Welcome to OfficeRnD's interactive support! Meet Randi, our virtual AI chatbot designed to help you resolve issues quickly and find the information you need.
The name "Randi" reflects our commitment to integrating advanced technology into our services. It is inspired by the latter part of our company name, OfficeRnD, combined with "AI": RND + AI = RANDI.
Randi is here to provide immediate answers—far quicker than waiting for a human response. However, to ensure you get the best resolutions, you must know how to chat with Randi effectively. This article will guide you through best practices and provide examples and tips for crafting effective prompts so you can make the most of your interactions with Randi.
Follow these guidelines to help Randi provide more accurate responses and a better overall experience.
Start a chat with Randi
Randi is always there for you and ready to assist you with any issues or questions. To start a chat with Randi:
Click the help button
in the Help Center or the Admin Portal. Click "Ask a question".
How to read the answers of Randi
When you receive a reply from Randi, it's important to read the entire response carefully to ensure you don't miss any key details. Here are some best practices:
Read every sentence: Take a moment to read through all the lines of the answer instead of skimming, as important instructions or clarifications may be included throughout the response.
Check for examples: Look for any examples provided within the answer that illustrate how to perform a task or solve an issue.
Review follow-up questions: Pay attention to any follow-up questions Randi asks. These are meant to gather more context and ensure you get a complete solution.
Break down the response: If the answer is long or includes multiple steps, consider breaking it into parts. Review each step and verify that you understand it before moving on.
Look for actionable tips: Focus on any specific actions suggested, such as clicking a link for more information or following step-by-step instructions.
Ask for clarification: If something in the response isn't clear, don't hesitate to ask Randi to explain further.
Following these steps will help you fully understand Randi's responses and ensure you get the most accurate, useful solution to your query.
What are prompts?
When chatting with Randi, every message you send is a "prompt" that guides his responses. Prompts are the questions or instructions you provide, and they determine how accurately and quickly Randi can assist you. Clear and well-formed prompts are crucial because they help Randi understand your issue, select the right information, and deliver a response that truly meets your needs.
Why does crafting clear prompts matter?
Clear and well-formed questions help Randi in three key ways:
Get faster responses: Well-crafted questions help the chatbot identify your needs, minimizing the need for follow-up questions and shortening the time required to resolve your issue.
Increase accuracy: Specific prompts minimize ambiguity, enabling the AI to provide answers that directly address your issue.
Enhance your experience: Clear communication minimizes misinterpretations, ensuring you receive guidance tailored to OfficeRnD's diverse solutions.
Best practices for crafting effective prompts
Follow these best practices when crafting prompts, and you will receive the best possible support.
Be specific and include relevant details
Mention the product or topic: Specify which product or area your question relates to.
Bad Example: ❌ "How do I set up bookings?"
Good Example: ✅ "How do I set up recurring bookings in OfficeRnD Flex?"Bad Example: ❌ "How do I sync data?"
Good Example: ✅ "What steps do I follow to sync my visitor data in Visitor Hub?"
Describe your issue clearly: Provide detailed information about your query.
Bad Example: ❌ "I need help with payments."
Good Example: ✅ "How can I integrate PlacePay to handle multi-location credit card payments in OfficeRnD?"Bad Example: ❌ "I need help with memberships."
Good Example: ✅ "How can I update membership pricing for my coworking space in OfficeRnD?"
Provide context and relevant information
Include error messages or configurations:
Bad Example: ❌ "I'm getting an error."
Good Example: ✅ "I'm getting error 502 when updating my membership settings in OfficeRnD."Bad Example: ❌ "I received an alert while syncing."
Good Example: ✅ "I received an alert while syncing my visitor data in Visitor Hub. It says that some data is missing."
Provide background details:
Bad Example: ❌ "I updated my billing system."
Good Example: ✅ "I have recently updated our billing system and now need to integrate PlacePay for multi-location payments."Bad Example: ❌ "My settings are off."
Good Example: ✅ "I recently updated my workspace settings in Workplace, and now my room availability seems incorrect. What should I check?"
Explain your current configuration:
Bad Example: ❌ "I use default settings."
Good Example: ✅ "I'm using the default settings for email notifications in Visitor Hub, but I want to customize them based on visitor type."Bad Example: ❌ "I operate many locations."
Good Example: ✅ "My coworking space operates multiple locations, and I need detailed guidance on setting up recurring bookings in Flex."
Mention any previous attempts:
Bad Example: ❌ "I tried refreshing, but it didn't work."
Good Example: ✅ "I already tried refreshing the page and logging out, but the error still persists when accessing the visitor check-in settings."
Ask one question at a time
Focus your query:
Bad Example: ❌ "How do I update my membership details and set up workspace booking?"
Good Example: ✅ "How to update membership details in Flex?" followed by "How do I set up workspace booking?"Good Example: ✅ "How to add a new member in Workplace?"
Good Example: ✅ "How do I update room availability in Workplace for my office locations?"
Break down complex issues: If you have multiple issues, ask your questions one at a time to receive clear and detailed answers.
Bad Example: ❌ "How do I update membership pricing and billing details in Flex?"
Good Example: ✅ "How do I update membership pricing in Flex?" Once answered, follow up with, "How do I update billing details in Flex?"
Ensure clarity: Avoid bundling different topics in one message. This helps Randi understand and address each question accurately.
Bad Example: ❌ "How do I manage my space?"
Good Example: ✅ "How do I update room availability in Workplace for my office locations?"
Use simple, direct language
Avoid unnecessary jargon: Steer clear of technical terms unless they are essential to your query.
Bad example: ❌ "What is the protocol for modifying member profile parameters?"
Good example: ✅ "How do I change my member profile information?"
Be clear and concise: Keep your prompts short and to the point, focusing on one issue at a time.
Bad example: ❌ "I have been trying to manage my coworking space and update the bookings and also need to change the membership pricing and update my contact details."
Good example: ✅ "How do I update membership pricing in Flex?"
Bad example: ❌ "I would like to inquire about the procedure that needs to be followed for the configuration of the email notifications for our visitor check-in system."
Good example: ✅ "How do I set up email notifications for our visitor check-ins in Visitor Hub?"
Use a conversational tone: Write as if you are speaking directly, which makes your query easier to understand.
Bad example: ❌ "I require assistance with the rectification of my current operational parameters."
Good example: ✅ "Can you help me update my organization's billing settings to generate invoices after each purchase?"
Check for ambiguity: Ensure your prompt is straightforward so Randi can easily identify your problem.
Bad example: ❌ "I need help with my account."
Good example: ✅ "How do I reset my password in Flex?"
Bad example: ❌ "How do I manage my space?"
Good example: ✅ "How do I update room availability in Workplace for my office locations?"
State your desired outcome
Clearly define your goal: Explain exactly what you want to achieve.
Bad example: ❌ "I need help with my billing."
Good example: ✅ "I want to generate a monthly billing report for my coworking space."Bad example: ❌ "I need help with membership."
Good example: ✅ "I want to update membership pricing for my coworking space in Flex."
Specify expected result: Describe the final result you are looking for.
Bad example: ❌ "How do I fix my booking issue?"
Good example: ✅ "I want to generate a monthly utilization report for my coworking space in Flex."Bad example: ❌ "I need help with payments."
Good example: ✅ "I want to integrate PlacePay to handle multi-location credit card payments."
Ask for specific functionality: Clarify what product you require assistance with and what you want to achieve with it.
Bad example: ❌ "How to use your app?"
Good example: ✅ "I want to install and set up the Mobile App for my team. What are the key steps involved?"
Tailored prompt examples for various OfficeRnD topics
The following examples will help you better understand what prompts are good for when chatting with Randi. These examples are organized by specific OfficeRnD topics to help you quickly get the precise information you need.
For OfficeRnD Flex
"My organization in Flex has multiple locations. How can I configure access control integrations for all locations?"
This prompt specifies the product, the functionality, and the multi-location context, ensuring a precise answer.
"How do I set up automated email notifications for booking confirmations in Flex?"
This prompt includes both the task and the expected outcome.
"How do I update membership pricing in Flex?"
This prompt clearly identifies the task (updating pricing tiers) and the target product, which reduces ambiguity.
"What are the best practices for managing hotdesk availability in Flex?"
This prompt asks for operational best practices in a specific area, ensuring a comprehensive and useful response.
"I want to automate the check-in process for Flex; what are the steps to set this up?"
This prompt clearly states the desired outcome.
"How do I customize the welcome message for new members in the Member Portal?"
This prompt clearly states the relevant feature and your goal.
"Can you provide a step-by-step guide to setting up an automated billing reminder in Flex?"
This prompt explicitly requests detailed instructions for a specific goal, ensuring a comprehensive and easy-to-follow answer.
"How do I modify the default booking duration in Flex to better accommodate different workspace needs?"
This prompt clarifies a specific functionality change.
For Workplace
"How do I update workspace occupancy settings in Workplace?"
This prompt is effective because it focuses on a single, specific task.
"How can I adjust room booking settings in Workplace for multiple locations?"
This prompt includes context regarding multiple locations, which helps tailor the answer to more complex setups.
"What is the process to integrate new meeting room features in Workplace?"
This prompt asks for a step-by-step process, ensuring detailed instructions are provided.
"How to configure automatic room booking reminders in Workplace?"
This prompt clearly defines the desired outcome of automation.
"How to set up visitor access controls within Workplace?"
This prompt is specific and ties together different functionalities, enabling a focused response on visitor access controls.
"How do I adjust default meeting durations in Workplace?"
This prompt is clear and concise, specifying exactly what setting needs to be modified.
"How can I troubleshoot scheduling conflicts in Workplace?"
This prompt includes troubleshooting context.
"How to integrate Workplace with our Google calendar?"
This prompt effectively requests integration steps.
For Visitor Hub and Visitor App
"How do I customize the visitor check-in process in the Visitor Hub to allow for pre-registration and automatic approval?"
This prompt specifies the feature (visitor check-in), product (Visitor Hub), and desired outcome (pre-registration and automatic approval).
"What are the steps to configure security settings for visitor check-ins in Visitor Hub, including options for digital ID verification?"
This prompt includes details about security settings and specific functionality, helping Randi deliver targeted troubleshooting steps.
"How can I set up package delivery notifications in Visitor Hub to ensure timely alerts for all deliveries?"
This prompt specifies the feature, product (Visitor Hub), and desired outcome.
"I'm encountering error 502 when updating visitor check-in procedures. What should I do?"
This prompt includes the error code and the specific area of concern.
"How can I update visitor profiles using the Visitor App?"
This prompt specifies the specific action of updating profiles and the relevant product.
For integrations
"How to set up a two-way sync between Flex and HubSpot?"
This prompt is effective because it references a specific integration and a specific aspect of it, and then it asks for a clear, step-by-step process.
"How do I connect Flex with our existing CRM system (HubSpot)?"
This prompt clearly specifies the systems involved.
For mobile apps and subscriptions
"How to update my subscription details in the Mobile App?"
This prompt clearly indicates that you want to change existing subscription information.
"How to configure notification settings in the Mobile App?"
This prompt asks for a clear explanation of notification options.
"How do I install and set up the OfficeRnD Mobile App for my team?"
This prompt directly requests installation and setup instructions.
For booking and scheduling
"How to merge the history of two resources in Flex?"
This prompt clearly explains the goal and the relevant product.
"How to create a floor plan booking page on the Web Portal?
This prompt states the feature and product.
For Billing and Invoicing
"How can I set up personal invoicing for individual members in Flex?"
This prompt is effective because it specifies the need to configure personal invoicing, guiding Randi to provide detailed setup instructions.
"I receive a 'Recipient Could Not Be Found' message when sending invoices in Flex."
This prompt includes the exact error message encountered.
"What is the difference between a Billing Plan and a membership?"
This prompt requests clarification on specific terms.
Troubleshooting and additional tips
Even with clear prompts, you might occasionally encounter challenges when interacting with Randi. Here are some strategies to enhance your experience:
If Randi's response isn't what you expected: Try rephrasing your question or adding more context.
Example: "I asked about updating membership plans but received generic information. Can you provide step-by-step instructions?"
Clarify when you need human support: If your issue is urgent or requires human intervention, mention that directly in your prompt.
Example: "I need to speak with a support specialist about my billing integration issues."
Use follow-up prompts: If you need further clarification, ask a follow-up question rather than bundling multiple questions in the initial prompt.
Experiment with your prompts: Sometimes, a slight change in wording can yield better results. If one prompt doesn't work as expected, try a different angle or add additional details.
Provide feedback: Your input on Randi's responses helps us refine its performance. Please let us know if a prompt doesn't lead to a helpful answer.
Ask to talk to a human: If, after all these tips, you can't find a solution with Randi's help, please request to talk to a human support agent. Randi won't be sad, we promise.