*Thisarticle is based on a YouTube video by Sophie Hundertmark, an expert in the use of artificial intelligence with a focus on chatbots and strategic AI applications in companies and public institutions. Sophie is a researcher and lecturer at the Lucerne University of Applied Sciences and Arts and is doing her doctorate in Conversational AI at the University of Fribourg. The blog text was created using a custom GPT model that was trained on Sophie’s video content, language style and expertise. The result is well-founded, up-to-date articles based on Sophie Hundertmark‘s own expertise.
You can find the link to the video at the end of this article.
Summertime is here, and many of us are wishing for a little more peace and quiet in our inboxes. But how can we ensure that important messages are still answered? Sophie Hundertmark shows in a practical webinar how she built her own email assistant for the vacation season with the help of ChatGPT and Zapier. Find out how you can do this here.
Transparency is the key
Before you get started with automation, you should be clear about one thing: transparency towards your contacts is crucial. Sophie makes it clear that automated responses should always be labeled as such. For example, your AI assistant introduces itself as “I am Sophie’s AI assistant”. This openness creates trust and is particularly important in a professional context.
Step 1: Recognize your own tonality
To make sure your AI assistant really writes like you, you should teach it your tone of voice. Sophie did this by sending ChatGPT a series of her own emails and asking the bot to develop guidelines for her writing style. This works better than describing the tonality yourself or handing over branding guidelines.
Step 2: Develop the prompt
The next step is to explain to ChatGPT exactly what the AI assistant should do. It is important that the assistant is given clear rules:
- answer simple queries directly (using website content)
- do not provide information on prices or availability
- point out WhatsApp as an alternative
Sophie structured this prompt herself with the help of ChatGPT – a procedure that saves a lot of time.
Step 3: Automate with Zapier
Zapier is the tool of choice when it comes to the technical implementation of automation. Sophie uses Zapier to create a chatbot that is used exclusively for emails. The process looks like this:
- An e-mail is moved to a specific folder (e.g. “AI Assistant”).
- The chatbot generates an answer based on the developed prompt.
- The reply is automatically sent back to the sender (CC to Sophie herself for checking).
This semi-automated process makes it possible to retain control and outsource routine tasks at the same time.
Use cases and extensions
The principle can be extended to many applications:
- Automatic rejections
- Answers to inquiries via the contact form
- Sending Calendly links
- Follow-ups after purchases via Stripe
The combination of ChatGPT and Zapier creates flexible, customized automations that are much more personal than traditional out-of-office emails.
Observe data protection
One important point: Zapier is a US provider. Anyone who works with sensitive data or works in a company with strict data protection regulations should be particularly careful here. Sophie takes care, for example, not to enter any personal data in the prompts.
Conclusion
An e-mail assistant with ChatGPT and Zapier is an effective solution for vacation periods or other phases with limited availability. Clear communication, a good prompt structure and a feel for data protection are important here. Try it out – maybe it’s the next step towards more focus in your everyday life.
Any further questions?
Do you have any questions? I am happy to support you, act as a sparring partner and answer your questions. I am always happy to receive your messages, preferably by WhatsApp message or e-mail.
