule
Set the priority - High, Medium, or Low based on urgency
Remove tasks - Delete suggestions that do not apply
Organizing Subtasks
The AI often creates parent tasks with subtasks underneath. You can:
Drag subtasks to different parent tasks
Promote subtasks to standalone tasks
Demote tasks to become subtasks of another
Add your own subtasks manually
Assigning Team Members
After saving, tasks are created with "Open" status. Assign team members based on:
Skills required for the work
Current workload and availability
Location or department
Saving as Templates
If you will need similar tasks again, save them as a template before creating the tasks:
Generate and refine your task list
Click Save as Template
Give it a descriptive name (example: "Weekly Fertigation Schedule")
Reuse the template anytime from the Templates section
💡 Template Strategy
Save templates for recurring workflows: weekly room cleaning, monthly equipment maintenance, harvest prep checklists. This saves time and ensures consistency.
✨ Tips for Better Results
Get more accurate task suggestions by following these guidelines.
Be Specific About What, Where, and When
Less Effective | More Effective |
"Create cleaning tasks" | "Create daily cleaning tasks for the extraction room including equipment sanitization, floor mopping, and waste bin replacement" |
"Make harvest tasks" | "Create harvest tasks for 200 plants in Flower Room B, starting January 15, including cutting, trimming, and drying steps" |
"Set up maintenance" | "Generate weekly maintenance tasks for the CO2 system - tank level checks every Monday, regulator inspection every Wednesday" |
Include Quantities and Timeframes
Numbers help the AI estimate task complexity:
"Tasks for 500 plants" is better than "tasks for plants"
"20 pounds of dried flower" helps scope trimming tasks
"Schedule for next Monday through Friday" sets clear timing
"Monthly equipment checks" defines frequency
Use Your Facility's Naming
Reference your actual room names, equipment, and processes:
"Tasks for Veg Room A and Flower Room B2"
"Maintenance for the Apeks Supercritical extractor"
"Packaging tasks for the Futurola Knockbox"
Build On Previous Results
If the first result is not quite right, add to your request:
"Add tasks for cleaning up after harvest"
"Include documentation steps at the end of each major task"
"Break down the trimming task into more detailed steps"
Start Broad, Then Refine
For complex projects, generate initial tasks first, then edit details:
Describe the overall goal: "Plan room turnover for Flower A"
Review the generated tasks
Edit individual tasks with specific requirements
Add missing steps manually
Remove tasks that do not apply
❓ Common Questions
Can I regenerate tasks if I do not like the results?
Yes. Simply type a new description or refine your original request. Nothing is saved until you click the Save button.
Will the AI remember my previous requests?
The AI considers your current conversation but does not remember past sessions. For recurring needs, save good results as templates.
How detailed should my prompts be?
More detail generally produces better results. Include the work type, location, timing, and quantities when relevant. You can always edit the output.
Can the AI create recurring tasks automatically?
The AI creates a one-time task list based on your description. For true recurring tasks, save the result as a template and apply it on your schedule, or set up task recurrence after creating the tasks.
What if the AI misses important steps?
Add missing tasks manually after generation. You can also refine your prompt to mention specific steps: "Include cleanup and documentation at the end."
Can I use the AI for compliance-critical tasks?
The AI is a helpful starting point, but always verify compliance tasks against your jurisdiction's current regulations. Requirements vary and change over time.
How do I get better at writing prompts?
Practice with simple tasks first. Notice which details produce the best results for your facility. Over time, you will develop prompts that work well for your workflows.
What happens if I navigate away before saving?
Generated tasks are lost if you leave the page without saving. If you want to keep the task list, click Save Tasks or Save as Template before navigating away.
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