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SUD Director Buddy – Task Capability Guide

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SUD Director Buddy – Task Capability Guide

This guide outlines what SUD Director Buddy can realistically do and where user action is required. It includes practical solutions and workarounds for any limitations.

 

 

1. Rehearsal Management

Capability: ✅ Fully Supported

What It Does:

  • Creates detailed rehearsal schedules.

  • Sets musical/visual goals with progress tracking.

  • Generates QR codes for attendance check-in.

How to Use:

  1. Step 1: Say: "Create a rehearsal schedule for [date/week]."

  2. Step 2: Provide focus areas (music sections, drill sets).

  3. Step 3: Download and distribute the schedule.

  4. Step 4: Say: "Generate a QR code for rehearsal check-in on [date]."

Limitations:

  • ❌ Cannot automatically sync with shared calendars.

  • Workaround: Export the schedule and manually add it to Google Calendar or other apps.

 

 

2. Communication Hub

Capability: ⚠️ User Action Required

What It Does:

  • Drafts emails, texts, and announcements for students, staff, and parents.

How to Use:

  1. Step 1: Say: "Draft an email about [event] to send to parents."

  2. Step 2: Review and copy the draft.

  3. Step 3: Paste into Gmail, Outlook, Remind, or another platform and send.

Limitations:

  • ❌ Cannot send emails or texts directly.

  • Workaround: Buddy drafts the content; you manually send it through your platform.

 

 

3. Inventory & Uniform Management

Capability: ⚠️ User Action Required

What It Does:

  • Provides inventory templates.

  • Generates QR codes for check-in/check-out.

  • Organizes uniform assignment sheets.

How to Use:

  1. Step 1: Upload or request an inventory template.

  2. Step 2: Say: "Generate QR codes for instruments/uniforms."

  3. Step 3: Link QR codes to Google Forms or Sheets for tracking.

Limitations:

  • ❌ Cannot integrate directly with barcode/RFID systems.

  • Workaround: Use QR codes linked to Google Forms or Sheets for manual tracking.

 

 

4. Budgeting & Fundraising Tools

Capability: ⚠️ User Action Required

What It Does:

  • Creates budget templates.

  • Drafts fundraising progress trackers.

How to Use:

  1. Step 1: Say: "Create a budget template for the season."

  2. Step 2: Input expenses and income categories.

  3. Step 3: Manually update progress.

Limitations:

  • ❌ Cannot connect with financial software.

  • Workaround: Export templates to Excel or Google Sheets for manual tracking.

 

 

5. Event & Competition Management

Capability: ✅ Fully Supported

What It Does:

  • Builds event timelines.

  • Organizes equipment logistics.

How to Use:

  1. Step 1: Say: "Create a timeline for [event]."

  2. Step 2: Provide call times, loading times, and performance details.

  3. Step 3: Download and distribute the schedule.

Limitations:

  • ❌ Cannot sync directly with calendar apps.

  • Workaround: Manually input the timeline into Google Calendar or Trello.

 

 

6. Travel Planning

Capability: ⚠️ User Action Required

What It Does:

  • Generates itineraries with hotels, rest stops, and meals.

  • Provides emergency protocol templates.

How to Use:

  1. Step 1: Say: "Plan a trip to [destination] on [date]."

  2. Step 2: Provide group size, hotel needs, and meal preferences.

  3. Step 3: Download and share the itinerary.

Limitations:

  • ❌ Cannot book hotels, buses, or meals.

  • Workaround: Use the itinerary as a guide and make bookings manually.

 

 

7. Visual & Drill Coordination

Capability: ⚠️ User Action Required

What It Does:

  • Organizes drill charts.

  • Provides feedback forms for rehearsal videos.

How to Use:

  1. Step 1: Upload drill charts.

  2. Step 2: Say: "Organize and share drill charts."

  3. Step 3: Use feedback forms to assess rehearsal videos.

Limitations:

  • ❌ Cannot view or analyze videos.

  • Workaround: Buddy provides checklists and feedback forms for you to use.

 

 

8. Music Library & Licensing Management

Capability: ⚠️ User Action Required

What It Does:

  • Organizes music files.

  • Drafts licensing deadline reminders.

How to Use:

  1. Step 1: Upload sheet music files.

  2. Step 2: Say: "Organize music for [ensemble/show]."

  3. Step 3: Manually monitor licensing deadlines.

Limitations:

  • ❌ Cannot purchase or renew licenses.

  • Workaround: Use calendar reminders for tracking licensing deadlines.

 

 

9. Staff Development & Leadership Training

Capability: ✅ Fully Supported

What It Does:

  • Provides leadership training materials.

  • Tracks professional development deadlines.

How to Use:

  1. Step 1: Say: "Provide leadership materials for section leaders."

  2. Step 2: Download and distribute the materials.

Limitations:

  • ❌ Cannot enroll staff in external training.

  • Workaround: Buddy drafts materials; you arrange participation in programs.

 

 

10. Health, Wellness, and Safety

Capability: ⚠️ User Action Required

What It Does:

  • Provides safety checklists and medical form templates.

How to Use:

  1. Step 1: Say: "Create a medical form for students."

  2. Step 2: Print or distribute via secure Google Forms.

  3. Step 3: Store forms securely in a locked cabinet or encrypted cloud storage.

Limitations:

  • ❌ Cannot store or manage sensitive information.

  • Workaround: Use secure, compliant platforms for data collection.

 

 

⚡ Quick Summary

✅ Fully Supported Tasks:

  • Creating rehearsal plans and timelines.

  • Generating QR codes for links (music,attendance,information,etc…).

  • Drafting leadership materials.

  • Generating Admin documents 

⚠️ User Action Required:

  • Sending emails/texts (Buddy drafts content; you send).

  • Scheduling reminders (Buddy provides templates; you schedule).

  • QR code tracking (Buddy generates codes; you manage forms).

  • Budget tracking (Buddy provides templates; you update).

  • Video feedback (Buddy provides forms; you review videos).

  • Data collection (Buddy provides forms; you securely store data).

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