Procora · Guides and preparation
Practical AI guides for everyday tasks
Find a specific workflow and the information, roles and checks it needs. Use these guides to prepare your own assessment. Examples are illustrative and do not replace approved business rules or professional judgement.
Clinics and school administration
Physiotherapy: make the first enquiry usefulA new patient should find practical clinic information and request contact without describing their medical history in open chat.Physiotherapy cancellations: message or confirmed change?A cancellation message is not evidence that an appointment has been removed from the calendar.Physiotherapy: answer price questions without selecting treatmentA practical price answer needs an exact service, duration and current price list.Veterinary visits: approved practical preparationA clinic assistant can retrieve approved practical instructions for an already arranged visit.Veterinary enquiries after hours: the right contact routeThe clinic’s approved out-of-hours instructions must determine the response.Multiple animals in one veterinary enquiryWhen one owner enquires about several animals, record each practical request separately.Psychology practice: waiting list or contact request?A contact request becomes a waiting-list place only when the clinic’s actual process registers and confirms it.Dentists: practical questions before a first visitA dental practice can put access, opening hours and first-contact details into an approved reception card.Dental laboratories: status without false delivery promisesA dental laboratory status enquiry must distinguish received order, clarified materials and confirmed delivery date.School administration: accurate deadlines in practical answersAn answer about a school deadline needs the activity, audience and period it applies to.
Garages and car dealerships
Garage service enquiries: collect the right detailsA service enquiry should let the garage follow up without repeating every question.Garage estimates need a defined scopeAn AI response must not turn a customer’s fault description into a repair price.Garage parts: keep estimates separate from collection datesAn expected parts delivery is not the same as a completed vehicle.Test-drive requests: from vehicle enquiry to confirmationA test-drive request should identify the vehicle and preferred time without appearing reserved until both car and salesperson are confirmed.Car listings: answer equipment questions without guessingAn equipment answer must trace back to the exact vehicle’s approved listing.
Accountants, bookkeepers and finance
Accountants: document requests during client onboardingAI-supported onboarding can clarify requested administrative information, recipients and missing items.Bookkeepers: make missing-document questions preciseA missing-document message should refer to the exact item or period checked by the bookkeeper.Finance teams: expense-policy answers with an ownerAn internal assistant can help staff find the approved process for expense documentation and submission.Financial reports: distinguish drafts and approved figuresAn administrative summary needs the report’s period, version and approval status.Accountants in busy periods: route client questionsDuring busy reporting periods, administrative questions can be routed by task type and responsible staff member.
Estate agencies and hair salons
Property viewings: from enquiry to agreed appointmentA viewing request needs the exact property and a contact person.Property facts: carry listing corrections into AI answersWhen a property fact changes, check both the listing and subsequent answers.Valuation meetings: qualify contact without valuing propertyDigital intake can establish whether an owner wants contact about selling and identify the property concerned.Hair salons: match duration to the right serviceA salon’s stated duration must match the approved service and conditions.Hair colouring: clarify consultation before quotingWhen colouring needs the salon’s assessment, the assistant should explain the consultation route and preserve the customer’s request.
Hospitality, local services and HR
Hotels: late arrivals need more than a standard answerA late-arrival answer must distinguish the hotel’s public procedure from the guest’s reservation.Hotel facilities: precise answers about accessAn access answer should describe approved facilities rather than promise suitability for every need.Cleaning quotations: clarify needs before a site surveyA cleaning enquiry should establish premises type, requested work and contact route before a quotation.Painters: job photos support clarification, not final pricingPhotos can help a painting business understand an enquiry, but an AI guess about a surface or damage is not a site survey.HR: practical questions about staff benefitsHR can trial an assistant that shows approved contacts and explains administrative benefit processes.
Prepare for AI consulting
AI project brief: define one workflow before a proposalA useful AI project brief describes the current task, its owner and a result that can be checked.Measure work before AI: a practical baselineMeasure the current task before comparing it with an AI workflow.Choose the first AI task using your team’s examplesThe first task needs a known problem, usable sources and someone who can assess the result.Acceptance criteria for a small AI projectAn acceptance criterion describes an observable outcome for an agreed task.From AI project to operation: what must be handed over?A handover should clarify sources, permissions, failure handling and future maintenance.
Practical workshop exercises
Workshop exercise: three physiotherapy reception questionsA physiotherapy exercise can compare three practical questions: one clearly sourced, one lacking a source and one requiring professional contact.Veterinary workshop: sourced answer or professional contactA veterinary exercise should teach the team to separate public information from individual professional questions.Garage AI exercise: price versus unknown scopeHave staff compare a known service price with a fault description lacking repair scope.Accounting AI workshop: review the draft’s evidenceAn accounting exercise can test whether participants detect the wrong period, document version and missing approval in an administrative draft.After an AI workshop: one action card with an ownerAn action card turns a workshop into one decision: which task is trialled, with which sources, by whom and under what completion check?
Quotation follow-up and enquiries
Quotation follow-up after an offer is revisedFollow-up must refer to the current approved offer version.Quotation replies: question, refusal or acceptance?Treat a customer reply according to its actual meaning.Quotation follow-up when the owner is absentAbsence should trigger an agreed deputy or visible waiting status.No quotation reply: choose a justified stopping ruleNo reply means customer status is unknown, not yes or permission for endless contact.After-hours enquiries: a useful next-day handoverStaff should be able to continue an after-hours enquiry without making the customer start again.
Website checks and AI business facts
Website audit samples: what coverage really meansA sample audit reports findings on pages actually examined.Turn a website-audit finding into a verifiable taskAn audit finding becomes useful when staff know which page to change, why and how to verify it.Website audit and Search Console: different data sourcesA public website check can read pages but does not provide private search data.A test log for incorrect business facts in AI answersA test log needs the exact prompt, platform, date and observed response before choosing a correction.Audit the contact path: can the customer take the next step?Check the journey from a specific customer question to a clear contact option.