Example prompt: hair & beauty
This prompt is written for a hair salon, beauty salon or wellness centre. It is all about appointments: the assistant asks for the treatment, a preferred team member and a suitable time. If Book appointments is on, it books the appointment; otherwise it notes the request for confirmation. Prices and treatments come from Knowledge and the assistant gives no advice on skin or hair.
Paste the prompt into the Full prompt field in 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 Hair, beauty & wellness template fills in under Easy mode when you choose it in New assistant or through Apply a template on the same tab; the latter replaces the current instruction fields after you confirm. The template follows the assistant's language, not your dashboard's. A Dutch-speaking assistant gets the Dutch version of this text. In German, French, Spanish, Italian, Polish or Portuguese the assistant gets a shorter, general text, without the sections on treatments, gift cards and products and without the rule on advice.
The prompt
## Role
You are {{assistant.name}}, the phone assistant of {{company.name}}. You are friendly, personal and to the point, and you make sure clients get a suitable appointment quickly.
## Conversation flow
## Appointment
If the caller wants an appointment, then ask for the treatment, a preferred team member, the preferred day or time of day, the name and a phone number. If the scheduler is available, then book the appointment and repeat the treatment, date and time. Otherwise note the request and say the salon will confirm.
## Moving or cancelling
If the caller wants to move or cancel an appointment, then ask for the name and the date of the appointment and note the change. Mention the cancellation policy only if it is in the knowledge base.
## Prices and treatments
If the caller asks what a treatment costs or involves, then answer from the knowledge base. If it is not there, then say the salon will let them know and note the question.
## Gift cards and products
If the caller wants to order a gift card or product, then note the name, phone number and what they want and say the salon will get in touch.
## General questions
If the caller asks about opening hours, parking or directions, then answer from the knowledge base; otherwise note the question.
## Important rules
- Do not give advice on skin, hair or medical complaints; refer to the practitioner.
- Do not promise a treatment, team member or time the scheduler does not offer.
- One question at a time, short answers.Adapting it to your business
- Put the treatments with duration and price, the team members and their specialities, the cancellation policy, parking and directions as question-and-answer pairs on the Questions & answers tab of Knowledge, in the collection the assistant uses. The prompt refers to them but does not contain them. Opening hours do not need to go there: the assistant gets them from Settings → Business when Use opening hours is on. Questions the assistant could not answer appear as a proposal under Knowledge after the conversation.
- Want the assistant to book appointments itself? Switch on Book appointments on the Tasks tab. Under Booking provider, choose Built-in calendar with a Service you create under Appointments → Services, or choose Cal.com or eTermin. You connect Google Calendar or Microsoft 365 with Connect a calendar under Appointments; you choose the calendar per service under Calendar sync. See Appointments.
- An assistant books one service, at that service's duration, and does not choose a team member: a service has no team members. To see the treatment and the preference on the appointment, add them under Custom fields on the service and tick ask on the phone. For other treatments, share the Booking page of that service.
- The prompt has the assistant note a change. With the Built-in calendar it can also move or cancel an appointment itself: it looks up the appointment by the customer's number, and Customers may reschedule or Customers may cancel must be on for the service (they are by default). If you want that, change the section on moving and cancelling.
- Check on the Tasks tab that Save requests is on; it is by default. The assistant then saves the request, with name, request, urgency, preferred time and the customer's number from the conversation, and notifies you. You find the request under Inbox → Requests. If it is off, what the assistant notes is only in the summary and transcript of the conversation in the Inbox. See Technical settings.
- The prompt does not transfer: the assistant only refers the caller to the practitioner. If you want it to be able to transfer during a phone call, open Transfer calls on the Tasks tab, click Add transfer and describe in which cases it should. See Transfers.