Ace AI Quick Prompt System Guide

Created by Austin Archuleta, Modified on Tue, 8 Jul at 4:41 PM by Austin Archuleta

Intelligent Prompt Management for Real Estate Teams

ACE's Prompt System helps you and your team work more efficiently by providing AI-powered suggestions and quick access to proven communication strategies.

PROMPT SYSTEM OVERVIEW

Three Types of Prompts

1. Library Prompts

Pre-written by real estate experts
Organized by categories (Lead Analysis, Follow-up, Market Insights, etc.)
Available to activate for your entire team

2. Team Prompts

Library prompts activated by team administrators
Appear for all team members in the same order
Managed through the admin dashboard

3. Personal Prompts

Custom prompts created by individual users
Only visible to the person who created them
Always appear first in your prompt list

ACTIVATING TEAM PROMPTS

For Administrators

Access the Prompt Library:

Go to Admin Dashboard → Prompt Management
Browse categories in the Prompt Library section
Review available prompts by category

Popular Categories:

Lead Analysis & Response: First-touch strategies and behavior analysis
Follow-up Sequences: Systematic follow-up workflows
Reactivation Campaigns: Re-engaging dormant contacts
Market Insights: Data-driven market communications
Special Occasions: Relationship-building touchpoints

Activate Prompts:

Click "Add" next to any prompt you want to enable
Prompts move to "My Active Prompts" section
Drag to reorder prompts as needed
Changes auto-save and apply team-wide

Best Practices:

Start with 8-12 core prompts
Include a mix of categories
Order by frequency of use
Review and update quarterly

HOW PROMPTS APPEAR IN THE EMBED

For All Team Members

Location: Prompts appear in the ACE embed interface when working with individual contacts

Order of Appearance:

Personal Prompts (if any) - created by the individual user
Team Prompts - activated by administrators, in the order set

Using Prompts:

Click any prompt to execute the command
ACE analyzes the contact and follows the prompt instructions
Results appear as ACE processes the request

AI PROMPT SUGGESTIONS

Smart Prompt Recommendations

How It Works:

ACE analyzes the current contact's information
Reviews their interaction history and timeline
Considers their stage, tags, and recent activity
Suggests the 5 most relevant prompts for the situation

What ACE Considers:

Contact Stage: New lead, active prospect, past client, etc.
Recent Activity: Last communication, property views, engagement level
Timeline: How long since last contact, upcoming tasks
Behavior Patterns: Response rates, preferred communication channels
Property Interests: Search history, saved properties, inquiries

Enabling Suggestions:

In the ACE embed, look for "Suggest Prompts" toggle
Turn on to receive AI-powered recommendations
ACE will show 5 prompts ranked by relevance

Suggestion Examples:

New lead from Zillow → "Initial Contact Strategy"
30-day inactive buyer → "30-Day Reengagement"
High property activity → "High Intent Response"
Past client anniversary → "Transaction Anniversary"

CREATING PERSONAL PROMPTS

From the Embed App Settings

Access Personal Prompts:

Click Settings in the ACE embed interface
Navigate to "My Prompts" section
Click "Add Custom Prompt"

Creating Single-Action Prompts:

Prompt Name: "Schedule Buyer Consultation"
Prompt Text: "Schedule a buyer consultation appointment for next week and create a preparation task with property research checklist."

Creating Multi-Step Prompts:

Prompt Name: "New Seller Lead Workflow"
Prompt Text: "Analyze this lead's property inquiry, create a market analysis note, schedule a listing consultation, apply the Seller Lead action plan, and draft a personalized introduction email highlighting recent sales in their area."

Best Practices for Custom Prompts:

Be specific about desired actions
Include context about when to use
Chain multiple actions for complex workflows
Use merge fields like %contact_name% when applicable
Test prompts before relying on them

Personal Prompt Examples:

"Send Pre-Approval Referral"
"Create Luxury Buyer Package"
"Investment Property Analysis"
"First-Time Buyer Education"

PROMPT HIERARCHY & ORGANIZATION

Display Order in Embed

Priority Sequence:

Personal Prompts (your custom prompts first)
Team Prompts (in admin-defined order)

Personal Prompt Management:

Drag to reorder your custom prompts
Edit prompt text anytime
Delete prompts you no longer use
Changes apply immediately

Team Prompt Order:

Set by administrators in the dashboard
Same order for all team members
Cannot be changed by individual users
Updated when admin makes changes

ADVANCED PROMPT FEATURES

Smart Context Integration

Automatic Personalization:

Prompts automatically include contact names and details
ACE adapts language based on contact's communication history
Market data is current and location-specific

Workflow Chaining:

Prompts can execute multiple actions in sequence
Create tasks, send communications, update stages, apply tags
Link related actions for complete workflows

Dynamic Content:

Property search results integrated automatically
Market insights updated in real-time
Timeline analysis included contextually

Team Collaboration

Sharing Best Practices:

Successful custom prompts can be shared with administrators
Top-performing prompts may be added to team library
Regular review of prompt effectiveness

Performance Tracking:

Monitor which prompts generate best response rates
Track completion of prompt-generated tasks
Analyze outcome success for continuous improvement

GETTING STARTED RECOMMENDATIONS

For New Users

Step 1: Enable AI Suggestions

Turn on "Suggest Prompts" in your embed
Let ACE guide you to appropriate prompts
Learn which prompts work best for different situations

Step 2: Create Your First Personal Prompt

Start with a simple, frequently-used action
Test it with a few contacts
Refine based on results

Step 3: Master Team Prompts

Familiarize yourself with activated team prompts
Understand when each prompt is most effective
Use consistently for better client experience

For Teams

Step 1: Activate Core Prompts

Start with essential categories
Include prompts for common scenarios
Get team feedback on selections

Step 2: Establish Prompt Standards

Train team on proper prompt usage
Create guidelines for custom prompts
Regular review of prompt effectiveness

Step 3: Optimize and Expand

Add specialized prompts for your market
Remove unused or ineffective prompts
Continuously refine based on results

Remember: The Prompt System learns and improves with use. The more you use prompts and provide feedback, the better ACE becomes at suggesting the right actions for each situation!