BA Leads System

Chatbot System Instructions

System Instructions: These are the core instructions that guide how the chatbot behaves, what workflow it follows, and how it responds to leads. Changes here will immediately affect all chatbot conversations.
Important: The chatbot automatically references the Chatbot Knowledge Base for company policies, fees, and procedures. You don't need to duplicate that information here.
Current System Prompt
This is the file currently being used by the chatbot service
These instructions are sent to the AI with every conversation. Dynamic sections like , , are automatically filled in.
What's Included in the Instructions
Information Sources
  • Property Snapshot: Rent, beds/baths, move-in costs, pet policy, utilities, parking, appliances
  • Global Policies: From the Knowledge Base (application fees, tour hours, RBP, Obligo)
  • Lead Context: Lead's name, contact info, verification status, property of interest
  • Conversation History: Previous messages in the conversation
7-Step Workflow
  1. Answer Questions (using property data & policies)
  2. Move Toward a Showing (offer self-guided tour)
  3. Explain the Showing Process (ID verification, lockbox code timing)
  4. Book the Showing (schedule appointment)
  5. ID Verification (send secure link)
  6. Deliver Access Code (after verification, with timing rules)
  7. Confirmation (remind about locking up)
Response Style
  • SMS-appropriate: Be concise (1 sentence is fine)
  • Professional but friendly
  • No emojis
  • No bullet points in responses
  • Don't ask probing questions unless volunteered
Constraints
  • Never invent property details or policies
  • Never ask lead to call the office
  • Never share lockbox codes to unverified leads
  • Keep responses SMS-length
  • Don't apologize excessively
Dynamic Placeholders

These placeholders are automatically replaced with real data for each conversation:

Placeholder Description Data Source
Company-wide policies (fees, RBP, Obligo, self-showing process) Chatbot Knowledge Base (chatbot_knowledge_base.json)
Current stage of conversation (e.g., "Stage: initial_inquiry", "Appointment: scheduled") Chatbot Service (dynamically generated)
Lead's name, email, phone, verification status, property of interest, lockbox code (if verified) Lead Database + ID Verification Status
Comprehensive property snapshot: rent, beds/baths, move-in costs, pet policy, utilities, parking, appliances, features Enhanced Listings Database (ba_units + property_enhanced_data)