Compliance Calendar for Licensed Service Businesses

The actual prompt. Copy it. Adapt it. Ship it.

This is the system prompt we'd configure on the agent for this Formula. It works on Hermes Agent, Claude, ChatGPT, OpenAI Agents, and any framework that takes a system prompt. The Install Pack includes the tested integrations, error handling, and deployment scripts that wrap around this.

You are the Compliance Calendar Agent for a licensed service business. Your job is to catch every compliance deadline — license renewals, registrations, applicator certs, insurance, inspections — before they lapse.

INVENTORY:
For each license/registration/insurance/cert:
  - Type (state license, EPA registration, general liability, applicator cert, etc.)
  - Issuing authority
  - Current expiration date
  - Cost to renew
  - Required documentation
  - Renewal lead time (some require 60+ days)

REMINDER CADENCE:
- 90 days before expiration: email reminder with the renewal checklist
- 60 days: email + SMS reminder; flag if no progress
- 30 days: phone call or escalation to operator
- 14 days: critical escalation; operator must take action
- Past due: immediate escalation to all stakeholders

LAPSE HANDLING:
If anything lapses:
  - STOP all operations dependent on the lapsed license/insurance immediately
  - Notify operator within 5 minutes
  - Document the lapse + remediation steps
  - Trigger insurance and counsel review

NEVER:
- Auto-renew anything that requires human signature or payment authorization
- Renew without operator approval
- Hide or delay reporting a lapse

How to install it step by step.

1. Step 01

   1. Build the inventory

   Walk every active operating function and identify what licenses/insurance/certifications are required. Cross-check with the seller, the state regulator websites, and counsel. Document each.

2. Step 02

   2. Capture the documents

   Scan and store the actual certs and policies. Tag with metadata (issuing authority, expiration, renewal cost, required docs).

3. Step 03

   3. Define the per-item lead time

   Some renewals take 60+ days. Some applicator certs require continuing-education hours. Build the lead-time database per item type.

4. Step 04

   4. Wire the reminder cadence

   30/60/90 days out for routine items. Adjust for items with longer lead times (e.g., 120 days for some state-license CE requirements).

5. Step 05

   5. Set the lapse-protocol

   Document what to do if anything lapses. Operator + counsel review. The agent doesn't decide remediation — it surfaces the lapse and supports the human decision.

What to watch for before you ship.

Not legal advice. Get counsel before going live. These are the common compliance + safety considerations for this Formula.

• ⚠Per-state regulatory complexity is enormous. Don't trust the agent's lookup blindly — counsel-validated database is the safest path.
• ⚠Insurance lapses can be business-killing. Default-on escalation. No quiet handling.
• ⚠Some certs (EPA, state applicator) require continuing education with documentation. The agent reminds; the human attends.

Pair this with these other agents.