Sort the enquiry inbox before you pick up a tool
New enquiry arrives, it gets read, sorted and a reply drafted while you are still on the job.
Set this up once, then it runs on its own
- Runs
- every time a new enquiry email arrives, not on a clock
- Needs
- a paid ChatGPT plan with Gmail connected
- Setup
- about fifteen minutes
SETUP
- In ChatGPT, connect Gmail.
- Create a new task and choose the trigger on new Gmail activity rather
than a time. Filter it to the address your website form sends to, or to a
subject line your form always uses. Filtering matters: without it this fires
on every email you get, including the newsletters.
- Paste the prompt below as the task instruction.
Why this one is different. Most of these loops run on a clock. This one
runs when something happens, which is newer and only available on a paid
ChatGPT plan. Claude cannot do this yet: it can only run on a schedule, so if
you are on Claude, run this hourly instead and accept the delay.
Fill in the Template
0 / 3 filledYour Built Prompt
Updates live as you typeI run {{business}} and I work across {{service_area}}. When a new enquiry
arrives, do this:
1. Read it and pull out what matters: name, phone, suburb, what they need, and
whether they have said how soon.
2. Decide which of these it is:
- **Hot.** They have said urgent, or it is a leak, no power, no hot water,
or anything unsafe. Tell me immediately and draft a reply with my next
available window.
- **Real job.** Enough detail to quote or book. Draft a reply that confirms
I cover their suburb, asks the two or three questions I still need, and
gives a realistic next step.
- **Not enough to go on.** Draft a short reply asking only for what is
missing. Do not ask eight questions.
- **Not for me.** Outside my area, or on my list of jobs I do not take:
{{wont_do}}. Draft a short, warm decline that points them somewhere else
if I have given you somewhere.
3. Put the draft in my Gmail drafts and tell me which group it landed in, in
one line.
Never quote a price. Never commit to a date that is not already free in my
calendar. If someone describes something that sounds dangerous, say in your
note to me that they should be told to call immediately, and do not bury that
at the end.
## RULES THAT KEEP THIS SAFE
1. Draft, never send. Put everything in drafts and wait for me.
2. Before drafting to anyone, check whether they have already replied. If they
have, skip them and tell me you skipped them.
3. Never contact the same person twice in the same window.
4. Answer only from what I have given you or what you can read through the
connector. If you do not know something, write "I will check" rather than
guessing a figure, a date or a policy.
5. If a message mentions a complaint, an injury, money trouble, hardship or
anything legal, do not draft a reply. Flag it for me and stop.
6. If you produce nothing, say so clearly. Do not finish silently. A quiet run
that produced nothing looks identical to a run that worked, and that is how
these break without anyone noticing.Fill in the required fields above to copy or run this prompt.
Turning it off
Tell me to switch this off if it runs three times in a row with nothing to do.
A loop that has stopped being useful should be turned off, not ignored.
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