Help Playbooks

What you can ask your AI assistant

What your AI assistant can do with ClearTract, the built-in prompt templates, and a library of ready-to-paste prompts for finding work and preparing outreach.

You don’t need special commands. Ask in plain words, the way you’d ask a coworker, and your assistant picks the right ClearTract tools. It helps to name your list exactly as it appears in ClearTract.

What it can do

Ask it to… What happens
Search projects Searches everything ClearTract tracks, not just your lists. It can filter by county, city, market, stage, estimated value, size, date, whether contacts are on file, and words in the address, description or company names.
List your lists Shows your lists and your team’s shared lists.
Show the projects in a list Each project’s title, location, market, estimated value, stage and permit count.
Get a project’s full details All of its permits and planning cases, the people and companies on it with their roles, the timeline, and the research summary.
Add or remove a project Changes your lists, or your team’s shared lists. Adding a project also puts it in your Saved list, just like in the app.

It can’t enrich contacts, create lists, write notes or send email. Those stay in ClearTract and your own inbox.

Built-in prompt templates

ClearTract comes with three ready-made prompts. In Claude, connector prompts appear in the + menu under the message box. Not every assistant shows them; if yours doesn’t, use the prompt library below instead.

  • find_general_contractors: finds the general contractor on every project in a list and shows a table of project, GC and the permits they’re on.
  • project_brief: writes an outreach brief for one project: scope, size, value, stage, the one or two best people to contact and why, and the latest milestone.
  • recent_activity: summarizes the newest milestones across a list (permits issued, planning decisions and so on), most recent first.

Each one asks for an ID. A list’s ID is the last part of its address in your browser, after /list/. For a project, click Copy link on the project; the ID is the part after deal=. Or just ask your assistant: “What are my ClearTract lists and their IDs?”

Prompt library

Copy a prompt, change the names and places to yours, and paste it in. The companies below are made up.

Find work

Find office and retail projects in Orange County that are still before
permit issue, estimated at $2M or more, with contacts on file. Show the
top 10 by value with city, stage and estimated value.
Search ClearTract for any project that mentions "Mesa Ridge Builders".
Which ones are active, and what stage is each one at?
Find multifamily projects in San Diego County dated since the first of
last month. Add the five largest to my list "SD multifamily".

Research a project

Get the full details for every project in my list "Hot prospects".
For each one: what's being built, the stage, the most recent milestone
and its date, and who the general contractor is (or "none on file").
For the projects in "Hot prospects", which ones moved forward in the
last 30 days? Look at each timeline and list them most recent first.

Prepare outreach

For each project in my list "New leads", pick the best person to contact
first and say why. Prefer the general contractor or project manager,
then the architect. Flag any email that is unverified.
Draft a short intro email for each project in "New leads". We're
Harborline Glass, a commercial glazing contractor in Riverside County.
Mention the address and what's being built, and ask who's handling bids.
Keep each under 120 words.

Keep lists tidy

Go through my list "Q4 targets". Tell me which projects are already
under construction or completed. Don't change anything yet.
Remove the projects you just listed from "Q4 targets". Name each project
and the list before you remove it.
Compare my lists "New leads" and "Q4 targets" and tell me which projects
are in both.

Limits worth knowing

  • Searches: about 10 a minute. List changes are limited to about 10 a minute too. If you hit a limit, wait a minute and ask again.
  • Page size: each search or list page returns 50 projects. A search goes up to 20 pages, so narrow the filters rather than asking for “everything”.
  • No exact totals: search doesn’t return a total count, so your assistant can’t tell you exactly how many projects match.
  • Search words need at least 3 letters.
  • Closed or cancelled projects are left out unless you ask for them.
  • Values: “TBD” means no value was reported. The assistant shouldn’t guess one.

Check the work

AI assistants make mistakes. Before you act on an answer, open the project in ClearTract and check the key facts: the stage, the value and the contact. Read every drafted email before you send it, and send it from your own email. Ask your assistant to confirm before it removes anything from a list.

Still stuck? Email [email protected] and a person will reply.