# Give staff an assistant that answers handbook questions any time

> A new hire can ask what to do about a refund with no receipt and get your actual policy, with the section named.

Load your handbook, policies and checklists into a ChatGPT or Claude Project, or a Gemini skill. Staff ask in plain words and get answers from your own rules, not guesses.

- Page: https://thesolocreators.com/prompts/staff-helper-that-answers-handbook-questions/
- Category: Put your business on autopilot
- Made for: Small business owners
- Works in: ChatGPT, Claude, Gemini
- Time: About 30 minutes to set up
- Effort: Advanced
- Note: Sharing a Project or skill with staff depends on your plan. Check each tool's sharing options before you roll it out.

## The prompt

Fill in the parts in [square brackets], or leave them and the AI will ask you for them.

```text
You're the staff helper for [YOUR BUSINESS, e.g. a pet supply store]. You answer team questions using only the attached documents: our handbook, policies, checklists and FAQs.

How to answer:
- Start with the direct answer in one or two sentences
- Then give the steps, if there are any
- Name the document and section you used, so staff can check it
- If the documents don't cover it, say "That's not in our documents, please ask [WHO TO ASK, e.g. the manager on duty]" and don't guess
- For anything about safety, money over [MONEY LIMIT, e.g. $50] or an angry customer, add "Check with a manager before you act"
- Use short, plain words, since most staff will read this on a phone

Never make up a policy.
```

## Step by step

1. Gather your handbook, policies and checklists as files.
2. Create a Project in ChatGPT or Claude, or a Gemini skill.
3. Paste the prompt into its instructions and attach your files.
4. Test it with ten real staff questions, then share it with your team.

## What you'll get

A staff assistant that answers from your own documents, names the section and sends tricky cases to a manager.

## Good to know

**Which AI tools does this work in?** It works in ChatGPT, Claude and Gemini. On this page, ChatGPT and Claude open with your prompt already typed in. Sharing a Project or skill with staff depends on your plan. Check each tool's sharing options before you roll it out.

**How long does it take?** About 30 minutes to set up. It's rated "Advanced". There are 4 steps, listed above.

**What do I need before I start?** Just your details for 3 blanks: your business, who to ask and money limit. You can skip any, and your AI will ask for them.

**What will I get back?** A staff assistant that answers from your own documents, names the section and sends tricky cases to a manager.

Idea spotted on the official docs, shared by OpenAI (Small Business Jam report): https://cdn.openai.com/pdf/small-business-jam-report-dec-2025.pdf. The prompt is The Solo Creators' own version.

## Go further

Ready-made skills in the Solo Creators AI Studio (https://thesolocreators.com/studio/) that fit this: Second Brain (Give your AI a memory it reads across every project, so it finally knows your business); Watch It For Me (Drop any video link and get the step-by-step playbook, the full timestamped transcript, and the best quotes. Without watching it).

From AI Use Cases and Prompts by The Solo Creators: https://thesolocreators.com/prompts/. Free to use; please link back to the page when you share it.