🧪 The AI assistant for the front desk is currently in closed beta. If you don't see this feature on your platform and would like to be part of the closed beta, contact your account manager.
Your AI assistant answers members' questions using its knowledge base: the facts and policies about your studio. This guide helps you write it quickly by letting an AI tool do the heavy lifting from what you already have.
You paste the prompt below into ChatGPT, Claude or Gemini, share your website links, FAQs, policies and a few real email exchanges with your members, then answer a handful of questions. At the end, it gives you a finished text you can paste straight into bsport.
It works best when you start from what already exists. The more you share upfront, the fewer questions it needs to ask you.
Before you start, gather
Links to your website pages: home, FAQ, pricing, timetable, policies or terms
Your FAQ, if it lives somewhere else (a doc, a PDF, your app)
Welcome or onboarding emails you send new members
Price lists
A few real email or message exchanges with members, especially the questions you answer again and again
Your current prices as text. If your website shows prices as images, the AI may not be able to read them, so copy them out or take a screenshot.
🔒 Remove personal details first. Before you paste any email exchange, delete your members' names, email addresses and phone numbers. The AI only needs the questions and your answers.
How to use it
Open the AI tool you already use: ChatGPT, Claude or Gemini.
Copy everything in the prompt box below, paste it in and send it as it is.
When it asks, tell it your studio name and language, then share your links and paste or upload your documents and email exchanges. If a link or file doesn't work, paste the text instead.
It shows you a first draft and a short list of what's not covered yet. Type "write it now" if you're happy with it, or "continue" to answer a few questions and fill the gaps. Type "skip" for any question that doesn't apply.
Read the final text carefully and correct anything that isn't quite right.
Copy the text from the box it gives you and paste it into the knowledge base field in bsport. If there's no copy button, select everything between the "COPY FROM HERE" and "END OF KNOWLEDGE BASE" lines (not the lines themselves).
💡 Remember to update your knowledge base every time your customer-facing information changes, like prices or timetable.
⚠️ Read it before you paste it. An AI can write something that sounds right but is wrong, and your assistant will repeat it to your members. The AI lists anything it was less sure about under "Please check", so start there.
The prompt
Copy everything in the box.
You are helping me write the knowledge base for my studio's AI assistant for the front desk on bsport. The assistant answers members' questions by message, using only what is in this knowledge base. Your job is to read what I already have, ask me about the gaps, and produce one finished text I can paste straight into bsport.
RULES
1. Work only from what I give you: links, documents, text I paste and my answers. Do not use general knowledge about studios and do not guess.
2. If I share a link to my own website, open and read that page. Do not search the web or visit other sites. If you cannot open a link, or a page shows key details (such as prices or the timetable) as images you cannot read, tell me which pages and ask me to paste the text or a screenshot.
3. Never invent details that vary by studio, such as my address, prices, opening hours, cancellation window, age limits or any policy. If I have not told you, leave it out.
4. If something is unclear, or two of my sources disagree, ask me. My direct answer beats a document, and a newer source beats an older one. Never treat your own assumption as fact.
5. If I share email or message exchanges with my members, use them to learn what members ask most and which facts and policies our answers rely on. The tone and length of the assistant's replies are set in separate bsport settings, so do not describe tone, style or reply length in the knowledge base. Never copy names, email addresses, phone numbers or any other personal details into anything you write. If an exchange shows a one-off exception (for example, we refunded someone once), ask me whether it is a general policy before including it.
6. Do not ask for or keep member personal data, card or bank details, or billing records.
7. The assistant talks to members and people thinking of joining. Leave out information meant for other audiences, such as studio or room hire terms for event hosts and therapists, revenue shares or partner fees. If we offer those, include one line saying they exist and who to contact.
8. Website pages are often out of date. If a page mentions a name, price or detail that looks old or conflicts with something else I have shared, ask me which is current.
HOW TO RUN THIS
Step 1. First, ask me two things: my studio's name, and which language the knowledge base should be written in. Then, before asking anything else, ask me to share everything I already have: links to my website pages (home, FAQ, pricing, timetable, policies or terms), my FAQ, welcome or onboarding emails, price lists, and real email or message exchanges with members. Tell me I can share them in any order and type "done" when I have finished.
Step 2. Read everything, then write a first draft of my knowledge base using only what you found, following WRITING THE KNOWLEDGE BASE below. Lay out your reply as described in LAYOUT OF YOUR REPLY, with these notes under the divider:
- Not covered yet: the gaps, one line per section, naming the topics in a few words, for example "Booking and cancellation: no-shows, waitlist, guests". Count a topic as a gap if it is only partly answered, for example when to arrive is covered but not whether late arrivals can still join or lose their credit. Put the topics members ask about most first, leave out sections that do not apply to me, and keep it to 8 lines or fewer.
- To check: anything that looks outdated or conflicting, most important first.
- Next step: ask me to correct anything that is wrong, then to type "write it now" to get the final version, or "continue" and you will ask about the gaps. Say roughly how many questions that will be.
Step 3. If I choose "continue", ask me about the gaps. Ask one question at a time, or a few closely related ones, in plain language, with a short example of the kind of answer you need. Start with the topics members ask about most (use my email exchanges to work out which). Skip anything that does not apply to me: only ask about third-party passes if I accept them, gift cards if I sell them, and so on. If I type "skip", move on. Ask no more than 15 questions in total, most important first. Every few questions, remind me I can type "write it now" at any point.
Step 4. When you have covered the gaps, or I type "write it now" at any point, write the final knowledge base. Lay out your reply as described in LAYOUT OF YOUR REPLY, with these notes under the divider:
- Length: the character count including spaces. If you can run code, count it exactly and say so. If not, give your best estimate and say it is an estimate.
- Please check: anything you inferred, took from an older source, or were less sure about, so I can verify it before pasting.
- Worth adding later: the most important gaps, starting with the questions members ask most.
- Before you paste: a reminder to read the whole text first, because an AI can write something that reads well and is wrong.
CHECKLIST
- About the studio: what we offer, locations, who we are for, social handles.
- Getting there and arriving: address, finding the entrance, public transport, parking, bike parking, how early to arrive, what happens if someone is late and whether the class still counts.
- Facilities and what to bring: changing rooms, showers, lockers, what to bring, what we provide and whether it is free or rented, water, what to wear, bag or buggy storage, phone or photo policy.
- Classes: what a first-timer should book, how levels work, who each class suits and how intense it is, prerequisites, forms to complete before the first class, age limits, pregnancy, injuries and medical conditions, modifications and props, classes in other languages, online or hybrid classes.
- Timetable: the regular weekly schedule (which classes run on which days, at what times and at which location), how far ahead the schedule is published and when it changes, seasonal or holiday changes to the schedule.
- Prices and memberships: every option with its current price, what it includes and how long it is valid, payment methods, intro offers and trials, freezing, pausing or cancelling (including for injury or maternity), what happens to credits when a membership ends, upgrades and downgrades, renewal timing, refunds, credit or pack expiry, gift cards, whether passes work across locations, where members find invoices.
- Booking and cancellation: how members book, walk-ins or paying on site, checking in, the cancellation window, late cancellations and no-shows, what happens if we cancel a class, the waitlist, full classes, bringing a guest and whether it uses a credit, switching classes.
- Third-party passes (only if we accept them): which providers, visit or tier limits, how those members book and check in, what to do about a problem with a third-party booking.
- Studio rules: footwear and hygiene, arriving mid-class, children and childcare, pets, code of conduct, rules on scents, jewellery or phones.
- Health, safety and accessibility: step-free and wheelchair access, which floor and how to get in, when we ask members to see a doctor first, instructor qualifications, what happens if someone feels unwell in class.
- Contact and handover: staffed hours versus class hours, how to reach a person and how fast we reply, topics that must always go to a person, what to do about app or booking problems, who to contact about working or teaching with us.
- Extras: workshops and events, private sessions for members, corporate or group bookings, lost property, holiday hours, anything we sell on site, and (one line each) studio or room hire and who to contact.
- Never say or promise: anything the assistant must never say, offer or promise, plus anything new members often misunderstand and anything we changed recently that members still ask about.
LAYOUT OF YOUR REPLY (for the draft and the final version)
1. One or two short sentences at the top: what you read, and any pages you could not read.
2. On its own line: ===== KNOWLEDGE BASE: COPY FROM HERE =====
3. The knowledge base inside one code block, so I can copy it with one click. Put nothing else in that block. Never write the knowledge base as normal chat text, not even the draft. Do not create a Word, PDF or other downloadable file. If you cannot show code blocks, write the knowledge base as plain text instead; the marker lines above and below still show me exactly what to copy.
4. On its own line: ===== END OF KNOWLEDGE BASE =====
5. Then the heading NOTES (NOT PART OF THE KNOWLEDGE BASE), followed by the notes, each starting with its name in capitals followed by a colon. Keep them short.
WRITING THE KNOWLEDGE BASE (for the draft and the final version)
- Hard limit: the bsport field holds 10,000 characters including spaces. Keep the text under 8,500 characters (about 1,300 words) so I have room to edit. If it runs long, cut in this order: studio story and marketing language, repetition, rarely asked details. Never cut cancellation and no-show rules, prices, how to reach a person, or the "never say or promise" section.
- Plain text only. Put each section title in capitals on its own line, followed by short lines that start with "- ". No bold, no tables, no emoji, no markdown links (write full web addresses).
- Use the checklist order and section names. Leave out any section with nothing in it.
- Write each fact as a clear statement the assistant can pass on to a member, for example: "- Cancel at least 12 hours before class to get your credit back. Later cancellations and no-shows lose the credit." Avoid vague or promotional wording.
- Keep the reason behind a rule, in a few words, when it helps the assistant explain the rule kindly. For example: "- If you are running late, wait for a quiet moment before entering so you don't interrupt the class."
- No source links, citations or notes about where information came from.
- Include only what I have shared or confirmed. Do not write "not provided", "to confirm", source labels, notes to me or placeholders in brackets. If something is missing, simply leave it out.
- Write everything in the language I chose in Step 1.
Start now with Step 1.
