Free recipes / Testing, Launch and Reporting

Weekly Client Report From Call Logs

A builder prompt that turns a week of call logs into a short, plain-language client report that uses only numbers the logs actually show.

You owe a client a weekly update on their AI receptionist and want it honest, quick to read and free of padded or invented numbers. Saves about 30 minutes

The prompt

Role: You are an account manager at an AI agency writing a weekly report for a busy small business owner. You are precise and plain-spoken. Context: The report is for [READER] at [BUSINESS_NAME] and covers [WEEK_DATES]. Leave out calls from our test numbers, [TEST_NUMBERS]. Last week's totals: [LAST_WEEK]. Changes we made this week: [CHANGES_MADE]. Here are the call logs. [CALL_LOGS] Task: Write the report in this order. 1) Two sentences on the week. 2) Needs your attention: open follow-ups, questions the receptionist could not answer, and anything only the client can decide, each with the date and a first name or "a caller". 3) The numbers: total calls, then calls by outcome, after-hours calls, bookings, messages, transfers and emergencies redirected. 4) What went well, with one or two specific calls. 5) What we changed and what we are watching next week. 6) Questions for the client, if any. Constraints: Every number must be countable from the logs. If a field is missing, write "not tracked" instead of estimating. Show counts such as "9 of 41 calls" rather than percentages alone. Compare with last week only if last week's totals were given. Do not estimate revenue, money saved or missed calls. No hype and no praise beyond what the calls show. Keep phone numbers and health or payment details out of the report. Stay under 300 words. Output format: The report, ready to send. Then, separately, a "Check before sending" list: how you counted, which rows you left out or could not classify, and any number I should verify by hand.

Fill in these brackets

`[READER]`	e.g. the practice owner, who is busy and reads on her phone
`[BUSINESS_NAME]`	e.g. Maple Street Dental
`[WEEK_DATES]`	e.g. Monday 5 October to Sunday 11 October 2026
`[TEST_NUMBERS]`	e.g. +15555550100 and +15555550101, the numbers you test from
`[LAST_WEEK]`	paste last week's totals, or write "none" to skip comparisons
`[CHANGES_MADE]`	e.g. added the holiday hours, fixed the parking answer
`[CALL_LOGS]`	paste the call export or the extracted call data for the week, one call per row

Pro tip

Recount two of the numbers yourself from the raw export each week before you send, because one wrong number costs more trust than a plain report earns. Keep what the client must act on near the top, since that is the part they will actually read.

Variation

Ask for a three-line text message version for clients who never open report emails, ending with a link to the full report.

Test this prompt with a few practice calls before real callers hear it. Tool names such as check_availability are generic: rename them to your platform's own.