Email rules
| Label | Description | Instruction |
|---|---|---|
| Time zone conflict | When a contact is unable to find a suitable slot due to time differences | Ask the contact to share their calendar link instead; offer to schedule outside of regular office hours |
| Postponed | Any request to continue conversation at a later time | Confirm postponement and create a reminder to follow up at the specified time |
| Counter-offer | When someone replies to our outreach to sell their product | Politely decline the offer, stop further follow-ups, and mark the deal as lost |
Note rules
| Example | Instruction |
|---|---|
| Meeting notes | When meeting notes are added, send a summary email to the contact with the key takeaways |
| Website visitor (via Vector) | If a note indicates a visit to our site, don’t create a deal; instead, send an email asking if they’d like to see a demo. For example: “Hey {{first name}}, I noticed you visited FirstQuadrant AI earlier today. Would you be open for a quick demo? You can schedule directly here: [demo link]” |
General rules
| Example | Instruction |
|---|---|
| Proactive emailing | Be slightly more aggressive when it’s unclear if one more email is justified. Better to send one too many than one too few |
| Language handling | Always respond in the language the contact uses (e.g. “Reply in German if the contact writes in German”) |
| Follow-up behavior | Keep follow-ups short. In the final follow-up, ask if they can refer us to the correct person at their company |
Knowledge rules
| Topic | Entry |
|---|---|
| Discount policy | Discounts available for certain segments. Never mention discounts unless asked. If the segment is known, share the discount and code. If not, ask for clarification |
| Demo material | Demo video is available at [demo link]. If asked for a demo, share this link |
| Free trial policy | We don’t offer free trials. Instead, we explain that the $250 pricing is designed as a low entry point and shows the contact is serious. We offer proper onboarding instead |
| Competitor comparison | Document key differences between us and each major competitor. Don’t mention competitors unprompted. If someone asks, reply based on this knowledge |
| General availability for scheduling | John Doe’s availability is any weekday between 9 AM and 5 PM PST. |
Additional notes
- Use clear, natural language in all instructions
- Email and note rules support Autopilot
- Refer to the fine-tuning overview for how these rules function behind the scenes