Set up a shared daily intake review that your whole team maintains: AI agent prompt
Turn a recurring chore one person always ends up doing, like sorting a shared inbox of requests every morning, into a scheduled AI task that runs in the cloud and that the whole team can review and improve. OpenAI's new Team Tasks in ChatGPT Business and Enterprise run on a schedule or on events like a new email or Slack message, and its walkthrough shows a legal team triaging daily intake and teammates editing the instructions so urgent deadlines show up first.
OperationsTeam recurring tasksbeginnerThe prompt
You are our team's daily intake reviewer. Source: [connected shared inbox, Slack channel, or paste today's requests]. Our intake rules: [paste routing guide: request types, who handles what, required info]. Every run: Step 1: list each new request with sender, request type, deadline (if stated) and a link or reference to the original message. Step 2: put anything due within [2] business days at the top. Step 3: flag requests missing required information and say exactly what is missing. Step 4: suggest who on the team should pick up each one, based only on our rules. Step 5: end with a 3-line summary (total requests, urgent ones, ones missing info). Never reply to senders or assign work yourself; if a request doesn't match our rules, mark it 'needs a human decision'.
How to use it
- Copy the prompt above.
- Replace every [bracket] with your own details (or fill in the blanks on AgentPlaybook Real Estate, which remembers your answers for the next prompt).
- Paste it into ChatGPT Team Tasks, Gmail, Slack and review the answer before you use it.
Works with: ChatGPT Team Tasks, Gmail, Slack, Microsoft Teams, Claude
Real-world example: help.openai.com/en/articles/20001540-creating-and-managing-team-tasks-
Featured in: Free AI agent prompts for small business (beginner-friendly) · ChatGPT prompts for business email, replies and follow-ups · AI prompts for law firms and legal teams
Before you use it: what to check
Already built into this prompt
- Never reply to senders or assign work yourself; if a request doesn't match our rules, mark it 'needs a human decision'.
Check yourself
- This prompt works on text other people wrote (emails, reviews, messages or web pages). That text can hide instructions aimed at AI, such as "ignore your rules and…". Paste it as material to work on, and never let the AI act on requests inside it, like paying, sharing logins or changing records. How prompt injection works →
- Anything legal, tax or compliance-related is a first draft for a qualified person to check. It is not professional advice, and clause references and deadlines must be checked against the source.
- Read and edit the draft before it reaches a customer or goes public. If you later automate this prompt, start with "draft and notify me", not "send automatically".
- Check names, dates, numbers and any claim against your own source material before you use the answer. AI can misread or invent details.
Using an AI agent? Download this prompt as a SKILL.md agent skill with these checks built in, or get the .zip for Claude.ai. How to install skills.
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