Complete Guide: Creating Custom Prompts for ACE AI Workflows

Created by Austin Archuleta, Modified on Tue, 8 Jul at 2:33 PM by Austin Archuleta

Overview

Custom prompts in ACE AI are specific instructions you create to tell ACE how to handle different situations and workflows. When you use these prompts, ACE understands exactly what actions to take - whether that's updating contact records, creating tasks, drafting communications, or managing your pipeline.

This guide shows you how to create powerful custom prompts that align with your lead categories and workflow needs, turning ACE into your personal real estate assistant.

Part 1: Understanding ACE AI Custom Prompts

What Are Custom Prompts?

Custom prompts are specific instructions you write that tell ACE exactly what you want it to do in different situations. Instead of typing the same requests repeatedly, you create a prompt once and ACE executes the full workflow.

How ACE Uses Your Prompts

When you activate a custom prompt, ACE:

Analyzes the current contact's information
Follows your specific instructions
Performs multiple actions automatically
Updates records and creates tasks as directed
Provides you with the results

Creating Custom Prompts in ACE

Access Prompt Library: In ACE, click Settings > Prompt Management
Create New Prompt: Select "Add Custom Prompt"
Write Your Instructions: Be specific about what ACE should do
Test and Refine: Try your prompt with different contacts
Save and Organize: Order prompts by frequency of use

Part 2: Prompt Structure for Maximum Effectiveness

Effective Prompt Components

1. Context Setting

Tell ACE what situation this prompt is for:

"When working with a new lead who just inquired about properties..."

"For contacts who haven't responded in 30+ days..."

"When a hot lead has been actively viewing properties..."

2. Specific Actions

List exactly what ACE should do:

1. Update the contact stage to 'Active Buyer'

2. Create a follow-up task for tomorrow

3. Add tags: 'Hot Lead', 'Property Search'

4. Draft a personalized email with current market information

3. Personalization Instructions

Tell ACE how to customize the communication:

Reference their specific property interests

Use their preferred communication style

Include properties that match their stated criteria

4. Conditional Logic

Add if/then scenarios:

If they haven't provided a phone number, ask for it in the email

If they're a first-time buyer, include buyer education resources from our website.

If they're relocating, welcome them and mention local area expertise

Part 3: Custom Prompts by Lead Category

New Leads Workflow Prompts

Prompt 1: New Lead Complete Setup

For this new lead, complete the initial setup workflow:



1. Analyze their inquiry source and property interests

2. Update their stage to 'New Lead - Active'

3. Add appropriate source tag and property type tags based on their interests

4. Create a 'Call New Lead' task for today

5. Create a follow-up email task for tomorrow

6. Add them to the 'New Leads' action plan

7. Draft a welcome email that:

   - Thanks them for their inquiry

   - References their specific property interest, and provides robust market stats

   - Offers to schedule a buyer consultation

   - Includes my calendar link

8. If they're relocating, add 'Relocation' tag and mention local expertise

Prompt 2: New Lead Qualification

Help me qualify this new lead by:



1. Reviewing their property views and activity

2. Creating a qualification checklist note with:

   - Budget range (ask if not provided)

   - Timeline for purchase

   - Preferred neighborhoods

   - Property type preferences

   - Financing status

   - Current housing situation

3. Draft qualifying questions for our first conversation

4. Create a 'Buyer Consultation' appointment task

5. Add 'Needs Qualification' tag

6. Suggest which buyer action plan to apply based on their profile

Hot Leads Workflow Prompts

Prompt 1: Hot Lead Conversion Push

This contact is a hot lead ready for conversion. Execute the conversion workflow:



1. Analyze their recent property viewing activity and communication patterns

2. Update stage to 'Ready to Buy'

3. Create tasks:

   - 'Schedule Property Tours' for today

   - 'Prepare Market Analysis' for tomorrow

   - 'Follow up on financing' for this week

4. Draft an urgency-focused email that:

   - References specific properties they've viewed

   - Mentions current market and economic conditions and why now is a great time to buy

   - Offers immediate showing availability

   - Creates urgency without pressure

5. Add tags: 'Hot Lead', 'Ready to Tour', 'Priority Contact'

6. Create a note summarizing their property preferences for quick reference

Prompt 2: Hot Lead Meeting Scheduler

"This hot lead needs to meet in person. Set up the meeting workflow:

1. Check their property viewing history for preferences
2. Create a 'Schedule Buyer Meeting' task for today
3. Draft a meeting request email that:
   - Suggests specific meeting times this week
   - Offers multiple options (in-person, virtual, at properties)
   - Includes agenda for the meeting
   - Mentions bringing pre-approval letter if they have one
4. Add 'Meeting Requested' tag
5. Create follow-up reminders if no response in 24 and 48 hours
6. Prepare a meeting agenda note with discussion points"

Nurture Leads Workflow Prompts

Prompt 1: Nurture Lead Re-engagement

Re-engage this nurture lead with a systematic approach:



1. Review their complete contact detail to understand their history

2. Update stage to 'Nurturing - Re-engagement'

3. Create a value-focused outreach plan:

   - Draft a market update email specific to their area of interest

   - Include recent sales data and market trends

   - Add helpful resources from our website (not sales-focused)

4. Schedule follow-up touchpoints:

   - Market update email today

   - Check-in call task in 1 week

   - Value-add content task in 2 weeks

5. Add 'Re-engagement Campaign' tag

6. Create notes tracking their engagement level with each touchpoint

7. Add to appropriate action plan

Part 4: Advanced Workflow Prompts

Property-Specific Prompts

Prompt 1: New Listing Alert

A new listing matches this contact's criteria. Execute the listing alert workflow:



1. Compare the new listing to their stated preferences in notes

2. Create a 'Send Listing Alert' task for immediate action

3. Draft a personalized listing alert that:

   - Highlights why this property matches their needs

   - Includes key features they've mentioned wanting

   - Offers immediate showing availability

   - Creates appropriate urgency

4. Add 'Listing Match' tag

5. Create showing coordination tasks

6. Set follow-up reminder in 24 hours

[Listing URL]

Contract and Transaction Prompts

Prompt 1: Under Contract Transition

A new listing matches this contact's criteria. Execute the listing alert workflow:



1. Compare the new listing to their stated preferences in notes

2. Create a 'Send Listing Alert' task for immediate action

3. Draft a personalized listing alert that:

   - Highlights why this property matches their needs

   - Includes key features they've mentioned wanting

   - Offers immediate showing availability

   - Creates appropriate urgency

4. Add 'Listing Match' tag

5. Create showing coordination tasks

6. Set follow-up reminder in 24 hours

[Listing URL]

Follow-Up and Communication Prompts

Prompt 1: Systematic Follow-Up

Create a systematic follow-up sequence for this contact:



1. Analyze their last interaction and response level

2. Create tiered follow-up tasks:

   - Initial follow-up (appropriate to their last interaction)

   - Secondary follow-up in 3 days

   - Value-add follow-up in 1 week

   - Long-term nurture follow-up in 1 month

3. Draft follow-up messages for each tier with different approaches and save as a note, make sure the tasks reference the note.

Part 5: Prompt Optimization Tips

Writing Effective Instructions

Be Specific and Actionable

Instead of: "Follow up with this lead"
Use: "Create a call task for tomorrow, draft a property-specific email, and set a 1-week reminder"

Include Conditional Logic

"If they haven't provided financing info, ask about pre-approval status"
"If they're first-time buyers, include educational resources"
"If their timeline is urgent, prioritize showing coordination"

Reference Context

"Based on their timeline activity..."
"Given their stated preferences for..."
"Considering their last interaction was..."

Testing and Refining Prompts

Start Simple

Begin with basic workflows and add complexity as you see what works.

Test with Different Contacts

Make sure your prompt works with various contact types and situations.

Track Results

Monitor which prompts lead to better outcomes and engagement.

Iterate and Improve

Regularly update prompts based on what you learn from using them.

Part 6: Implementation Strategy

Organizing Your Prompt Library

By Lead Stage

New Lead Prompts
Hot Lead Prompts
Nurture Lead Prompts
Transaction Prompts

By Task Type

Initial Contact Workflows
Follow-Up Sequences
Meeting Coordination
Value-Add Communications

By Frequency

Daily Use Prompts (top of list)
Weekly Use Prompts
Occasional Use Prompts

Team Collaboration

Share Successful Prompts

Work with your team to identify the most effective prompts and share them.

Standardize Workflows

Use prompts to ensure consistent processes across your team.

Train New Team Members

Use prompt library as training tool for new agents.

Part 7: Advanced Prompt Examples

Multi-Step Complex Workflows

Complete Lead Processing Prompt

Execute complete lead processing for this new inquiry:



ANALYSIS PHASE:

1. Review all available information from their inquiry

2. Check for interaction patterns

3. Identify their property type and location preferences

4. Determine their urgency level and timeline



SETUP PHASE:

1. Update contact stage appropriately

2. Add source tag and property preference tags

3. Create priority tasks based on lead temperature

4. Add to appropriate action plans.



COMMUNICATION PHASE:

1. Draft personalized response acknowledging their specific inquiry

2. Create follow-up sequence based on their engagement level

3. Prepare value-add resources relevant to their interests from our website

4. Set up meeting coordination if they're ready



FOLLOW-UP PHASE:

1. Create systematic follow-up schedule

2. Set reminders for key milestones

3. Prepare alternative communication approaches and save as a note

4. Plan long-term nurture strategy and save as a note



Execute all phases and provide summary of actions taken.