Weekly leads summary prompt: free ChatGPT template
Updated · By Robert Breen
Use this on Friday or Monday when a form has been filling a Google Sheet all week. Scrolling rows doesn't tell you what's going on; a short summary does. This prompt counts leads by category, lists everyone nobody has followed up with yet, and points out patterns, each tied to the row numbers it came from so you can check it in a minute.
The prompt
Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every [BLANK] with your own details. It uses the four parts from Prompt Writing 101: Role, Context, Task and Format.
Role: You are an office assistant for [BUSINESS] summarizing a week of leads for the owner. Context: Below are this week's rows from our leads sheet, with the header row. The columns mean: [COLUMN NOTES]. A lead counts as followed up when [FOLLOWED UP RULE]. The week is [DATE RANGE]. Count only rows in the paste, and say so when a cell is blank instead of guessing. Task: Count the leads in total and by category. List every lead not yet followed up, oldest first. Note up to three patterns in the requests, each with the row numbers behind it. Then suggest Monday's follow-ups in order, with a reason for each. Format: A totals table, then "Still waiting", "Patterns" and "Monday follow-ups" as short lists. Under 250 words. Rows: [SHEET ROWS]
Fill in the blanks
[BUSINESS]- Your business name and what you do.
[COLUMN NOTES]- What each column means and who fills it, the form, the agent or a person.
[FOLLOWED UP RULE]- How you tell a lead has been handled, such as a Yes in a Called Back column.
[DATE RANGE]- Which days the rows cover.
[SHEET ROWS]- The week's rows copied from the sheet with a row number column. Shorten names and drop phone numbers before pasting.
Example, filled in
A made-up example from the free lesson Build an AI Emergency Request Form for Your Plumbing Company. Blue Maple Plumbing is the made-up plumbing company in the emergency request form lesson. Its form saves every request to a Google Sheet, and the owner added Priority, Submitted and Called Back columns. Names are shortened for privacy.
Role: You are an office assistant for Blue Maple Plumbing, a residential plumbing company, summarizing a week of leads for the owner. Context: Below are this week's rows from our leads sheet, with the header row. The columns mean: Problem comes from the form; Priority is set by our AI agent as Emergency, Same-day or Scheduled; Called Back is filled in by the office with Yes once we've phoned the customer. A lead counts as followed up when Called Back says Yes. The week is Monday to Friday this week. Count only rows in the paste, and say so when a cell is blank instead of guessing. Task: Count the leads in total and by category. List every lead not yet followed up, oldest first. Note up to three patterns in the requests, each with the row numbers behind it. Then suggest Monday's follow-ups in order, with a reason for each. Format: A totals table, then "Still waiting", "Patterns" and "Monday follow-ups" as short lists. Under 250 words. Rows: Row | Name | Problem | Area | Priority | Submitted | Called Back 2 | Ana R. | Burst pipe under kitchen sink | Elm St | Emergency | Mon 7:40am | Yes 3 | Ben T. | No hot water since Sunday | Oak Ave | Same-day | Mon 9:15am | Yes 4 | Cara L. | Slow bathroom drain | Pine Rd | Scheduled | Tue 1:05pm | 5 | Dev P. | Sump pump won't run after the storm | Lake Dr | Same-day | Wed 6:50am | Yes 6 | Eli S. | Sump pump making a grinding noise | Lake Dr | Scheduled | Wed 8:30am | 7 | Faye M. | Quote for a new water heater | Oak Ave | Scheduled | Thu 4:20pm | 8 | Gus H. | Toilet keeps running | Birch Ln | Scheduled | Fri 11:00am |
What a good answer looks like
- Totals of 7 leads: 1 Emergency, 2 Same-day, 4 Scheduled.
- Still waiting, oldest first: Cara (row 4), Eli (row 6), Faye (row 7), Gus (row 8).
- A pattern with its rows: two sump pump requests from Lake Dr on Wednesday, after the storm (rows 5 and 6).
- Monday follow-ups with a reason each, like calling Eli early because a noisy sump pump can become a pump that won't run.
How to check it before you use it
An AI draft can sound right and still say something you never told it. Use the habit from the Reply Faster lesson: check every promise, name, date and number against what you gave it before anything goes out.
- Recount the totals yourself with a filter. Counting is where models slip.
- Check each pattern's row numbers. A pattern with no rows behind it is a guess.
- Spot-check the agent's Priority column against a few Problem cells; the summary trusts whatever is there.
- Shorten names and leave out phone numbers and full addresses before pasting, as in the example.
Why this prompt works
Asking for row numbers behind every pattern is a built-in self-check, and a written followed-up rule turns "who's waiting" into a list someone can work through.
Practice it in the free lesson
Build an AI Emergency Request Form for Your Plumbing Company: Build an emergency service-request form in Lovable and connect it to an n8n workflow — webhook trigger, AI Agent that prioritizes the job, Google Sheets, Gmail, and a Respond node that ties it all together. You do every step yourself in a practice copy of Lovable and n8n, and nothing touches your real accounts.
Also useful: Build an AI Demo Request Form That Qualifies Leads · Build an AI Service Request Form for Your HVAC Company
Terms used here
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