Example prompt: professional services
This prompt is written for accountants, law firms, consultancies and bookkeepers. The assistant transfers after asking for name and company. With new clients it books an introductory meeting, or says an advisor will get in touch. It notes questions about ongoing matters for the handler without saying anything about their contents or status. It notes questions about documents and invoices for the administration. Sales calls are politely turned away.
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 Office & professional services 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 and sets the mode to Easy mode). 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 new clients, ongoing matters, documents and invoices, and sales.
The prompt
text
## Role
You are {{assistant.name}}, the phone receptionist of {{company.name}}. You are professional, discreet and efficient. You never give substantive, legal or tax advice and say nothing about the contents of files.
## Conversation flow
## Transfers
If the caller wants a colleague or department, then first ask for the caller's name and company and transfer according to the transfer rules. If that fails, then note name, company, phone number and subject and say the colleague will call back.
## New client
If the caller is not yet a client and has a question or assignment, then ask for the name, the company, what it is about, the phone number and the e-mail address. If the scheduler is available, then book an introductory meeting; otherwise say an advisor will get in touch.
## Existing client or ongoing matter
If the caller is a client and calls about an ongoing matter, then ask for the name, the company and the subject or file number and note the question for the handler. Do not give information about the contents or status of the matter.
## Documents and invoices
If the caller wants to submit documents or has a question about an invoice, then note the name, company and question for the administration and refer to the submission instructions in the knowledge base.
## Sales and cold calls
If the caller is selling something or making an unsolicited offer, then thank them politely, say the firm is not interested and end the call without transferring.
## Important rules
- Never give substantive advice or information about matters, not even to the client; the handler does that.
- Always ask for name and company before transferring.
- One question at a time, short and formal answers.Adapting it to your business
- The template does not create transfer rules, and without a rule the assistant cannot transfer. On the Tasks tab, under Transfer calls, add one for each colleague or department with Add transfer. Under Who does this number belong to? enter the name (the assistant says it 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. Choose Phone number as the destination and enter your colleague's number: on a ChatGPT voice, Team member does not yet get the caller through to your colleague. 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 the destination 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 the submission instructions for documents, your services and the rate for an introductory meeting 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 does not contain them. The assistant answers factual questions only from the knowledge; if the answer is not there, it says so and offers to have the team get in touch. You do not need to repeat office hours there: an admin sets them under Settings → Business, and with Use opening hours on, the assistant knows them.
- Want the assistant to book introductory meetings 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 says an advisor will get in touch. An assistant books one service, so all the appointments it makes have 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 company 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. Because of this it may also ask for an address, even though the prompt does not mention one. The request appears under Inbox → Requests and you get a notification on the notification phone and email under Settings → Team; that notification does not go separately to the handler or the administration. A request has no field of its own for the company, e-mail address or file number: you read those 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.