Edit Email Bot Prompts

Learn how to customize your AI email assistant's behavior by editing prompts and instructions

Edit Email Bot Prompts

Description: Learn how to customize your AI email assistant's behavior by editing prompts and instructions to match your brand voice and customer service style.

Changes to prompts may take a few minutes to take effect across all your connected accounts.

InboxPilot allows you to customize how your AI email assistant responds to customer inquiries. You can edit the prompts and instructions to match your brand voice, tone, and specific business needs.

Step 1: Access Chatbot Settings

  1. Navigate to "Configuration" in your InboxPilot dashboard
  2. Scroll down to the "Chatbot Settings" section
  3. Look for the "Email Chatbot" configuration panel
  4. Click to expand the email chatbot settings if they're collapsed

Step 2: Edit Email Bot Instructions

  1. Locate the "Instructions" field in the Email Chatbot section
  2. Click in the text area to start editing
  3. Modify the existing instructions or replace them entirely
  4. Use clear, specific language to guide the AI's behavior

Key Areas to Customize:

  • Brand Voice: Specify the tone (professional, friendly, casual, etc.)
  • Response Style: How formal or informal responses should be
  • Escalation Rules: When to escalate to human agents
  • Language Requirements: Response language preferences
  • Format Guidelines: How to structure responses (markdown, plain text, etc.)

Step 3: Adjust AI Parameters

Temperature Setting

  • Range: 0.1 (conservative) to 1.0 (creative)
  • Recommended: 0.1-0.3 for consistent, professional responses
  • Higher values: More creative but potentially less predictable

Max Length Setting

  • Range: 50 to 30,000 characters
  • Recommended: 200-500 characters for most email responses
  • Longer responses: Better for detailed explanations
  • Shorter responses: Better for quick acknowledgments

Step 4: Test Your Changes

  1. Click "Save Changes" to apply your new settings
  2. Wait 2-3 minutes for changes to take effect
  3. Use the Playground to test different scenarios
  4. Send test emails to verify the AI behavior

Step 5: Monitor and Refine

  1. Check your email drafts for the first few hours
  2. Review AI responses for tone and accuracy
  3. Make adjustments based on actual performance
  4. Update instructions as your business needs change

Best Practices for Email Bot Prompts

✅ Do's

  • Be specific about your brand voice and tone
  • Include examples of good responses in your instructions
  • Set clear boundaries for what the AI should handle
  • Test thoroughly before going live
  • Monitor performance and adjust as needed

❌ Don'ts

  • Don't be too vague - "be helpful" isn't specific enough
  • Don't include conflicting instructions - be consistent
  • Don't forget to test - always review AI responses
  • Don't set unrealistic expectations - be honest about limitations

Common Prompt Customizations

Professional Tone

Act as a professional customer service representative. Use formal language, 
maintain a helpful but business-appropriate tone, and always be respectful 
and courteous in your responses.

Friendly Tone

Act as a friendly and approachable customer service representative. Use 
warm, conversational language while maintaining professionalism. Be 
empathetic and understanding of customer concerns.

Technical Support Focus

Act as a technical support specialist. Focus on providing clear, 
step-by-step solutions. Use technical terms when appropriate but 
explain complex concepts in simple terms for non-technical users.

Troubleshooting Common Issues

AI Responses Too Generic

  • Add more specific instructions to your prompt
  • Include examples of desired responses
  • Train with more company-specific data

AI Responses Too Long/Short

  • Adjust the max length setting in the configuration
  • Specify word count guidelines in your instructions
  • Test with different scenarios

AI Not Following Brand Voice

  • Review your tone guidelines in the instructions
  • Add more specific examples of your preferred style
  • Train with more brand-specific content

Support

Need help with email bot prompts? Contact our support team: