Overview

This guide explores ways you might integrate Bolt Agents for Staff into your daily workflow with Element451. Focused on real-life applications, it offers concise, clear examples of how Staff Agent features can enhance efficiency, improve communication, and simplify task management.

Powered by Bolt AI, every interaction with a Staff Agent will be different, as is each specific interaction you have with your coworkers, even around similar work.

In this article, we'll share just a few examples of how you might leverage Staff Agent shortcuts and other interactions to assist you in your day-to-day work.

Start Your Day with Bolt Agents for Staff

This use case guides you through using the 'Catch Me Up' shortcut in the Bolt Staff Agents Sidebar, ensuring you are quickly up-to-date with your important tasks, conversations, and decisions.

User Profile: This feature is ideal for any internal user who uses Conversations, Tasks, or Decisions, especially those being regularly assigned, and need to stay organized and informed.

Scenario: At the beginning of the workday, you need to quickly catch up on the most relevant and urgent items from the last 24 hours, including conversations, decisions, and tasks.

Expected Outcome: You will be able to quickly review and prioritize their immediate tasks, conversations, and pending decisions, ensuring that you start your day focused and well-informed.

Step-by-Step Instructions:

Access Staff Agents: Click the Bolt AI button located on the far right of the orange navigation bar. This opens the Bolt Staff Agents Sidebar.
Navigate to Shortcuts: Once the sidebar opens, click on the 'Shortcuts' tab at the top.
Use 'Catch Me Up': Click on the 'Catch Me Up' shortcut.
Review Items: The agent will display:
- Assigned and open conversations from the last 24 hours.
- Decisions assigned to the user that are not in the release stage from the last 24 hours.
- The user's tasks that are due today or overdue.
Take Action: If there are new items, you can directly view conversations, tasks, or decisions with a single click.

Manage Your Tasks Efficiently

This use case focuses on effectively managing and navigating through tasks using the 'User Tasks' shortcut in the Bolt Staff Agents Sidebar, which is ideal for individuals and managers overseeing task progress.

User Profile: Suitable for any user who is assigned tasks or a manager who needs to track the status of tasks assigned to their team members.

Scenario: You have an hour between meetings and decide to use that time wisely to complete your overdue and due tasks today. Since you only have an hour, you must be strategic and organized in your workflow.

Expected Outcome: Utilizing Staff Agents for task management transforms your daily workflow into an efficient and streamlined process. With the enhanced Task Mode and smart features, you can easily navigate through pending tasks, access relevant student profiles, and activate smart associations for contextual accuracy. This leads to quicker, more precise task completion, especially in communications. For example, drafting personalized follow-up emails becomes effortless with Staff Agent's ability to generate and, if needed, send tailored messages on your behalf. The outcome is a significant saving of time and effort, allowing you to focus on more strategic aspects of your role while Staff Agents handle the details of routine tasks.

Step-by-Step Instructions:

Access Staff Agents: Click the Bolt button on the far right of the orange navigation bar. This opens the Bolt Staff Agents Sidebar.
Navigate to Shortcuts: Select the 'Shortcuts' tab in the sidebar interface.
Select 'User Tasks' Shortcut: Click on the 'User Tasks' shortcut.
Select Assignee: You will be the prepopulated user, but you or a manager can change this to view someone else's task list.
Review and Open Task Mode: The agent will list pending tasks. Select the Open Task Mode option for a more detailed view and management options.
Navigate with the Task Mode Ribbon: If you choose to open Task Mode, the Task Mode Ribbon will appear at the top of the page so you can systematically navigate through each task. This feature provides a streamlined interface to manage your tasks efficiently.
Task Example - Follow Up with Annie:
- View Task: Imagine a task instructs you to follow up with a prospective student, Annie, whom you met at a college fair.
- Open Student Profile: Click 'View Profile' in the Task Mode Ribbon to access Annie's profile.
- Activate Smart Contact Association: Upon opening Annie’s profile, Bolt AI's smart association feature activates, associating any future Contact Shortcuts or Prompts with the relevant student record for accuracy and contextual awareness.
Utilize Staff Agents for Task Completion:
- Prompt Staff Agents: For instance, input a prompt like, “Draft an email to Annie following our meeting at her high school's college fair, reminding her of the upcoming scholarship deadline next Friday.”
- Review and Manage Draft: The agent will generate a draft email, including a subject and body. You can:
  - Request edits from the agent for any refinements.
  - Copy and paste the draft into your email system if you prefer a manual approach.
  - Instruct the agent to send the email directly, ensuring a seamless and efficient communication process.

Prepare for a Student Meeting

This use case guides you through the "Summarize Contact" shortcut in the Bolt Staff Agents Sidebar, designed to provide a quick and comprehensive summary of a student's profile, including demographics, traits, and contact information.

User Profile: Ideal for admissions officers, counselors, or any professional who needs to prepare for meetings with students or requires a quick overview of a student's journey through the admissions funnel.

Scenario: You need to prepare for a meeting with a student and want a quick reference to the student’s application history, engagement level, and current stage in the admissions process.

Expected Outcome: You will quickly and efficiently gather essential information about a student, aiding in preparation for meetings and ensuring a personalized and informed interaction. This feature facilitates a better understanding of students' backgrounds and needs, enhancing the quality of engagement and support provided.

Step-by-Step Instructions:

Access Staff Agents: Click the Bolt AI button on the far right of the orange navigation bar. This will open the Bolt Staff Agents Sidebar.
Navigate to Shortcuts: Once the sidebar is open, click on the 'Shortcuts' tab at the top.
Use the 'Summarize Contact' Shortcut: Click on the 'Summarize Contact' shortcut.
Selecting a Student:
- If viewing a student's profile: the agent will automatically associate the shortcut with the student's record and pre-populate the information.
- If not viewing a profile: You will be prompted to select a student from a list. Choose the relevant student to generate a summary.
Review Summary: The shortcut will provide a detailed summary that includes:
- Demographic information
- Traits
- Contact details
- Application history and engagement with the institution
- The student’s current stage within the admissions funnel

Enhance Student Engagement Using Recent Activity

This use case demonstrates how to use the "Contact Activities" shortcut in the Bolt Staff Agents Sidebar to fetch a student's latest activities and leverage the agent's recommendations for the next best steps in engagement.

User Profile: Ideal for admissions officers, student affairs personnel, or anyone in roles requiring close monitoring and responsive communication with students.

Scenario: You need to stay updated on a student's recent interactions with the institution, such as event attendance and digital engagement, and determine the most effective follow-up action.

Expected Outcome: The 'Contact Activities' shortcut empowers users to make informed decisions about student engagement strategies. With the agent's analysis and suggestions, users can effectively overcome communication challenges and ensure that students receive timely and appropriate follow-ups, thereby enhancing overall engagement.

Step-by-Step Instructions:

Access Staff Agents: Click on the Bolt AI button on the far right of the orange navigation bar. The Bolt Staff Agents Sidebar will open.
Select 'Contact Activities' Shortcut: In the sidebar, choose the 'Contact Activities' shortcut from the 'Shortcut' tab.
Fetch Student Activity: The agent will display the latest activities of the selected contact, including event participation and digital engagement details like email opens and website clicks.
Prompt Staff Agent for Recommendations: Ask the agent to suggest the next best action or communication channel by using a prompt like, "Can you recommend the next best action or communication/channel to engage this student?"
Receive and Act on Staff Agent's Recommendation: The agent analyzes the student's activity and, for instance, might inform you that an email to the student bounced. It then recommends a more suitable approach, such as sending a text or making a phone call, and asks if you would like assistance in drafting a text message.
Drafting the Message: Respond 'Yes' to the agent's offer, and it will draft an SMS message for you to review.
Review and Send SMS: After reviewing and approving the message, instruct the agent to send the SMS directly to the student.

Customize Student Engagement with AI-Driven Analysis

This use case guides you through custom prompts with Bolt Staff Agents to analyze a student's record and obtain AI-recommended actions for personalized engagement.

User Profile: Ideal for admissions counselors, student advisors, or any staff who engages directly with students and requires a detailed understanding of their interests, activities, and engagement levels.

Scenario: You need to assess and determine the best next steps for engaging with a student, Annie, using her profile data.
Expected Outcome: By utilizing the staff agent custom prompts, you can efficiently analyze a student's engagement and receive tailored suggestions for the next steps. This personalized approach enhances the effectiveness of your communications, ensuring they are relevant and impactful.

Step-by-Step Instructions:

Navigate to Student Profile: First, go to Annie's student profile. Doing this before entering your custom prompt activates Staff Agent's smart association feature. Therefore when you send a Prompt, you could simply say, "Tell me the engagement score for this student," instead of having to type the student's name or select it from the drop-down.
Open Bolt Staff Agents Sidebar: Click on the Bolt AI icon in the top right of the navigation bar.
Navigate to New: In the sidebar, select the 'New' tab if not already selected.
Enter Custom Prompts:
- Analyze Notes: Ask, "What are the notes for Annie?" The agent will provide a summary of all notes related to her.
- Check Latest Activities: Follow up with, "What are her latest activities?" You'll get a summary of Annie's recent engagements.
- Summarize Contact Info: Follow up once more with, "Can you summarize her contact info?" The staff agent will give you a comprehensive summary, including her application status, event attendance, funnel stage, last touch point, and more.
Get AI Recommendation: Finally, ask the staff agent, "Can you recommend the next best action I can take based on all of this information?" The staff agent will analyze the provided data and suggest personalized actions. For instance, it might recommend personalizing communication with Annie and facilitating a connection with the Director of Nursing because of the context of the note.
Draft and Manage Communication: After receiving the staff agent's suggestion, you can ask it to draft a message. Review the draft, and then choose to either send it directly to Annie or make revisions before sending it.

Quick Access to Institutional Knowledge

Learn how to use the "Knowledge Base" shortcut in the Bolt Staff Agent Sidebar to swiftly access specific information from your institution's private knowledge base, enhancing efficiency and accuracy in your daily tasks.

User Profile: This use case is ideal for admissions counselors, administrative staff, or any member of the educational institution who requires immediate access to detailed internal policies and procedures.

Scenario: An admissions counselor needs to recall the institution's travel request procedures, particularly the lead time required for submitting travel requests.

Expected Outcome: You will receive a quick and accurate answer from the agent, drawn from the institution's private knowledge base. This ensures you adhere to internal policies and helps in planning your recruitment travel efficiently.

Step-by-Step Instructions:

Access Staff Agents: Click on the Bolt AI icon in the top right corner of the navigation bar. This will open the Bolt Staff Agent Sidebar.
Select 'Knowledge Base' Shortcut: In the sidebar, find and select the 'Knowledge Base' shortcut from the 'Shortcut' tab.
Enter Your Query: Type in a custom prompt like, "How far in advance must I submit my travel request form according to our recruitment travel policies?"
Review Agent's Response: The staff agent will access the private knowledge base and provide the specific information regarding the travel request procedures at your institution.

Review a Student's Event Registration History

This use case focuses on the "Contact Events" shortcut from the Bolt Staff Agent Sidebar. This shortcut provides a detailed list of events a specific contact (student) has registered for, along with their attendance status.

User Profile: Ideal for campus events and visit coordinators, admissions counselors, and other staff who monitor student engagement through event attendance.

Scenario: You are an admissions counselor, and you want to assess and dive a bit deeper into a particular student's engagement with your institution. You decide to check to see if they have attended any events, a crucial activity for assessing the engagement and interest levels of prospective students.

Expected Outcome: You will not only understand a student's engagement but also effectively communicate with them, thanks to the agent's tailored advice and assistance in drafting follow-up communications. This enhances the quality of interaction and supports student relationship building.

Step-by-Step Instructions:

Access Staff Agents: Click the Bolt AI button on the far right of the orange navigation bar. This opens the Bolt Staff Agent Sidebar.
Select 'Contact Events' Shortcut: Choose the 'Contact Events' shortcut in the sidebar.
Choose a Contact: If you're already viewing a student's profile, the agent will automatically associate this with the shortcut. If not, you'll be prompted to select a contact from a list.
Review Event List: The shortcut will display a list of events the selected student has registered for. For each event, the status (attended, canceled, did not attend) will be shown.
Analyze Engagement: Use this information to gauge the student's level of engagement and interest in campus activities, which can be valuable for personalized follow-ups or admissions evaluations.
Seek Follow-Up Advice from Staff Agent: Ask the agent for advice on how best to follow up with the student. Copilot will recommend a communication approach and offer to draft an email.
- If you choose "Yes," the agent will create a draft email tailored to the student's engagement pattern.
- You can then review the draft, ask the agent for any edits, or directly have the agent send the email to the student on your behalf.

Manage Your Decisions Efficiently

This use case explains how to utilize the "User Decisions" staff agent shortcut, specifically designed to provide you with a comprehensive list of all decisions assigned to you that have yet to reach the release stage.

User Profile: Perfectly suited for members of an admissions processing team or any individual responsible for reviewing and evaluating applications, especially those assigned as reviewers.

Scenario: You are part of the admissions processing team and need to efficiently work through a list of your assigned application decisions, ensuring timely and accurate evaluations.

Expected Outcome: Users will efficiently manage and evaluate a significant volume of applications. This shortcut helps in organizing the workload, prioritizing applications that require immediate attention, and ensuring a smoother, more structured review process.

Step-by-Step Instructions:

Access Staff Agents: Click on the Bolt AI button, located on the far right of the orange navigation bar. This will open the Bolt Staff Agent Sidebar.
Navigate to 'User Decisions' Shortcut: In the sidebar, find and select the 'User Decisions' shortcut.
View Assigned Decisions: The shortcut will display a list of all decisions assigned to you that are not in the release stage.
Open and Evaluate Applications: You can go through each item in the list and click to open that specific application overview.

Leveraging AI for Event Marketing Strategies

This use case demonstrates how the General Staff Agent is integrated with ChatGPT to obtain strategic insights and suggestions for enhancing event attendance. It showcases the tool's ability to assist in your day-to-day decision-making and planning.

User Profile: Perfect for marketing officers, enrollment services staff, or anyone involved in organizing and promoting campus events such as undergraduate open house events.

Scenario: You are part of the marketing or enrollment services team, aiming to increase attendance at your institution's upcoming undergraduate open house event.

Expected Outcome: You will receive a set of actionable and innovative strategies tailored to enhance attendance at your open house event. These suggestions will be informed by current trends and effective marketing tactics, offering fresh perspectives to your event planning.

Step-by-Step Instructions:

Access Staff Agent: Click the Bolt AI icon in the top right corner or the orange navigation bar to open the Bolt Staff Agent Sidebar.
Navigate to the 'New' Tab: In the sidebar, switch to the 'New' tab where you can enter custom prompts.
Input Your Query: Type in a prompt like, "Can you provide 5 strategies to increase attendance at our undergraduate open house event?"
Receive AI-Driven Insights: The staff agent, leveraging the capabilities of ChatGPT, will analyze your query and provide a list of strategies. ChatGPT sources information from a vast database of knowledge, incorporating best practices, industry trends, and creative ideas.