Run your condo or HOA management office's WhatsApp after hours: have an AI assistant check the person lives in one of your buildings, log faults with photos, video or voice notes, and email each type of request to the staff member who handles it: AI agent prompt
Tubot's case study (updated Oct 21, 2026) describes Administración de Fincas Prieto y Jimeno, a Madrid firm that manages homeowners' communities and is open only 25 of the 168 hours in a week. Since July 2, 2026 an AI assistant called María has answered its WhatsApp. Before opening a request it checks the person belongs to one of the firm's communities, summarizes the details and asks them to confirm. It logs faults and insurance incidents (community, flat, name, what happened) and offers once to attach photos or video. Each request type has its own destination: receipts to one person, bank account changes and water bill complaints to another, minutes, meetings and building works to a third, and faults to whoever handles them. It understands voice notes, which matters for older residents, and always says it is an AI. It doesn't call suppliers, promise timeframes, give prices or chase debts. From Oct 4 to 13, 2026, 41% of conversations started outside office hours, 59% of replies went out while the office was closed, and almost 9 in 10 conversations ended with the case in the right person's inbox. Condo, HOA and strata managers can copy the routing table and the 'won't do' list.
The prompt
Write the instructions for a WhatsApp assistant for my community association management office. Office hours: [hours]. Buildings we manage: [list]. Rules: 1. Introduce yourself as an AI assistant in the first message. 2. Before opening any request, confirm the person lives in or owns a unit in one of our buildings (building, unit, name). If not, and they want a manager for their building, collect location, number of units and situation for a quote, but never give prices. 3. For faults and insurance incidents, ask for building, unit, name and what happened, and offer once to attach photos or a video. 4. Accept voice notes, but always send phone numbers, addresses and account details in writing. 5. Summarize each request and ask the person to confirm before sending it. 6. Email each request type to its owner: faults -> [email], receipts -> [email], bank account changes and billing complaints -> [email], minutes, meetings and building works -> [email], messages for a named person -> that person. 7. Mark urgent faults (water leaks, lift with someone inside, no power) as URGENT. 8. Never contact suppliers, promise a timeframe, quote fees or chase unpaid dues. Out of hours, say the team will see it on the next working day. Then give me 5 test conversations, including a voice-note fault and a non-resident, so I can check it before going live.
Fill in the blanks, then copy
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Example values are fictional, just to show how a filled-in prompt reads. Replace them with your real details.How to use it
- Copy the prompt above.
- Replace every [bracket] with your own details (use the fill-in-the-blanks box above, which remembers your answers for the next prompt).
- Paste it into Tubot, WhatsApp Business, ChatGPT and review the answer before you use it.
Works with: Tubot, WhatsApp Business, ChatGPT, Claude, email
Real-world example: tubot.es/en/post/caso-exito-prieto-jimeno-ia-whatsapp
Featured in: ChatGPT prompts for business email, replies and follow-ups · AI prompts to summarize meetings, notes, documents and reports
Before you use it: what to check
Already built into this prompt
- If not, and they want a manager for their building, collect location, number of units and situation for a quote, but never give prices.
- Never contact suppliers, promise a timeframe, quote fees or chase unpaid dues.
- Before opening any request, confirm the person lives in or owns a unit in one of our buildings (building, unit, name).
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 →
- Check every figure, price and total against your own records before anything is sent, posted or booked. A person approves refunds, discounts, payments and price changes.
- Remove names, contact details, account numbers and other personal data the task doesn't need before you paste, and check your AI tool's data and training settings.
- 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".
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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