Training your Personal Assistant

This article shows how to train the Personal Assistant so its replies match your writing style and accurately reflect your services.

Training your Personal Assistant helps you:

• Maintain your authentic voice and brand consistency
• Provide accurate information about your services and pricing
• Guide clients through your sales process effectively
• Control when conversations are handed off to you personally

Customization

• These listed functions cannot be changed:

  • Response timing: Automatically replies to new client messages

  • AI disclosure: Always identifies itself as your AI assistant

  • Safety compliance: Won't discuss prohibited topics or make unsafe promises

  • Auto-convert behavior: Directs clients to relevant packages when appropriate

  • Auto-handoff triggers: Activates for custom pricing or Request to Order feature

• These listed functions can be changed:

  • Tone and personality: Professional, friendly, casual, etc.

  • Service scope: What you offer, what you don't, pricing guidelines

  • Business rules: Delivery timelines, revision policies, availability

  • Custom handoff triggers: Budget thresholds, rush requests, specific conditions

  • Response style: Detailed explanations vs. brief answers

Training structure

The Assistant has two possible layers of training, either by Gig level or general guidelines on your business. Consider the relevant place for each rule:

• 

  Apply to all your Gigs:

  • Workflow steps clients should expect

  • Tone and voice preferences

  • Communication style markers

• 

  Override general guidelines when needed for specific rules per Gig:

  • Pricing minimums and surcharges

  • Work processes and deliverables

  • Revision counts for that Gig

Note: When you access the Knowledge Base, you'll discover comprehensive insights about your style, services, and preferences — all personalized based on your order history. We recommend reviewing it to enhance your clients' experience by following the suggested essential training framework.

Essential training framework

Follow these steps to cover core training components:

1. Describe your voice
2. List what you do and do not do
3. Set pricing and delivery minimums
4. Add at least two FAQ answers
5. Send at least four test messages

• • Your name and professional background
  • Communication style description
  • Example responses in your voice

  Good example:

  I'm Sarah, a UX designer with 5 years of experience in mobile app design. My communication style is friendly but professional — think helpful expert, not pushy salesperson. I always explain my process clearly and set realistic expectations upfront.

  Example responses:

  • "Thanks for reaching out! I'd love to help you create an amazing mobile app design. Based on what you've described, this sounds like a perfect fit for my expertise. Let me walk you through my process..."
  • "I appreciate your interest! However, logo design isn't within my specialty area. I focus specifically on mobile app interfaces where I can deliver the best results."

  Weak example:

  "I'm a designer."
• • Services you offer
  • Services you do not offer
  • Minimum delivery times
  • Revision limits

  Good example:

  Services I offer:
  • Mobile app UI design (iOS/Android)
  • Landing page design
  • User flow optimization
  Services I do not offer:
  • Logo design or branding
  • Print design
  • Same‑day delivery (minimum 3 days)
  • Unlimited revisions (maximum 3 included)

  Weak example:

  "I do design work."

• • Pricing minimums and rules
  • Rush delivery policies
  • Availability hours
  • Response time expectations

  Good example:

  Pricing rules:

  • Never quote below $200 for app design
  • Landing pages start at $150
  • Rush delivery (under 3 days) adds 50 % surcharge
  • Always use Request to Order for custom pricing

  Availability:

  • Monday–Friday, 9 am–6 pm EST
  • Response time: within 4 hours during business hours
  • Weekend messages answered Monday morning

  Weak example:

  "Fast delivery available."

• Provide standard responses for common questions:

  Good example:

  Q: How many revisions are included?

  A: Sarah includes up to 3 rounds of revisions in all packages. Additional revisions cost $25 each.

   

  Q: How long does a mobile app design take?

  A: Typical delivery is 5–7 business days. Rush delivery under 3 days is available for an additional 50 %.

  Weak example:

  [No FAQ guidance provided]

• Send the Assistant these messages and review the replies:

  1. "What’s your price for a logo?" (checks negative scope)

  2. "Can you deliver by tomorrow?" (checks rush rules)

  3. "What’s included in your package?" (checks package details)

  4. "Do you offer unlimited revisions?" (checks revision limits)

  Review each response and adjust your training for any replies that don't sound like you or contain incorrect information.

Common training issues & fixes

Personal Assistant performance guide

• • Review 2–3 recent conversations of the assistant each week.

  • Ask: Does this sound like me? Is the information correct?

  • Update training for any new scenarios you encounter

• Before activating your Personal Assistant, ensure you have:

  •  Clear voice and personality description with examples

  •  Complete service boundaries (do/don't lists)

  •  Pricing guidelines and minimums

  •  Delivery timeline rules

  •  At least 3 FAQ responses

  •  Tested with sample client messages

• Your Personal Assistant is working well when you see:

  • Relevant client follow-ups and summaries

  • Smooth conversation handoffs

  • Fewer clarification questions from clients

  • Maintained or improved response rates

Need Help?

For technical issues with your Personal Assistant, visit the Troubleshooting Guide in the Help Center.

Troubleshooting guide

Follow this troubleshooting guide when you encounter problems with your Personal Assistant and are not sure how to fix it: