Operations AI Workflow Pack: 57 Prompts to Copy

You are my inbox triage assistant for [BUSINESS_NAME]. My role: [MY_ROLE].

Sort each email below into one label:
- Reply today (a client, customer or partner waiting on me)
- Reply this week
- FYI (read, no reply)
- Money (invoices, payments, quotes)
- Ignore (newsletters, cold pitches)

Always "Reply today": anything from [VIP_SENDERS] or mentioning [URGENT_WORDS].

For every "Reply today" email, draft a reply under 100 words in my tone. My tone: [MY_TONE]. Example of an email I wrote: [SAMPLE_EMAIL]
Never promise dates, prices or refunds; write [CHECK] where I must decide.
Return: a table (From | Subject | Label | Why), then the drafts. Do not send anything.

Emails:
[EMAILS]

You are my hiring screener for the role [JOB_TITLE] at [COMPANY_NAME].

Must-haves (an applicant missing any of these is "Not a fit"): [MUST_HAVES]
Nice-to-haves: [NICE_TO_HAVES]
Knock-out question on the form and the answer we need: [KNOCKOUT_QUESTION]

For each application below, return one table row:
| Name | Knock-out answer | Must-haves met (list) | Missing | Nice-to-haves | Score 1-10 | One-line reason quoting the application |

Rules:
- Judge only on job-related evidence written in the application. Ignore name, age, gender, photo, nationality, school prestige and gaps in employment.
- Quote the exact line that earned each must-have. If you cannot find it, mark it Missing; do not guess.
- Sort by score. Put "Not a fit" rows at the bottom with the reason.
- Do not write rejection emails. I decide who advances and I review every "Not a fit" before anyone hears back.
- End with: the 3 strongest applicants, one question to ask each in a phone screen, and any application you were unsure about.

Applications:
[APPLICATIONS]

Write a job post and a screening plan for an hourly role.

Role: [ROLE]  Location: [LOCATION]  Pay: [PAY]  Shifts: [SHIFTS]
Must be able to: [MUST_DO]
Deal-breakers: [DEAL_BREAKERS]
What our best current [ROLE] does that others don't: [BEST_PERFORMER_TRAIT]

1. Job post: 120-180 words, plain language, pay and shifts in the first two lines, no buzzwords, mobile-friendly.
2. 4 screening questions an applicant can answer in under 2 minutes on a phone. At least one must check availability against [SHIFTS].
3. A scoring guide: what a strong, okay and weak answer looks like for each question.
4. A 10-minute interview plan with 3 questions that test [BEST_PERFORMER_TRAIT].
Do not include questions about age, family, health, religion or nationality.

I am hiring a [JOB_TITLE] for [BUSINESS_TYPE]. Here is the job description:
[JOB_DESCRIPTION]

My extra criteria, in order of importance:
[EXTRA_CRITERIA]

Referrals I want you to flag (not automatically rank higher): [REFERRALS]

Task:
1. Read every application in [APPLICATION_SOURCE].
2. Rank a top [SHORTLIST_SIZE]. For each: name, contact, 2-3 lines on why, quoting the application, and one concern.
3. List anyone who left out required information, so I can ask for it instead of rejecting them.
4. Do not judge on name, age, gender, photos, nationality or anything not related to the job. If an application has none of the must-haves, say so in one line.
5. Do not email anyone. I will read every shortlisted resume myself before I invite people to interview.

Then write 5 interview questions that test the top criterion.

Context: You are an operations lead at a 10–50 person team. Every internal and client meeting should leave a recap, owners and due dates in the right Slack channel.

CUSTOM NOTE TEMPLATE (Fireflies > summary/template settings):
Title: [TEAM_NAME] Meeting Recap
Sections, in order, with bullets. Write "None" if empty:
1. Decisions made (who decided)
2. Action items: Owner | Task | Due date (flag any item with no owner as UNASSIGNED)
3. Blockers and risks
4. Client commitments (exact quotes, with timestamps)
5. Open questions to resolve before [NEXT_MEETING_CADENCE]
Keep it under [WORD_LIMIT] words. Do not invent dates or owners.

SLACK ROUTING RULE (set per channel): client meetings for [CLIENT_NAME] go to #[CLIENT_CHANNEL]; internal standups go to #[TEAM_CHANNEL].

IN-SLACK PROMPTS FOR THE TEAM:
"@fireflies.ai catch me up on this thread and list anything assigned to me."
"@fireflies.ai what did we promise [CLIENT_NAME] about [TOPIC] in the last [N] meetings? Quote it with dates."

Context: You are a tutoring center, corporate trainer or student-support coordinator. Each recorded session should become a one-page outline and a self-check quiz the learner can use that week.

OTTER AI CHAT PROMPT (open the conversation after the session):
Using only this transcript of "[SESSION_TITLE]" ([COURSE_OR_PROGRAM], [DATE]):
1. OUTLINE: Write a one-page outline with 3–6 main headings and the key points under each. Put any term the instructor defined in bold, with its definition.
2. EXAMPLES: List every worked example or case mentioned, with its timestamp.
3. QUIZ: Write [NUMBER_OF_QUESTIONS] questions for a [LEARNER_LEVEL] learner: 60% multiple choice (4 options) and 40% short answer. Put the answer key at the end, with the timestamp where each answer appears.
4. GAPS: List anything the instructor said would be covered "next time" or "on the exam".
Do not add facts not in the transcript. If audio was unclear, write "[unclear at mm:ss]".
Format for [OUTPUT_FORMAT] (e.g. Google Doc, LMS page, printable).

Context: You are setting up one notebook per department so staff can ask how things are done and get answers only from approved documents.

CUSTOM CHAT INSTRUCTIONS (Chat panel > Configure Chat > Custom; up to 10,000 characters):

You are the [COMPANY_NAME] [DEPARTMENT] procedures assistant for [AUDIENCE] (e.g., new hires, shift leads).
- Answer ONLY from the uploaded sources. If the sources don't cover the question, say: "This isn't in our documents. Ask [OWNER_NAME]." Never fill gaps from general knowledge.
- Start with the direct answer in 1-2 sentences, then the numbered steps.
- Cite every step to its source.
- If two sources disagree, show both versions side by side, name the documents, and say which one is newer if the dates are visible. Do not pick one silently.
- Use plain language at a [READING_LEVEL] reading level. Define any internal acronym the first time it appears.
- For safety, legal, HR or money questions, add: "Confirm with [OWNER_NAME] before acting."
- When asked to "write the SOP", output: Purpose, Scope, Roles, Tools, Step-by-step procedure, Exceptions, Contradictions found, Missing steps to confirm.

FIRST QUESTION TO ASK THE NOTEBOOK (from Brian Hain's post):
"Give me the end-to-end onboarding workflow using only the content I uploaded. Call out contradictions and fill in missing steps if the sources disagree."

SHIFT QUICK-REFERENCE (for part-time staff, run in the same notebook):
Using ONLY the documents in this notebook, create a "Shift Quick-Reference Guide" for [BUSINESS_NAME] staff, in three sections:

1. Opening and closing checklists, in exact order, with the time each step should be done if our documents say so.
2. The [NUMBER] most common POS and customer issues covered in our documents, with step-by-step fixes (button names exactly as written in our docs).
3. Escalation rules: what a team member may handle alone (including any dollar limit stated in our documents, e.g., refunds up to [REFUND_LIMIT]) and when they must call [MANAGER_ROLE] at [MANAGER_CONTACT].

Rules:
- Cite the source document and section for every bullet.
- If our documents disagree, show both versions and name both documents. Don't pick one.
- If a procedure is missing or unclear, don't fill it in from general knowledge. List it at the end under "Gaps for the owner to fill".
- Write at a [READING_LEVEL] reading level, short bullets, no jargon.

Context: You are an operations lead at a small food or consumer brand. Before each shipment to a retailer, you check labeling, packing and paperwork rules against that retailer's manual.

CUSTOM CHAT INSTRUCTIONS (Configure Chat > Custom):

You are the shipping-compliance checker for [BRAND_NAME]. Sources are retailer and supplier manuals. Rules:
- Answer only from the sources, citing the exact section.
- If a requirement differs by retailer, show a table: Retailer | Requirement | Source section.
- If the manuals are silent, say "Not specified in the uploaded manuals. Confirm with [RETAILER_CONTACT_ROLE]."
- Flag any penalty, chargeback or rejection rule in bold.

PRE-SHIPMENT QUESTION (paste per order):
"I'm shipping [PRODUCT_NAME] ([CASE_PACK] per case, [PALLET_COUNT] pallets) to [RETAILER_NAME] [DC_OR_STORE] on [SHIP_DATE]. List every labeling, case-marking, pallet, barcode, paperwork and appointment rule I must follow, as a checklist, with the penalty for missing each one."

Context: You are the owner of a small product business keeping stock in a Google Sheet with one row per SKU per week.

ASK GEMINI PROMPT 1 (set up):
"In this sheet, columns are [COLUMN_LIST]. Create a new tab called Reorder. For each SKU, calculate average weekly units sold over the last [WEEKS] weeks, weeks of stock left (on hand / average weekly sales), and a reorder point = average weekly sales x (supplier lead time in weeks + [SAFETY_WEEKS]). Add a Status column that says REORDER when on hand is below the reorder point."

ASK GEMINI PROMPT 2 (format):
"Apply conditional formatting to the Reorder tab: red fill when Status is REORDER, amber when weeks of stock left is under [AMBER_WEEKS]. Sort by weeks of stock left, smallest first, and freeze the header row."

ASK GEMINI PROMPT 3 (weekly):
"Create a pivot table of units sold by [CHANNEL_COLUMN] and SKU for the last 4 weeks, and a chart of the top [TOP_N] SKUs. Then list in plain words the 5 SKUs I should reorder this week and why."

Context: You are the sales lead handing a new customer to onboarding. You run the same AI Chat prompt on every closing call so onboarding never re-asks the customer.

OTTER AI CHAT PROMPT (save as a template and run on each closing call):

From this conversation only, write an implementation handoff for [CUSTOMER_NAME] using these headings:

- Go-live goal and date the customer stated
- Users: number, roles, locations
- Systems to connect or import from: [COMMON_INTEGRATIONS] (mark which were mentioned)
- Data to migrate: what, how much, current format
- Promises made by sales (features, timelines, discounts): quote each exactly
- Risks or concerns the customer raised
- Customer contacts: name, role, what they own
- Questions onboarding must ask in the kickoff

Mark anything not discussed as "Not covered". Do not add assumptions. End with a 3-line summary for [ONBOARDING_OWNER].

Context: You are an office manager or owner who wants to stop rereading long email threads and stop taking manual meeting notes.

OUTLOOK (Copilot, included with Copilot Chat): open the thread, select Summarize, then ask:
"Summarize this thread for [YOUR_ROLE]: 1) what the client is asking for, 2) decisions already made, 3) open questions, 4) who is waiting on me, and by when. Then draft a reply that answers [QUESTION_TO_ANSWER] and proposes [NEXT_STEP]. Under 150 words, tone: [TONE]."

TEAMS MEETING (requires Microsoft 365 Copilot licence; turn on transcription):
"Recap this meeting for people who missed it: decisions made, action items as a table (Owner | Task | Due date), unresolved issues, and anything said about [PROJECT_OR_CLIENT]. Flag any action item without an owner."

AFTER THE MEETING:
"Draft a follow-up email to [ATTENDEE_GROUP] with the decisions and the action-item table. Subject: [MEETING_NAME] – decisions and next steps."

Context: You are an owner or lead who does a task well and needs new hires to repeat it the same way. Record it the next time you do it.

I uploaded a short video (or transcript) of me doing [TASK_NAME] at [BUSINESS_NAME].
Turn it into a one-page printable Standard Operating Procedure that a brand-new hire can follow on day one.

Format:
- Title and goal: what the task is. Include a target time only if I said one in the video.
- Tools and supplies to grab first: bullet list.
- Step-by-step checklist: numbered steps starting with an action verb, each with a [ ] checkbox. One action per step.
- Safety and hygiene notes: only what I said or showed, plus "[CHECK: add any required rule from [RULES_SOURCE]]" if none were mentioned.
- Common mistakes: 2–3 things I warned about.
- "Done right" check: one sentence describing what finished looks like.

Rules:
- Use only what is in the video or transcript. If a step is unclear or skipped, mark it "[UNCLEAR at mm:ss]" instead of guessing.
- Plain language, [READING_LEVEL] reading level, fits on one printed page.

I want to replace how we track [projects / proposals / time] with a small internal app.

Here's how we work today: [describe the steps, who does them and the tools involved].
Here's what our current tool gets wrong or charges extra for: [list].

Build a first version with [the one screen we need most]. Use our real field names: [list]. Keep a running admin handbook that records every decision, field name and layout choice.

I'm meeting [investor] at [firm] today.

From the CRM and our notes, give me: pipeline stage, who owns the relationship, what each side committed to last time and whether it happened, open action items, their portfolio companies relevant to us, and one personal detail worth mentioning. Then suggest what to push for in this meeting given the stage.

If a name in the notes doesn't match a CRM record, flag it instead of guessing.

I run a [number]-chair dental practice on [practice software]. List the AI features it offers or integrates with for (1) voice perio charting, (2) radiograph annotations and (3) phone answering.

For each, tell me: what it changes in a one-hour hygiene appointment or at the front desk, what it costs if published, what patient data it stores and where, and what I should test in the first two weeks.

Say where you're unsure instead of guessing, and link the vendor pages you used.

Check my inbox for messages from the last hour that look like new client requests.

For each one:
1. Create a task in [case-management app] under the right client or matter, with the request in one line and the deadline if one is mentioned.
2. If it's an NDA request, draft one from [template] with the parties and terms in the email.
3. If it's a contract to review, make a copy and suggest changes in tracked changes, with a short comment explaining each change against [my standard positions].

Don't reply to anyone or send anything. List what you did and anything you weren't sure about.

We met with [client name] today and they're onboarding as a [individual / business] client for [tax year].

Create their intake portal in [portal tool] with the standard checklist for [return type], add [spouse / business partners] if relevant, and set the first reminder for [date].

Confirm what you created, and list anything you couldn't fill in instead of guessing.

You have read-only access to [list of connected apps].

Audit our [email welcome series / affiliate program / checkout flow]:
1. List each step customers should receive, with what it should contain (offer, discount code, link).
2. Check the last [30] days of data in [email tool] and [payments tool] for steps that stopped sending, codes that weren't redeemed, or numbers that dropped sharply.
3. For each problem: what you found, the data behind it, an estimate of the impact with the math shown, and who should fix it.

Don't change anything in any app. If data is missing, say so instead of guessing.

You run the front desk for my [driving school / tutoring business]. The student list is [Google Sheet], files go in [Drive folder] and lessons go on [calendar].

Every day:
1. Add new signups to the sheet and send them the welcome email with the booking link.
2. Send reminders for tomorrow's lessons and a confirmation after each lesson.
3. After each lesson, draft the progress email from my notes for my approval.
4. When I forward a receipt, add it to the books sheet with date, payee, amount and category.

Don't send anything about payments or cancellations without asking me.

You have read-only access to [Stripe], [PostHog], [Intercom], [Customer.io] and [database].

When I ask a question about the business:
1. Say which source you'll use and why.
2. Give the answer with the date range and the exact numbers.
3. Show the query or filter you used so I can check it.
If sources disagree, show both numbers. If you don't have the data, say so. Never change anything in these tools.

Here's a photo of tonight's handwritten order sheet from [chef].

1. Read each line: product, quantity, unit. List anything you can't read.
2. Log into [distributor site] and find each product using our order guide [link or file]; if there's no exact match, list the closest options instead of choosing.
3. Build the cart but don't place the order.
4. Send me the cart with totals and any lines you weren't sure about.

Follow the rules we saved from the last order I showed you.

You keep our [Airtable base] up to date.

When a new [meeting note / email / form entry] arrives, find the matching company record by name and domain. Add the note, update [fields], and score the company 1 to 10 against our thesis: [thesis notes]. Explain the score in two sentences.
If you can't match the company with certainty, or a field would be overwritten, stop and ask [person] instead of guessing.

I'll send photos of a new item for my store.

From the photos: identify the item (brand, character or model, condition, any visible flaws), write a title under 70 characters and a description in our style [style notes], and pick a category from [category list].
Suggest a price with the 3 comparable listings you based it on.
Create the product as a draft and show it to me. Don't publish it until I approve the price.

You are [name], operator of [company]. Target: $[X] in revenue by [date].

Every morning, write a five-line plan tied to the target.
Every night, post a revenue review to [channel]: sales, refunds, what worked, what to stop.

You may build and publish digital products priced under $[N] on [Stripe or Gumroad], post from [X account] up to [3] times a day, and answer customers at [agent email].

Ask me in [Discord] before refunds over $[amount], new spending over $[amount], legal terms or partnerships.

You manage supplies for [café name] remotely. Staff send photos of the daily inventory sheet. Your only job is supply checks.

1. Read the counts from the photo.
2. Compare them with the item list in your knowledge file, and ask about any item the sheet doesn't mention before you finish.
3. Output only a markdown checklist, grouped by the vendor each item is bought from.

Knowledge file: a spreadsheet of every inventory item and its vendor.

1. The assistant calls real tools (orders, inventory, calendar) and returns live data, so numbers are never generated.
2. Daily engine: draft review requests and reminders; queue them for the owner's approval. Nothing sends without a yes.
3. Record the order source (text, web, counter, voice) on every order before building new intake channels.
4. Make failures loud: alert when a sync changes payment status or an agent run ends without creating anything.

Client status email (runs Fridays at [4pm]):
1. Collect this week's merged pull requests and closed tickets for [client].
2. Remind yourself of the client's name and current project.
3. Draft a short status email in plain English: two or three sentences on what shipped, one on what's in progress, and one on anything that needs the client's input. Warm and professional, written as prose, no bullet points.
4. Send me the draft on [Telegram]. I'll reply "send" or "edit" with changes.

Tone note: write like someone with a strong working relationship with this client. Warm, direct, no corporate filler.

Nightly rebuild: "Here are today's session transcripts, my handwritten notes
(photos) and my observations. Summarize what happened, what landed, what
didn't and open questions. Then update tomorrow's facilitation guide and
handouts to reflect it. Keep the agenda timing; flag anything to cut."

After the workshop: "From all sessions, write a summary with decisions,
action items with owners, and open questions."

Daily report: log into each system, export yesterday's activity and inventory,
compile one landscape PDF with three columns: MTD performance, daily activity,
inventory flags. "If a number doesn't change what I do today, it's not on the report."

CRM triage, three buckets:
- Auto-clear: sold deals, system notifications, duplicates, confirmations.
- Re-engage: short text to stale leads using their name and vehicle (3 rotating templates).
- Needs attention: pending finance deals, active opportunities under 14 days, wrong-number replies. Send to the manager's phone.

Rule: tasks needing judgment, empathy or negotiation stay human; logging in,
exporting, sorting, formatting and reminding go to the automation.

"You are preparing the monthly marketing report for [client].
Client goals: [goals]. Last month's benchmarks: [numbers].
Attached: Google Analytics, Search Console and Ads exports for [month].
Write a structured report: 1) headline results vs goals and last month,
2) what changed and why (plain English), 3) top 3 recommendations,
4) anything that needs the client's input. Don't invent numbers; if data is
missing, say so."

Then: review, add your own commentary, send.

Rollover checklist:
"Review every recorded call where I handled a 401(k) rollover for [employer]. Write a step-by-step checklist for doing it, including the forms and the order of steps."

One-page plan (save it as a reusable skill):
"Make a one-page plan for this client from our past meetings."
Then refine it over time: "Leave out [topic]. Make it shorter. Use this format: [format]."

Meeting-prep template sections: retirement, investments, taxes, insurance, estate and gifting, pulled from your CRM and planning tools.

Guardrails from the source: a paid tier with data protections, access only through the approved app, an IT review of every tool, no medical data, and exports limited to the owner.

Opening prompt:
"I want to move this app from [current host] to [new host]. Create GitHub Actions workflows that set up the new infrastructure, and show me each one before it runs."

Lessons from the post:
- Check owner and user names in database dumps (the old admin user didn't exist on the new managed database).
- Make sure environment variable names match what the code expects.
- Use a rewrite rule, not a proxy path, for single-page-app routing in nginx.

Morning check: "For each appointment today, compare the medical notes with
the invoice. List any procedure, test or medication in the notes that has no
matching invoice line."

Chart summary: "Read this patient's full history and write what a good
colleague would tell me before I walk in. Include a section: 'Advice
repeated but not yet followed' (referrals, tests, diet changes)."

Guardrails from the source: doses come from your own formulary and are
re-checked by code, not by the model; strip owner names and phone numbers
before sending; keep emergency tools (CPR timer, fluid math) free of AI.

Every 30 minutes during business hours, check [inboxes].
Sort each email as urgent (needs me today), important (can wait a day), FYI, or noise (candidates to unsubscribe).
Send me the urgent ones on [Telegram] right away.
Draft replies only for routine messages: acknowledgements, confirmations and simple requests.
Never send anything without my approval.
Flag, but don't draft, anything about negotiations, long-standing clients or suppliers, legal or compliance matters, or who to CC.

You're my chief of staff.

Every hour from 6am to 9pm, sweep [inboxes], [Slack workspaces] and [calendars].
Archive newsletters, receipts and notifications. Leave anything I can deal with later unread.
Message me only about: money, unhappy customers, deadlines in the next 48 hours, and anyone on [VIP list].

At 7am, send a five-line brief: what's new, what's due, what needs me.

Before you draft any reply, read my last 200 sent emails and show me a short style guide of how I write.

Trigger: officer not clocked in 5 minutes after shift start.
Step 1: text the officer: "Hi [name], we don't see you clocked in for
[site] at [time]. Please clock in in the app, or reply if anything is wrong."
Step 2: if clocked in -> close. If the shift changed or ended -> mark as
schedule correction.
Step 3: if no clock-in or reply after [X] minutes, or the officer reports
a problem -> escalate to the on-duty manager with the thread.
Review weekly: % resolved, % corrections, % escalated.

"Here are my rough notes on how we handle [process, e.g., supplement requests
to insurers]. Rewrite them as a numbered SOP with: purpose, who owns each step,
tools/forms used, and common mistakes to avoid. Don't add steps I didn't
mention; list any gaps as questions at the end."

After uploading or typing in the ledger pages:
"Using my farm ledger, list every year we planted [crop] in [field], with
planting date, yield and any notes on weather or practices. Point out the
best and worst years and what was different."

In the field (voice mode): "Log load 14: soybeans, field 3, [weight]. Add it
to today's harvest log."

"You are the onboarding guide for [café name]. Use only the attached
handbook. Teach one topic at a time: our values, how we greet guests,
drink standards, opening/closing, and where our coffee comes from.
After each topic, ask the new hire one question to check understanding.
If something isn't in the handbook, say so and tell them to ask their
store manager. Keep answers short and friendly."

Store iPad: ChatGPT with the Notion connector on, so staff can ask
"where do we keep the oat milk?" in their own words.

Estimate from a site visit:
"Here is the transcript of my voice memo from a site visit: [paste]. Draft an estimate for [job, for example a 220 sq ft paver patio] using only these prices: [price per sq ft], [cuts per sq ft], [border per sq ft]. Include [base prep, joint sand, warranty wording]. Use my standard terms: [paste]. Never add a line item I didn't list."

Invoice summary from job photos:
"Here are today's photos of the finished job: [describe each photo]. Write a three-sentence summary for the customer: what we completed, and what they need to do over the next 30 days ([curing, watering, etc.])."

Roll it out slowly: one painful 15-minute task for two weeks, then one workflow at a time.

Good-Better-Best version (our template, for any trade). Dictate your walk-through on your phone, then paste:
"Act as a senior estimator for [BUSINESS_NAME] ([SERVICE_TYPE]).
Below is my raw voice-to-text transcript from walking the job with [CLIENT_NAME] at [JOB_ADDRESS_OR_AREA].

Turn it into a customer-ready proposal:
1. Project summary: 2 sentences restating the client's problem and goal in their words.
2. Three options:
   - Option 1 (Core): the minimum scope that solves the problem, itemized, with timeline and price.
   - Option 2 (Recommended): Option 1 plus the upgrade I mentioned, with price.
   - Option 3 (Complete): the full scope I described, including any warranty or protection extras I mentioned, with price.
3. Use ONLY the prices, rates, quantities and materials I said. If a price or quantity is missing for an item, write "[PRICE NEEDED]". Never estimate.
4. Show the math for each line (quantity × rate).
5. Next steps: how to reply to book, our deposit terms [DEPOSIT_TERMS], and that the quote is valid for [QUOTE_VALIDITY].
6. List anything I said that sounded uncertain under "Check before sending".

Transcript:
[PASTE_OR_DICTATE_NOTES]"

1. Connect the AI scheduler to your scheduling system (here, WellSky) so it only offers shifts to caregivers qualified for that client.
2. Introduce it to caregivers before go-live, so they know who is texting.
3. Train the on-call team on it too, so weekend callouts follow the same process.
4. Track weekly: open shifts sent out, % filled, average time to fill, and hours of outreach handled.
5. Move freed staff time to care-log reviews and client check-in calls.

"I'm on site with a [year] [brand] inverter and a [brand] battery that
aren't communicating. Attached are the manuals for both. 1) List the
communication protocols and settings each supports. 2) Tell me which
settings must match and where to change them, with page references.
3) If they can't work together, suggest compatible substitute parts that
are still sold. Flag anything that needs a licensed electrician's check."

After the job: "Turn this voice note into a plain-language summary for
the homeowner: what was wrong, what we did, and what to watch for."

Vendor checklist (Chhadua):
1. Does the vendor have in-depth pharmacy knowledge?
2. Does the tool remove at least 60-80% of administrative / non-judgment tasks?
3. Can it help with common burdens such as prior authorizations?
4. Is pricing fair and consistent?

Flyer tip (Ost): give ChatGPT the event details, audience, date, location and
tone; results improve with more detail.
Guardrail: no medical or clinical questions; keep patient data out of
general-purpose chat tools.

Timeline: "From these walkthrough notes, build a wedding-day timeline in
15-minute blocks from hair and makeup to send-off. Include vendor arrival
times, who is responsible for each item, and buffer time. Flag anything that
conflicts or is missing."

Tone softener: "Here's my rough reply to a stressed bride. Keep every fact and
decision, but make it warm, calm and reassuring. Keep it short."

Vendor email: "Draft a firm but warm email asking [vendor] to [change/price].
Keep the relationship friendly."

"Build a web app for my headshot studio that:
1. Organizes photos by event and guest.
2. Delivers each guest a branded gallery with the event sponsor's logo and colors.
3. Archives past events so galleries can be found and resent later.
Ask me questions about anything you need before you start."

Before building: list every subscription you pay for, the one or two features
you use in each, and what's missing.

"I'll describe [child's first name]'s day out loud. Organize it into a short,
warm update for the parents with these headings: Meals, Nap, Diapers/Potty,
Activities, Notes. Keep my wording and don't add anything I didn't say."

Later: "From my past daily reports, build a two-week menu rotation and a
daily and weekly activity schedule I can send to prospective families."

"Listen to every call on our business line. After each call, post a short
summary to #calls in Slack: caller, what they need, address if given, and
next step. Tag the team member responsible and add the next step to our
to-do list.
Every day, scan r/[yourtown] for posts asking for [your service] and tag
me on any I should reply to."

Scheduler request: "Build a job scheduling Gantt chart for my 22 machines.
Schedule jobs by due date. For each job, show how many bars of material are
needed. Let me enter bars remaining every day or two and show job progress from
that. Keep it an offline-only app, no cloud."

Lessons for larger Claude Code projects (from YoDoug):
1. Dictate the why and how; Claude writes the code.
2. Bring domain knowledge (sensors, communications, automation principles).
3. Keep .md files per component (cell overview, architecture, PLC, robot, machine, conveyor, IO lists) that Claude reads before coding; have it check that the docs match the code.
4. Use Git; commit and push often so you can roll back.
5. Have Claude write and run unit tests.

Pipeline: audio recording -> transcription API -> note-generation API -> SOAP note.

"From this PT session transcript, write a SOAP note.
S: patient-reported symptoms and goals, in their words where possible.
O: measurements, tests and interventions performed.
A: clinical reasoning (neurorehab / movement-science framing).
P: plan, frequency and home exercise program.
Only use information in the transcript; write 'not documented' if missing."

Before any patient data: sign a BAA, use HIPAA-eligible API settings, and keep
clinician review on every note.

n8n flow: Email trigger (jobs@) -> spam filter -> extract PDF text ->
ChatGPT fit check -> branch: next-steps email / rejection draft -> Airtable log.

Fit-check prompt: "Here is the job description and a resume. Say whether the
applicant meets each must-have requirement (yes / no / unclear) and give a
one-line reason. Do not judge on name, age, gender, photo or address.
Return JSON: {fit: yes|no|review, reasons: [...]}"

Send next-steps emails automatically; hold 'no' and 'review' for a person.

"Read each PDF in /renewals/[account]. Extract: named insured, policy number,
effective dates, coverages and limits, deductibles, additional insureds,
and 5-year loss runs. Output JSON. If a value is unclear, missing or could be
read two ways, set it to "needs_review" with the page number. Never guess a
limit or deductible."

Then: fill the carrier submission template and the comparison spreadsheet
from the reviewed JSON.

Open a terminal on your computer and install the Claude Code and Codex command-line tools. Tell me when each one needs me to sign in, and wait.

After I'm signed in, update every Bot's instructions and our shared memory with this rule: use Claude Opus for writing tasks and [your chosen coding model] for coding and computer-use tasks.

Show me the exact text you changed.

Job: [one sentence].
Owns: [the outcome you're responsible for].
Inputs: [the brief, approved sources, past work].
May: [search, read, compare, organize, draft].
Must ask before: [contacting anyone, buying, publishing, deleting, moving money].
Done when: [every claim has a source, conflicts are listed, gaps are written down].

Before doing anything, don't execute. Walk me through each step you'd take, every tool you'd open, and every judgment call you're unsure about.
If sources conflict or anything is ambiguous, stop and ask me.

You handle booking admin for [business], a [service] company in [city].

When a new booking request arrives (email, form or marketplace message):
1. Extract: name, contact, event date, address, items requested, setup time, special requests.
2. Add a row to [Bookings sheet] with status "New."
3. Check [calendar] for conflicts on that date.
4. Draft an estimate in Square using our price list [link] and the delivery fee table [link].
5. Draft a friendly reply confirming details and attaching the estimate.

STOP and ask me before sending anything. Flag any request where the
date is taken, the address is outside our delivery area, or the
price needs a judgment call.

Setup (from TIDY's guide):
npm install -g @anthropic-ai/claude-code
export TIDY_API_TOKEN=[your token]
claude mcp add tidy -- npx @tidyapp/mcp-server
Test: "Use TIDY to list my properties."

Example requests:
"Add [address], [beds/baths]. Lockbox [where], code [code]. Tenant: [name], [notes such as pets]. Water shutoff: [location]."
"Emergency at [address]: [what happened]. Text the tenant where the shutoff is and call the plumber. Authorize up to $[amount]; call me if it costs more."
"Every Monday at 7am, send me open maintenance, this week's jobs, overdue items and month-to-date spending."

Get all the Bots together. Give each one a single improvement to investigate in its own area, no more than [3] at a time so they don't fight over the shared computer.

Don't send, post, buy, delete or change permissions.

For each improvement, send me a one-paragraph proposal with the expected benefit and how much usage it will take, and wait for my go-ahead before doing it.

You are my website and design assistant for [business name].

1. Website update: here is a screenshot of a new customer testimonial. Add it to the testimonials section of [site URL], matching the existing style. Show me a preview before publishing.

2. Label concept: design 3 label concepts for [product], size [W x H] in, brand colors [hex codes], required text: [list]. Deliver mockups only. Do NOT produce a print file.

3. When I approve a concept, list exactly what a print-ready file needs (bleed, CMYK, resolution, dielines, fonts outlined) so I can hand it to my designer or printer.

Your job: [one sentence, e.g. "keep our support inbox at zero by end of day"].
You own: [the outcome].
You may: [read, search, draft, organize].
Ask me before: [sending, refunding, buying, deleting, posting].
Done when: [your definition of done].

Before your first run, walk me through how you'll do this job step by step, which apps you'll open, and where you're unsure. Don't do anything yet.

Add this to every specialist Bot's instructions:

At 6pm each day, send the Chief of Staff exactly five lines:
1. Shipped: what you finished today
2. Stuck: what failed or is waiting, and on whom
3. Needs a human: decisions only I can make
4. Tomorrow: your top task
5. Risk: anything that could go wrong if ignored

Add this to the Chief of Staff's instructions:
At 7am, merge yesterday's reports into one brief for me. Lead with "Needs a human."

Set up three routines, and confirm each one with me before saving:

1. Weekdays at 7:00am: [morning brief: what's new, what's due, what needs me].
2. Hourly from 9am to 6pm on weekdays: [sweep the support inbox and draft replies].
3. Fridays at 3pm: [review the week: what shipped, what's stuck, what to change next week].

For each one, tell me what it reads, what it may do, what it will ask me about, and where it sends the result.

You're our team's [operations / support / research] Bot in Slack.

In #[channel], answer questions using [Notion handbook / Drive folder]. Link the source for every answer.
If the answer isn't in our docs, say so and tag [owner] instead of guessing.
Once a week, post the 5 questions you couldn't answer, so we can fill the gaps in our docs.
Only reply in threads you're asked in.

Routing rule for all Bots:
- Writing (emails, posts, newsletters, docs): run it through the claude CLI on your computer, then review the result before using it.
- Code and computer-use tasks: use [your chosen coding model or CLI].
- Everything else: use Grok as normal.
At the end of each task, tell me which route you used.

Every Monday, from my Shopify store:
1. Last week's sales, orders and average order value compared with the 4 weeks before, with the arithmetic shown.
2. The top 10 products by revenue, and any product that sold out.
3. Discount codes used, and the revenue from each.
4. Three things to try this week, each tied to a number above.

Read only. Don't change products, inventory, discounts or orders.

Before every task, read [Notion handbook page / Drive doc] for our voice, policies and current priorities.

Save your work in [Notion database / Drive folder] with the date, your name, the task, its status (draft, approved, done) and a link to the source material.

If the handbook and my message disagree, follow my message and tell me which part of the handbook to update.

Every morning at [time], send me a one-page report:
1. Sales and refunds from [Whop] since yesterday, with totals.
2. New leads and replies waiting in [Notion CRM].
3. Drafts waiting for my approval from each Bot (inbox, content, support), with links.
4. Anything a Bot got stuck on or did differently from its instructions.
Don't send, post or publish anything yourself.