> ## Documentation Index
> Fetch the complete documentation index at: https://docs.vacademy.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Playbooks

> Copy-paste prompts for admins, counsellors, sales managers and owners, with what to expect from each.

Each playbook lists prompts you can copy into your AI app, what happens next, and which settings must be on. Swap in your own names, dates and courses.

<Tip>
  Start every chat with `Who am I connected as?`. It checks the connection and teaches the AI app your institute's name and terms.
</Tip>

<Note>
  **The AI app acts as you.** It can use the areas your admin turned on for your role. In the CRM, a counsellor's AI app sees the leads that counsellor sees in your admin portal. An admin's sees the whole institute. If a prompt below returns nothing, check [Troubleshooting](/mcp-server/usage/troubleshooting).
</Note>

## Admin: build a website

**Needs:** **Website** set to **Edit** (Build and edit pages). To let the AI app publish, also **Website → Publish and roll back**, turned on separately.

*Ask your admin to turn on:* Website (Edit), and Publish and roll back if you want to publish from the chat.

<Steps>
  <Step title="Brief">
    ```text theme={null}
    Build a new admissions website for our JEE 2027 batch. Interview me first, one question at a time.
    ```

    The AI app asks for what's missing: colours, logo, photos, tone, pages, which courses to show and which lead campaign enquiries go to. Have your logo and a few photos ready.
  </Step>

  <Step title="Or start from a design">
    ```text theme={null}
    Rebuild this Figma design as a draft site: <Figma link>. Follow your Figma playbook.
    ```

    Your AI app needs its own Figma connection for this. The design decides the look; the AI app still asks for the data (courses, prices, enquiry form).
  </Step>

  <Step title="Review the draft">
    ```text theme={null}
    Review the homepage and fix everything the review reports. Then give me the editor link.
    ```

    Everything is a **draft**. Open the editor link to look at it in your admin portal.
  </Step>

  <Step title="Small changes">
    ```text theme={null}
    On the Fees page, change the second plan's price label to "₹4,999 / month" and make the "Apply now" button go to the enquiry form.
    ```
  </Step>

  <Step title="Publish">
    ```text theme={null}
    Check the draft is ready to publish and show me what changes compared with the live site.
    ```

    The AI app runs the pre-publish check and shows the differences and any blockers. Publish from **Manage Pages**, or, if **Publish and roll back** is on, say "Yes, publish it" in the chat. See [Confirmations](/mcp-server/usage/confirmations).
  </Step>
</Steps>

## Admin: build a course

**Needs:** **Courses** set to **Edit** (Content). For pricing, **Courses → Invite links, pricing and enrolment forms** (comes on with Edit; its edits apply at once). For enrolling, **Learners → Enrol into courses**, turned on separately.

*Ask your admin to turn on:* Courses (Edit), and Enrol into courses if you enrol from the chat.

```text theme={null}
I want a new 6-week course: "Spoken English for Beginners". Ask me whether to start from scratch or copy an existing course, then interview me.
```

```text theme={null}
Write the chapter "Greetings and introductions": a reading page, a YouTube video I'll give you, and a 5-question quiz. Save the slides as drafts.
```

```text theme={null}
Run the course review and fix what it finds. Then create an invite link. Ask me the price.
```

```text theme={null}
Submit the course for review.
```

The course stays a **draft** until an admin approves it in your admin portal. Then:

```text theme={null}
Enrol the learners in this CSV into Spoken English for Beginners. Preview first. Ask me about the welcome and login emails.
```

<Tip>
  For a bulk enrolment, ask "Give me the bulk-enrol CSV template" first, fill it in, then attach it.
</Tip>

## Admin: more one-liners

```text theme={null}
Which lead campaigns got the most leads this week, and which website forms feed them?
```

```text theme={null}
Draft an automation: when a lead fills the "Demo class" form, send our "demo_confirmation" WhatsApp template, wait one day, then email the brochure. Save it as a draft.
```

```text theme={null}
Write the October progress report for Aarav Mehta, for his parents. Use only the data; tell me what's missing.
```

```text theme={null}
Write a 900-word blog post on "How to plan your last 60 days before NEET". Save it as a draft and give me the link.
```

## Counsellor: your day

**Needs:** **CRM: Leads** at View. For logging calls and follow-ups, **CRM: Leads → lead activity (notes, logged calls, follow-ups)**, turned on separately. For booking demos, **CRM: Meetings → booking meetings**, turned on separately. For WhatsApp, **CRM: Messages → sending WhatsApp templates**, turned on separately.

*Ask your admin to turn on:* CRM: Leads (View) and lead activity; CRM: Meetings booking and CRM: Messages sending if you book demos or send WhatsApp templates.

<AccordionGroup>
  <Accordion title="What's on my plate?" icon="mug-hot" defaultOpen>
    ```text theme={null}
    What's on my plate today?
    ```

    You get one ranked list, each item with a reason: new leads waiting for a first contact past their deadline, overdue follow-ups, follow-ups due today, leads an AI call flagged for a callback, and hot leads nobody has touched. Then:

    ```text theme={null}
    Start with the first one. What do I need to know before I call?
    ```
  </Accordion>

  <Accordion title="Find a lead" icon="magnifying-glass">
    ```text theme={null}
    Find Priya.
    ```

    If there are several, the AI app lists them (masked phone, list, status) and asks which one. Be more specific to skip that step:

    ```text theme={null}
    Find the lead with phone ending 4321.
    ```

    ```text theme={null}
    Open Priya Sharma's record: her answers, last calls, open follow-ups and what was said last time.
    ```
  </Accordion>

  <Accordion title="Log the call and set a callback" icon="phone">
    ```text theme={null}
    Log a call with Priya Sharma: interested in the weekend batch, wants to talk to her father first. Call back Friday 5 pm.
    ```

    The note and the follow-up are saved straight away; they only add to her history. If you also change her status and that status starts an automation, the AI app previews that part and waits for your yes.
  </Accordion>

  <Accordion title="Book a demo" icon="calendar-check">
    ```text theme={null}
    Book a demo class for Priya Sharma tomorrow at 4 pm, 30 minutes, with a Google Meet link.
    ```

    The AI app checks the time against your other bookings. The preview shows the slot and what Priya will receive (for example a calendar invite and an email). It is booked only after your yes, and each yes books once.
  </Accordion>

  <Accordion title="Send a WhatsApp" icon="message">
    ```text theme={null}
    Can I message Priya on WhatsApp? If yes, send her the "brochure_followup" template.
    ```

    Only approved WhatsApp templates can be sent. The AI app previews the message and sends it once, after your yes. Hourly limits apply.
  </Accordion>

  <Accordion title="End of day" icon="moon">
    ```text theme={null}
    Which of my follow-ups for today are still open? Reschedule the ones I didn't reach to tomorrow morning.
    ```
  </Accordion>
</AccordionGroup>

## Sales manager: your team

**Needs:** **CRM: Reports** at View. For moving leads and pausing routing, **CRM: Leads → assigning leads (admins and managers)**, turned on separately. You see the counsellors and leads you see in your admin portal.

*Ask your admin to turn on:* CRM: Reports (View), CRM: Leads (View), and assigning leads for your role.

```text theme={null}
Who's slowest to respond to new leads this week? Show average first-response time and how many leads breached the deadline, per counsellor.
```

```text theme={null}
Which leads are unassigned right now, and why?
```

```text theme={null}
Rahul is on leave until Monday. Reassign his open leads evenly between Anjali and Vikram. Preview first.
```

The preview lists the leads and explains what moves, what stays and what happens to new leads. Nothing moves until you say yes.

```text theme={null}
Pause new lead routing to Rahul without moving his current leads.
```

```text theme={null}
How did Meta leads convert this month compared with last month? Show the numbers and how they were counted.
```

```text theme={null}
Which leads have been stuck in "Interested" for more than 10 days?
```

## Owner: weekly review and AI calls

**Needs:** **CRM: Reports** at View. Some reports, such as revenue, are for admins only. For AI calling campaigns: **CRM: Calls → AI calling campaigns (admins only)**, turned on separately.

*Ask your admin to turn on:* CRM: Reports and CRM: Calls (View), and AI calling campaigns for the Admin role.

```text theme={null}
Give me this week's review: leads by source, conversions, response times by counsellor, follow-ups overdue and anything unusual. Compare with last week.
```

```text theme={null}
How did yesterday's AI calls go? How many connected, and which leads asked for a callback?
```

```text theme={null}
AI-call every new lead from yesterday that nobody has spoken to yet. Show me who's included, who's left out and why, the estimated credits and when it will finish.
```

The preview drops leads that should not be called (for example opted out, already converted, or contacted very recently) and gives the reason for each. One yes starts the whole run, once. See [Confirmations](/mcp-server/usage/confirmations).

```text theme={null}
Cancel the calls from this morning's AI run that haven't started yet.
```

<Warning>
  AI calls and messages reach real people and can use calling credits. Read every preview. If a list looks too long, ask the AI app to narrow it before you say yes.
</Warning>


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