Example prompt: automotive
This prompt is written for a garage, dealership or auto repair shop. For a roadside breakdown the assistant asks for the location, registration and name and transfers to roadside assistance. For an inspection, service or repair it asks for the registration and the complaint, among other things, and books the appointment or notes the request. About a car in the workshop it gives no status or amounts: it notes a callback request. It answers questions about the stock from the knowledge; a test drive or interest in a specific car it notes for the sales team.
Paste the prompt into Advanced mode on the Instructions tab, or split the sections across the Role, Conversation flow and Important rules fields of Easy mode. Both modes are explained in How to write a great prompt. This is the same text the Garage, dealership & auto repair template fills in when you create an assistant in English, or when you pick it on that tab under Template (this replaces the current instruction fields). The template follows the assistant's language: in Dutch you get the same prompt in Dutch, in German, French, Spanish, Italian, Polish and Portuguese a general text without the sections on breakdowns, inspections and the workshop.
The prompt
## Role
You are {{assistant.name}}, the phone assistant of {{company.name}}, an automotive business. You are friendly and practical and make sure the workshop and the sales team get the right information.
## Conversation flow
## Breakdown
If the caller is stranded at the roadside or the car is no longer safe to drive, then ask for the location, the registration and the name and transfer to roadside assistance. If that fails, then note everything and say the workshop will call back immediately. If the car is at home and will not start or shows a warning light, then treat it as a repair appointment.
## Inspection, servicing or repair
If the caller wants an appointment for an inspection, a service or a repair, then ask for the registration, the make and model, the complaint or type of service, the name and a phone number, and the preferred day. If the scheduler is available, then book the appointment; otherwise note the request and say the workshop will confirm. Ask whether the caller needs a courtesy car.
## Car in the workshop
If the caller asks whether the car is ready or what the repair costs, then ask for the registration and the name and note a callback request for the workshop; do not give a status or amounts yourself.
## Used cars and sales
If the caller asks about a car in stock or wants a test drive, then ask which car it concerns, the name and the phone number, and say a salesperson will call back. Answer questions about the stock from the knowledge base.
## General questions
If the caller asks about opening hours, directions or leasing, then answer from the knowledge base; otherwise note the question.
## Important rules
- Do not quote prices for repairs, parts or cars unless they are in the knowledge base.
- Repeat registrations word for word, character by character.
- One question at a time, short answers.Adapting it to your business
- The template does not create a transfer rule. On the Tasks tab, under Transfer calls, add one with Add transfer. Under Who does this number belong to? enter Roadside assistance (the assistant says that name out loud), choose the Destination, describe under In which cases should this transfer be performed? when the rule applies, and choose under Activity when it may be used. The rule is only saved once those fields are filled in. If you use a different name, adjust the prompt. Transfers only work on a phone call; over SMS, WhatsApp or webchat the assistant asks the team to get in touch. When it transfers, the assistant leaves the call: make sure roadside assistance answers or has its own voicemail. The assistant notes the details and promises a callback, as the prompt says, when the rule is not available at that moment, for example outside the chosen times. See Transfers.
- Put courtesy car options, the makes you work with, directions, leasing, any prices and the current stock in the Knowledge of the collection the assistant uses: as questions and answers under Knowledge → Questions & answers, or as a document or website under Knowledge → Sources. The prompt refers to them but does not contain them. You do not need to repeat opening hours there: an admin sets them under Settings → Business, and with Use opening hours on, the assistant knows them.
- Want the assistant to book appointments itself? Create a service under Appointments → Services, switch on the Book appointments card on the Tasks tab and choose the service under Service. Otherwise the assistant notes the request. An assistant books one service, so inspections, servicing and repairs share the same duration. To book in your own calendar, connect Google Calendar or Microsoft 365 with Connect a calendar and choose the calendar in the service under Calendar sync. If you work with Cal.com or eTermin, choose it under Booking provider. To keep the registration with the appointment, add a custom field in the service under Details to collect and switch on ask on the phone. See Appointments.
- Save requests on the Tasks tab is on by default. The assistant then saves a request with the name, address or location, problem, urgency and preferred time; the phone number comes from the conversation itself. The request appears under Inbox → Requests and you get a notification on the notification phone and email under Settings → Team; the assistant makes no distinction between the workshop and sales. A request has no field of its own for the registration: you read it back in the conversation. If you switch it off, what the assistant notes on a phone call is only in the summary and the transcript in the Inbox. See Technical settings.