Free path
Build your AI staff, one hire at a time
Ten roles in the order that pays off. Start with memory and safety, hire a chief of staff, then the roles that earn or save money. Every role is a free setup from the library. 18 of the 25 were run for real, and every one drafts first so you approve before anything is sent, paid or booked.
New to this? Practice on sample data first, with instant checks.
AI Staff Planner
Let your AI plan your staff
Paste this into ChatGPT, Claude, Gemini or Grok. It asks about your business, then builds your roster: 4 to 7 roles, each staffed by a real setup from our catalog, Tested ones first, in hiring order. It won't invent setups. Gaps go on a "not in the catalog yet" list.
Copy-paste prompt
Nothing to fill in. Paste it as is.
Act as my AI staffing planner. Plan the AI team that would save my business the most time, using only proven setups.
1. Open the setup catalog at https://www.aisetupsthatwork.com/setups.json. Each entry has a title, the job it does, who it is for, the tools, steps, a prompt, and a label: "tested" means it was really run, "researched" means it was checked against sources. (If the AI Setups That Work connector is installed, search it instead.)
2. Interview me, one question at a time, 5 questions max: what my business does and how big the team is; where my week goes; which AI and apps I already pay for (email, calendar, invoicing, CRM, notes); what slips through the cracks; and how hands-on I want to be.
3. Then give me my AI staff as a roster of 4 to 7 roles. For each role:
- Role name and the one job it takes off my plate
- The setup from the catalog that does it: title, label (tested or researched) and page link. Prefer "tested" when two are close.
- When it runs (daily, weekly, on new email) and what it hands me to approve
- Time it could save, using the catalog's estimate, never a number you made up
4. Put the roles in hiring order and say why. Start with memory and safety, then the role that earns or saves the most money. Use https://www.aisetupsthatwork.com/ai-staff/ as the default order.
5. If a role I need has no setup in the catalog, list it under "Not in the catalog yet" instead of inventing one.
6. Finish with this week's plan: the first 2 hires only, and walk me through setting up the first one.
Rules: only recommend setups that are in the catalog. Every role drafts and I approve before anything is sent, paid, booked, posted, cancelled or deleted. If you can't open the link, tell me and I'll paste the file.Using Claude? Connect it to the catalog and it can search every setup directly.
The path
Give your AI a memory
One place your AI reads first: your business, your rules, your tone, what it worked on last time.
Why now: Agents without context guess. Every hire after this one gets better because it can read the same notes.
Lock the doors first
Check what your AI can reach, what it saved, and which keys or customer files are lying around.
Why now: Do this before you connect email and money. It is the cheapest fix you will ever make.
Chief of staff
One main bot that knows your other bots, hands work to the right one, and gives you a Monday status.
Why now: Hire the manager early so every later hire reports to one place instead of five chats.
Inbox assistant
Sorts the morning inbox, briefs what matters, and holds reply drafts for your approval.
Why now: Email is where most jobs, quotes and bills arrive, so the other hires depend on it being sorted.
Sales follow-up
Logs new leads and follows up on every quote that went quiet, in your voice.
Why now: This is usually the fastest money: the jobs you already quoted and never chased.
Bookkeeping helper
Chases late invoices, pulls vendor bills into one place, and flags software you forgot you pay for.
Why now: Once sales follow-up is running, get paid for the work and stop the quiet leaks.
Scheduler
Sends appointment reminders and keeps the week from double-booking.
Why now: No-shows cost the same as lost leads. This hire protects the jobs the sales hire booked.
Reputation manager
Replies to reviews and turns happy customers into new ones.
Why now: Reviews feed the next round of leads, so the loop closes back to sales.
Executive assistant
Turns your notes and calls into status updates and a one-screen weekly brief, so nothing you promised slips.
Why now: With four or five hires running, you need one short report instead of checking each one.
Keep the team healthy
Rates every bot red, yellow or green, forecasts usage and cost, and catches instructions that drifted.
Why now: Last, because you only need it once there is a team to manage. Then run it weekly.
Rather not hire them yourself?
We can set up your first hires with you on a call, or build them for you. They still draft, and you still approve.