Prompt
The prompt (system prompt) is the heart of your assistant. It defines how the AI behaves, what it is allowed to say, and how it reacts in different situations.
What is a system prompt?
The system prompt is an instruction given to the AI before every conversation. It defines:
- Role — Who is the assistant? (e.g., "Receptionist at Dr. Müller's practice")
- Behavior — How should it communicate? (friendly, factual, brief)
- Knowledge — What information can it share? (hours, services, prices)
- Limits — What is it not allowed to do? (no medical advice, no price negotiation)
- Actions — When should it transfer, book appointments, or capture data?
Writing a good prompt
Structure
A good prompt follows this structure:
## Role
You are [role] at [company]. Your task is to [main task].
## Behavior
- Be friendly and professional
- Answer briefly and precisely
- Use formal address
## Information
- Hours: Mon-Fri 8 AM - 6 PM
- Address: Musterstraße 1, 12345 Musterstadt
- Services: [list]
## Rules
- Transfer urgent requests to [number]
- Only book appointments within business hours
- Do not give pricing information over the phone
## When unsure
If you can't answer a question, tell the caller that
you'll note the information and a team member will call back.Dos & Don'ts
Do
- Be specific and concrete
- Provide examples for desired behavior
- Define clear limits
- Use a logical structure
- Test and iterate
Don't
- Vague instructions ("be nice")
- Contradictory rules
- Overly long prompts (>2000 words)
- Technical jargon without context
- Unrealistic expectations
AI prompt generator
Don't want to write it yourself? Use the AI prompt generator:
Open the generator
In the prompt editor, click the sparkle icon (magic wand). A popover opens.
Describe your business
Describe your business and the intended use in 2-3 sentences. For example:
"Dental practice Dr. Fischer in Munich. The assistant should book appointments, share hours, and immediately transfer pain patients to the practice."
Generate the prompt
The AI creates a complete prompt based on your description.
Customize
Review the generated prompt and adjust details (hours, specific services, transfer numbers).
Improving a prompt
Already have a prompt that isn't quite optimal? Use Improve mode:
- In the prompt editor, click the sparkle icon
- Choose Improve instead of Create new
- The AI analyzes your existing prompt and optimizes structure, clarity, and completeness
Tip: Start with the AI generator and refine the prompt manually afterward. That saves time while still giving you a tailored result.
Example prompts
You'll find ready-to-use prompts to copy and adapt here: