ℹ️ This page currently covers programs and activities only.
Use these example prompts to get started with the Amilia SmartRec Connector. Copy a prompt, replace the text in brackets, and paste it into your AI assistant. You do not need to mention tool names. Your assistant picks the right tools.
Each example needs the MCP server permission and the SmartRec permissions for the tools involved. See the Setup page.
What you can do with programs
Job | What it answers |
1. Analyze programs and activities | How are my programs doing, what should I change, and who should I contact? |
2. Audit your store offering | Is what families see in SmartRec correct and complete? |
3. Check what is still available | Is there a spot for this person, and where? |
4. Update prices and descriptions | Change what is in SmartRec, after I confirm. |
5. Get and take attendance | Who came, who did not, and record a paper sheet in SmartRec. |
Each job has three levels:
Start here: one prompt anyone can paste.
Go deeper: prompts for a specific angle.
Then ask: follow-up prompts that turn an answer into an action. Ask them in the same conversation so the assistant keeps the context.
How to write a good prompt
The best prompts have five parts. You can use this pattern to write your own.
Part | What to include | Example |
Scope | The organization, program or activity, and the season or dates | "in the Aquatics program for [organization], Fall 2026" |
Ask | The question or the task | "which classes are under-enrolled?" |
Rules | Thresholds and what to leave out | "under 60% full; skip activities with unlimited capacity" |
Output | The shape of the answer | "a table, flagged activities only, grouped by category" |
Safety | Ask for the reasoning, and for changes, ask to confirm first | "tell me what data was missing" / "show me before you change anything" |
More tips:
Give dates in a clear format, such as
2026-09-01, and say whether you mean the date created or the expiration date.Ask for counts when you only need totals. Counts are faster than full lists.
Keep the scope narrow (one program, one season) for faster and more reliable answers. Large organizations can have thousands of activities.
Check important results. AI assistants can make mistakes, especially when the data in SmartRec is incomplete.
1. Analyze programs and activities
Look at your programs through different dimensions: capacity and fill, registrations over time, cancellations, new and returning families, days and times, and the ages you serve.
Prompts that are good to start with
Enrollment health check
Check enrollment in [program name] for [organization]. Flag anything over capacity first, then anything under [60]% full, grouped by category. Leave out activities with unlimited capacity and tell me how many you skipped.
This measures registrations against capacity, not who attended.
The assistant finds the program and lists its activities.
It compares reserved spots with capacity for each activity.
It lists only the flagged activities, over capacity first, and gives a short count of healthy ones.
It leaves out activities with unlimited or missing capacity (often pricing tiers such as "First child / Second child") and tells you how many it skipped.
Prompts that Go deeper
Program scorecard
Build a scorecard for [program name] at [organization] for [season], one row per [category / activity]: capacity, registrations, fill rate, cancellation rate, and how each compares with the program's median. Show the table first, then the three findings I should act on.
Compare two seasons
Compare [program name] for [Spring 2026] with [Spring 2025] at [organization]: registrations, unique households, fill rate and cancellation rate. Tell me what grew, what shrank, and whether either season is still open, since a season in progress will look lower.
New, returning and lapsed families
Of the households registered in [program name] last [season], how many came back this [season], how many are new, and how many did not return?
Best days and times
In [program name] at [organization], which days and times filled best and worst over the last [two] seasons? Suggest which sections to add, move or cut.
Who we serve
What ages do we serve in [program name] at [organization]? Group participants as [Kids 0-11, Teens 12-17, Adults 18+] and show how the mix changed since last year.
Board-ready summary
Prepare a one-page board summary of [program name] at [organization] for [season]. Lead with the three changes that matter, then a scorecard table and recommendations. Put methodology and caveats at the end. Write for board members, not staff.
Then ask...
For the under-enrolled classes you found, build an outreach list of past participants from [this program / another program] who have not registered this season. Contact the account owner, include a one-line reason for each person, and give it to me as a spreadsheet.
Which of the households that did not return were regulars for two or more seasons? Those are my win-back priorities.
Turn this summary into a [Word document / PowerPoint] I can share with the board.
💡 Outreach lists contain contact details. Treat them as internal working files.
2. Audit your store offering
Check that what families see in SmartRec matches your reference and your standards, before and during registration.
Prompts to start with: reference compared with SmartRec
User prompt:
Here is our [season] brochure (attached). Compare it with the [program name] program in SmartRec for [organization], activity by activity. Check: name, description, facility, schedule, age range, price (session and drop-in), and online visibility. Show only mismatches in a table (activity, field, brochure, SmartRec), then list anything present in one source but missing from the other. If a field can't be verified, say so in one line.
What happens:
The assistant reads the reference document you attached (PDF, Word or image).
It retrieves the matching program and activities from SmartRec.
It compares them field by field and lists only the differences.
If you use complex discounts, some price differences may be expected. Tell the assistant which price to compare (for example, "the resident price").
Go deeper
Pre-launch setup check
Before we open registration for [season], review [program name] at [organization] and flag activities that are hidden or password protected, have no capacity set, have registration dates that already passed, or have an empty description.
Consistency review
Look across [program name] at [organization] for inconsistencies: near-duplicate activity names, age ranges that do not match the activity name, and prices that differ from similar activities. Explain why each one is flagged.
Parent's-eye review
Read the descriptions of [program name] activities at [organization] as a parent would. Which ones are missing key information, such as what to bring, skill level or location? Suggest a rewrite for each. Do not change anything yet.
Then ask
Fix the price and description mismatches so SmartRec matches the brochure. Show me the list of changes first and wait for my confirmation.
See section 4: Update prices and descriptions, for the permission required.
3. Check what is still available
Answer a family's question quickly, at the front desk or on the phone.
Start with this prompt
Is there still a spot in [swim lessons] for a [7]-year-old on [Saturday mornings] at [organization]? Show the options with day, time, price, spots left and store URL link.
What happens:
The assistant finds activities that match the type, age and schedule.
It lists those with spots left, with the day, time and price.
Go deeper
Which [program name] classes are full right now at [organization]? For each, suggest a similar class with spots left that I could offer instead.
Spots left are a live snapshot. Confirm in SmartRec before promising a spot to a family.
4. Update prices and descriptions
Make changes in SmartRec from your AI assistant. The assistant shows you the current and new values and waits for your confirmation before changing anything.
These examples need the Modify activities permission. An administrator without it gets an error, and nothing is changed.
Start with this prompt: change one price
Set the session price of [activity name] in the [program name] program for [organization] to [amount]. Show me the current and new price and wait for my confirmation.
What happens:
The assistant finds the program and the activity.
It shows the current and the new price and asks you to confirm.
After you confirm, it updates the price and reports the result.
Go deeper
Price increase across a program
Increase prices by [5]% for every activity in [program name] for [season] at [organization], rounded to the nearest [$1]. First show me a table of current and new prices, and do not change anything until I confirm.
Update a description
Update the description of [activity name] in [program name] at [organization] to [add what to bring / mention the new location / use this text: ...]. Show me the current and new description side by side before changing it.
Standardize descriptions across a program
Rewrite the descriptions of all [program name] activities at [organization] using this structure: [what it is, who it is for, what to bring]. Show me every rewrite first. I will confirm which ones to apply.
Then ask
Summarize what you changed: activity, old value, new value.
Keep this summary as your record of the changes.
5. Get and take attendance
See who attended, and turn a paper attendance sheet into attendance recorded in SmartRec.
Start here: record a paper sheet
User prompt:
Here is a photo of the attendance sheet for [activity name] on [date] at [organization]. Match each name to the participants registered in SmartRec and show me a table: name on the sheet, matched participant, present or absent, and any name you could not match. Do not record anything yet.
What happens:
The assistant reads the names and check marks on the sheet.
It matches them with the participants registered in the activity.
It shows you the matches and any names it could not match, and waits.
Then ask
Record that attendance in SmartRec for the matched names. List the ones you skipped.
Handwriting can be hard to read. Always review the table before you confirm.
Go deeper
Show attendance for [activity name] at [organization] from [start date] to [end date]. Who has missed more than [two] sessions?
In [program name] at [organization], which participants are registered but have not attended in the last [three] weeks? They may be about to drop out.
* Last updated in November 2026