AI Assistant Team Starter Kit: Planner Spreadsheet, Prompt Templates and Role Cards

A starter kit for anyone running a small team of AI assistants or agents for their business. It gives each assistant a written job, gives you a set of fill-in prompts for the routines you repeat every week, and tracks how your posts do against your own recent numbers.

It works with any assistant or agent tool that takes written instructions. Nothing in the kit depends on one product.

What you get

Team Planner.xlsx, a workbook with five tabs:

Instructions: how to set it up and use it.

Role Cards: one row per assistant with its job, inputs, outputs, the tools or accounts it may use, what it must never do, who it hands off to and when you review it. Six sample roles are filled in.

Routine Planner: each repeating job with its trigger or schedule, owner, prompt summary, where the output goes, its stay quiet rule and when you last reviewed it.

Post Performance Tracker: log views, likes, comments, shares, saves and clicks for each post. It works out the engagement rate, the median of earlier posts on the same platform, a score against that median and an Above or Below median flag. You can change how many earlier posts it compares against.

Weekly Report: pick the week and it pulls the top 3 posts by score, how many posts landed above and below median, and totals by platform. Four boxes for Revenue, Shipped, Blocked and Next notes.

Team Planner (blank).xlsx, the same workbook with no sample data.

Prompt and Routine Templates.pdf, 11 pages: a quick start, a one-page setup checklist, a role card template, 12 fill-in prompt templates and a shared status board. The prompts cover a daily check, weekly report, sale alert, content batch, listing refresh, research brief, handoff note, status board entry, a stay quiet if nothing changed block, an approval and safety boundaries block that has the assistant ask you before it spends money or messages anyone, a still hot check and a monthly role card review.

Role cards.pdf, 6 printable one-page role cards built from the sample roles, each with the opening lines for that assistant's instructions.

How it works

1. Fill in a role card for each assistant. Start with two or three.

2. Paste the role card, the boundaries block and the stay quiet block into each assistant's instructions.

3. List your routines, fill in a prompt template for each and test it once by hand.

4. Log your posts, then use the Weekly Report tab and the weekly report prompt each week.

The sample data is for a made-up shop and is marked as sample. Delete it or start from the blank copy. The workbook uses standard formulas and no macros. It opens in Excel and Google Sheets.

This is a digital download. Nothing physical will be shipped. The kit does not include any AI tool or account, and it does not connect to one; you copy the prompts into the tool you already use. It is a planning and tracking kit, not a promise of any particular result.

Designed and reviewed by Keel & Charter. AI tools helped build the spreadsheets, draft the text and lay out the preview images. Preview images show the actual files with sample data.

Questions? Email keelandcharterstudio@gmail.com.