Kailiniai0 % fur · 100 % AI heroes
Menu

Built with AI tools. The coffee spilled on the keyboard was entirely human.

Guide

One AI workspace per client

Ema, a Kailiniai hero

For this guide and its prompts we recommend:

  • Fireflies.ai records client calls, with their agreement. Free plan (source)
  • SignNow collects the client's signature on the permission form. 7-day free trial (source)

Offers checked 21 Oct 2026

You can now give each client its own workspace.

A separate assistant project per client with brief, rules and files, so answers stay consistent.

Adam, a Kailiniai hero

What you need

Sandra, a Kailiniai hero
  • An AI assistant with projects and a cloud storage folder per client
  • A shared document for each client's brief and rules
  • The client's written permission to upload their files
  • Fireflies.ai
  • SignNow for the permission form
  • Fireflies.aiYou work from what was really saidFree plan
  • SignNowAn agreement signed the same day, from any phoneTrial

Steps

  1. Get permission before any upload

    Ask each client in writing whether you may put their files into an AI assistant, and which files. Check your agreement or NDA first; if it is unclear, ask the client and check with a professional.

  2. One project per client, never mixed

    Create one project in the assistant and one cloud folder per client, with the same name. Never put two clients' files or briefs in the same project.

    Example

    Project and folder name: Client - Bakery Lane - 2026. Inside: brief, rules, approved files, meeting notes, archive.

  3. Write the brief and rules once

    A short brief: who the client is, what they sell, their audience, tone and words to avoid. Rules: what the assistant may write, what it must ask about and what it must never invent. Put both into the project instructions.

    Weak

    Help with this client's marketing.

    Better

    You work only for [client]. Use only the files in this project. Tone: calm, local, practical. Never invent prices, dates or results. If a fact is missing, ask me.

  4. Add meeting notes after each call

    With the client's agreement to record, let a note taker write up the call, check the summary and add it to the client's project, so the next draft knows what was agreed.

  5. Clean the workspace once a month

    Remove files that are out of date, move finished work to the archive folder and update the brief if something changed. Ask the assistant to list what in the project looks old or contradictory.

The full instruction

Copy it into any AI chat assistant and change only the first line.

Change only this line: CLIENT = [a family-run garden centre that sells plants to local homeowners]

You help me set up a separate AI workspace for my CLIENT.

First ask me, one question at a time: their tone in three words, words and claims to avoid, which files I have permission to upload, and what I usually do for them (for example posts, newsletters, product texts).

Write two things:
1. A brief of at most 150 words about my CLIENT, using only what I gave.
2. Project instructions of at most 150 words: use only this project's files, the tone, what to ask me about, and that no prices, dates or results may be invented.

Then list three questions I should ask the client before the first draft.

After my answers, start with the brief.

What you end up with

One clean workspace per client with permission on file, a clear brief and rules, notes from each call and a monthly clean-up, so drafts stay consistent and clients never mix.

Common mistakes

  • Uploading client files without asking for permission.
  • Keeping several clients in one project.
  • Letting old briefs and files pile up until answers contradict each other.

Processes that need more than one tool

Thomas, a Kailiniai hero

Each process below uses several tools, each for the job it does best. Any AI chat assistant works where one is named.

  1. Client permission before upload

    Tools, in order: a shared document → SignNow

    1. Write a short permission form in a shared document: which files may go into an AI assistant, for what use and for how long.
    2. Send it for signature in SignNow and keep the signed copy in the client's folder.

    The prompt for this process

    Help me draft a short form asking a client for permission to use their files in an AI assistant.

Client: [name]
Files I want to use: [list]
What I will use them for: [describe]
What our agreement or NDA says about sharing files: [paste the relevant lines]

Write a plain form of at most 150 words: which files, which use, how long, how they can withdraw. Then list every point I should check with a professional before sending it.

Start with the form.

  2. Set up the project

    Tools, in order: an AI assistant with projects → a cloud storage folder

    1. Create one project in an AI assistant with projects for each client, named the same as the client's cloud folder.
    2. Upload only the files the client agreed to, from the client's own folder.

    The prompt for this process

    Help me set up a clean AI project and folder for one client.

Client: [name]
Files I have permission to use: [list]
What I do for them: [list]

Suggest one name for both the project and the folder, five subfolders, and which files go into the project and which stay only in the folder. Add a one-line rule that no other client's files ever go into this project.

Start with the name.

  3. Brief and rules

    Tools, in order: an AI assistant with projects → a shared document

    1. Write the client brief and rules in a shared document first, so they live outside any one assistant.
    2. Paste them into the project instructions and run one test draft.

    The prompt for this process

    Write the instructions for my client's AI project.

Client facts: [what they sell, audience, area]
Tone: [three words]
Words and claims to avoid: [list]

Write a brief of at most 120 words and rules of at most 120 words: use only files in this project, follow the tone, never invent prices, dates or results, and ask me when a fact is missing. Then write one test request I can run to see if the rules work.

Start with the brief.

  4. Add meeting notes

    Tools, in order: Fireflies → an AI assistant with projects

    1. Record the client call in Fireflies after the client agrees, and check the summary against what was said.
    2. Add the checked summary to the client's project so the next draft follows what was agreed.

    The prompt for this process

    Here is the meeting summary from Fireflies for my call with [client]: [paste].

Pull out: decisions, open questions, tasks with owner and date, and any change to the brief or rules. Use only what is in the summary; where something is unclear, write [CONFIRM WITH CLIENT?]. Then write a short note to add to the client's project with only the confirmed points.

Start with the decisions.

  5. Monthly clean-up

    Tools, in order: a cloud storage folder → any AI chat assistant

    1. Once a month, list the files in the client's folder and project with their dates.
    2. Ask the chat assistant to flag files that look out of date or contradict the brief, then archive them yourself.

    The prompt for this process

    Here is the file list for my client's project, with dates: [paste].
Here is the current brief: [paste].

Flag files that look out of date, duplicate another file or may contradict the brief, with one line of reason each. Do not suggest deleting anything; suggest archive or keep. Then list any line in the brief that may need an update, as a question for me.

Start with the flagged files.

Forward, without brakes

Michael, a Kailiniai hero

Now that the Kailiniai Heroes exist, you can have your own. Create one hero or several, and use them for goals that used to need a whole team or a big budget.

Create your hero

Sofia, a Kailiniai hero
More: Scale your business with AIAll guides

Create your hero

Join Kailiniai.com, create your own AI hero and reach your goals 5-10 times faster, even the dreams you barely dared to think about.

Create your hero