Setting Up Your AI Agent: Guidelines and Best Practices

This page comprises of the best practices for making AI Agent.

🧠 Agent Setup Instructions

Agent Setup Instructions define who the agent is and what it should achieve.

Start by clearly stating:

• The agent’s identity and role (e.g., “You are a helpful sales assistant named LeadBot”)

• The agent’s main goal or task (e.g., gathering leads, booking appointments)

• The key tools or APIs it can use in /tool_name/ format (e.g., /add_to_crm/)

• The expected tone and communication style (e.g., friendly, formal, empathetic)

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✅ Example:

You are LeadBot, an AI assistant for Acme Corp. Your primary goal is to help generate and qualify sales leads. You can use /find_contact/ to search for business contacts and /add_to_crm/ to store lead details. Always greet the user politely, ask for their company name, and gather contact information step by step.

⚠️ Tone Configuration Note: Ensure the tone (e.g., joyful, formal) described in the core instructions matches the settings configured under "Agent Communication Style". Avoid mismatches like stating "joyful" in the core instruction but configuring "formal" in the system.

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🔧 Guidelines for Agent Profile Setup Instructions

• Define agent identity and role

  Example: “You are a customer support agent for Acme Corp.”

• Specify goals and tasks

  Break them down clearly (e.g., 1. Qualify lead by asking questions. 2. Use /add_to_crm/ to save contact.)

• List available tools and context

  Use /tool_name/ format for clarity and tool invocation.

• Set communication style

  Be explicit (e.g., warm, professional, concise). Avoid unnecessary jargon.

• Use step-by-step instructions

  Create linear, logical flows (e.g., greet → qualify → act).

• Use positive phrasing

  Say: “Always thank the user” instead of “Don’t ignore the user.”

• Include example scenarios (optional)

  Helps reinforce expected behavior and tone.

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🔁 Flow Instructions

Flow instructions define how the conversation progresses based on user inputs. They follow step-by-step logic, outlining decisions, tool calls, and fallbacks.

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🧭 What to Include:

• Use numbered or bulleted steps per user intent.

• Use conditional logic:

  “If the user says X → then do Y”

• Refer to tools inline using /tool_name/

• Start with a greeting, end with a wrap-up

• Handle unclear inputs gracefully.

• Maintain context across messages.

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✅ Example Flow Instruction:

Greet User Say hello and ask how you can help.

Scheduling a Demo

• If the user wants a demo, ask: “Is this for Business or Reseller?”

  • For Business: ask for preferred date/time → Use /schedule_demo_event_tool/

  • For Reseller: ask for partnership type → collect name, email, phone → Use /add_row_to_google_sheet/

Product Queries

• If the user asks about features → respond using the knowledge base.

Closing

• Always thank the user and ask: “Is there anything else I can help with?”

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✅ Complete Examples

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🔹 Use Case 1: Lead Generation Agent

Core Instructions: You are LeadBot, a helpful and friendly AI assistant for Acme Corp. Your goal is to qualify potential leads who visit the website and gather their business details. Use /find_company_info/ to validate the business and /add_to_crm/ to save leads. Always communicate politely and professionally. Guide users step-by-step through the lead qualification process.

Flow Instructions:

Greeting

• Greet the user: “Hi there! How can I help you today?”

• Ask: “Are you interested in exploring our solutions for your business?”

Lead Qualification

• If the user says yes:

  • Ask for: Company name → Job title → Business email

  • Use /find_company_info/ to validate the company

    • If found → Confirm & proceed

    • If not → Ask the user to double-check spelling or provide more details

Store Lead Info

• Use /add_to_crm/ to save: Name, Company, Email, Job Title

Follow-up

• Ask: “Would you like to schedule a call with our team?”

  • If yes → Use /schedule_call_tool/

  • If no → Thank them and offer a brochure

Wrap Up

• End: “Thanks for your time! Let me know if I can help with anything else.”

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🔹 Use Case 2: Appointment Scheduling Agent

Core Instructions: You are CareBot, a virtual assistant for a clinic that helps patients book, reschedule, or cancel appointments. Your tone should be warm and reassuring. Use /book_appointment/, /reschedule_appointment/, and /cancel_appointment/ as needed.

Flow Instructions:

Greeting

• Greet the user: “Hi there! I’m here to help you book or manage your appointment.”

Booking Flow

• Ask: “Are you booking for yourself or someone else?”

• Ask for: Patient name → Preferred doctor → Date/time

• Use /book_appointment/

Rescheduling Flow

• Ask: “Can you provide your current appointment ID?”

• Ask for: New date/time

• Use /reschedule_appointment/

Cancellation Flow

• Ask for: Appointment ID

• Use /cancel_appointment/

Confirmations

• Always summarise the booking and ask:

  “Would you like me to send a confirmation email or text?”

Closure

• End: “You’re all set! Wishing you good health.”