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Editing Prompts

When you’re managing multiple similar agents (for example, the same offer across different client accounts), bulk editing techniques can save hours of manual work.

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When to Use Bulk Editing

  • Agency Management - Deploying the same agent structure for multiple clients
  • A/B Testing - Creating variations to test different approaches
  • Seasonal Updates - Updating offers, pricing, or schedules across all agents
  • Bug Fixes - Correcting errors that appear in multiple prompts

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Method 1: Template Variables

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Create a Master Template

Write your prompt with placeholders for client-specific details: 
You are a receptionist for [CLIENT_NAME] located in [CITY].

Our services include:
[SERVICE_LIST]

Pricing:
[PRICING_STRUCTURE]

Contact: [PHONE] | [EMAIL]

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Find and Replace

When deploying for a new client:
  1. Copy the master template
  2. Use find/replace to swap all variables
  3. Verify all placeholders are updated
  4. Save as new agent

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Method 2: Shared Sections

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Identify Common Elements

Extract sections that never change:
  • Response style guidelines
  • Tonality instructions
  • General FAQ answers
  • AI disclosure policy

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Keep a Snippet Library

Store reusable blocks in a separate document: Response Style (Standard) 
Keep responses concise—no rambling.
Ask one clear question at a time.
Use natural fillers like "um" and "well" occasionally.
Maintain a friendly, professional tone.
AI Disclosure (Standard) 
Only if asked directly if you're an AI:
"Ha, you caught me! I'm actually an AI assistant here 
at [COMPANY], helping out so our team can focus on 
other tasks. But I'm still here to answer your questions!"
Copy and paste these into each new agent, then customize only what’s unique.

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Method 3: Version Control

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Use a Naming Convention

Track versions in your agent names:
  • Solar Reactivation - v1.0
  • Solar Reactivation - v1.1 (shorter intro)
  • Solar Reactivation - v2.0 (new rebate)

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Document Changes

Keep a changelog: 
v1.0 - Initial launch (Oct 1, 2024)
v1.1 - Shortened opening by 10 seconds (Oct 15, 2024)
v2.0 - Updated rebate amount to $5000 (Nov 1, 2024)

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Clone and Modify

Instead of editing live agents:
  1. Duplicate the agent
  2. Make changes in the copy
  3. Test thoroughly
  4. Swap when ready
  5. Archive old version

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Method 4: Spreadsheet Planning

For agencies managing dozens of agents, use a spreadsheet to track variables:
ClientAgent TypePhone #CalendarTimezoneActive
ABC GymFitness555-0101cal_001US/EasternYes
XYZ SolarSolar555-0102cal_002US/PacificYes
Export to CSV and generate prompts programmatically if you’re comfortable with scripting.

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Best Practices

  1. Test Before Rolling Out - Always test template changes on one agent first
  2. Keep a Master Copy - Never edit your master template directly
  3. Document Custom Changes - Note any client-specific modifications
  4. Regular Audits - Review all agents quarterly to catch drift
  5. Backup Before Bulk Changes - Export or duplicate before major updates

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Common Pitfalls to Avoid

  • Forgetting Variables - Always search for [BRACKETS] or {{variables}} before deploying
  • Copy/Paste Errors - Double-check formatting after pasting
  • Outdated Templates - Update your master when you discover improvements
  • No Testing - Never deploy to production without testing first
With these bulk editing strategies, you can scale your Callgency AI deployment efficiently while maintaining quality and consistency across all agents.