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Create an assistant that knows your own handbook
Set up a custom AI helper loaded with your guides or policies, so you and your team get answers based on your own documents.
When to use it
When the same questions come up again and again
Step by step
Choose your documents
Pick the up-to-date files you want it to know: a handbook, price list, FAQs or process guides. Remove anything confidential or out of date.
Create the custom assistant
Depending on your assistant and plan: create a custom GPT in ChatGPT, a Project in Claude, or a Gem in Gemini. Each lets you upload files and add standing instructions.
Add clear instructions
Paste this into the instructions box.
Prompt to copyYou answer questions about [organisation or topic] using only the uploaded documents. For every answer: give the answer in plain English, then name the document and section it came from. If the documents don't cover the question, say 'I can't find that in our documents. Please ask [contact person or team].' Never guess at prices, dates, policies or legal matters. Keep answers under [150] words unless asked for more.Test it with real questions
Ask ten questions you already know the answers to. If it gets one wrong, check whether the document is unclear and fix the document.
Share and keep it updated
Share it with your team if your plan allows, and replace the files whenever the documents change.
What you get
Q: How much holiday can I carry over? A: You can carry over up to 5 days, and they must be used by 31 March (Staff Handbook, section 4.3). Q: Can I expense a new laptop? A: I can't find that in our documents. Please ask the office manager.
Tips
- Check your workplace's AI policy before uploading company documents, and never upload staff or customer personal data.