How the Doobert Chatbot Generates Responses
The Doobert Chatbot does not search the entire internet or generate answers like a general AI assistant (ChatGPT, Gemini, etc.)
Instead, it primarily responds based on:
- The content available on your website
- Data sources you add to your chatbot
- Uploaded files (Premium feature)
- Instructions you provide in the chatbot profile
Because of this, the quality of chatbot responses depends heavily on the quality and clarity of your website content and uploaded resources.
REMEMBER – It does not:
- Search the entire internet
- Invent missing process details
- Act like a live customer service agent
If information does not exist in your content or data sources, the chatbot may:
- Provide a general response
- Ask users to contact your team
- Not answer the question fully
Tip 1: Clearly Define the Chatbot’s Role and Scope
Your instructions should tell the chatbot who it is and what it helps with — but avoid promising outcomes that may not exist in your website content.
Example Instruction
You are the virtual assistant for our animal welfare organization.
You help visitors with adoption, fostering, volunteering, donations, and lost and found pets using information available on our website and uploaded resources.
If information is not available, direct users to contact our team.
Why This Matters
If your website does not explain your adoption timeline, the chatbot cannot reliably answer timeline questions.
Content Tip
If you want your chatbot to answer adoption process questions, make sure your website includes:
- Adoption steps
- Approval timelines (if applicable)
- Requirements
- Fees
Tip 2: Define Communication Style as Instruction Sentences
Instead of describing tone in general terms, write tone as behavior instructions.
Example Instruction
Your tone should be friendly, supportive, and professional.
You should summarize information clearly and avoid overly technical language.
You should anticipate common follow-up questions and include helpful links when possible.
Emotional Situation Instruction Example
If a user describes a stressful or emotional situation (lost pet, surrender, injured animal), acknowledge their concern and provide clear next steps using available resources.
Tip 3: Set Boundaries Using Action Instructions
Instead of listing Do / Do Not rules, convert them into direct behavior instructions.
Example Instruction
You should only provide medical or behavioral guidance if it is explicitly available in our website content or uploaded resources.
If a user asks for medical advice and no content is available, direct them to contact a licensed veterinarian.
Emergency Escalation Instruction Example
If a user describes an emergency situation (injured animal, poisoning, cruelty, urgent medical concern), instruct them to contact local emergency veterinary services or our team at help@doobert.com.
Tip 4: Train Your Chatbot by Improving Website Content
In many cases, the best way to improve chatbot answers is to improve website content.
If You Want Your Chatbot to Answer Questions About:
- Adoption: Add adoption steps, requirements, and FAQs.
- Found Pets: Add “What to Do If You Found a Pet” guides.
- Pet Emergencies: Add resource pages and emergency contact info.
- Foster Programs: Add expectations, timelines, and supply coverage info.
Tip 5: Turn Common Questions Into Instruction + Content Pairing
Instead of only writing instructions, combine instructions with website content.
Example: Adoption Fee Question
If your website has adoption fee info
Instruction Example:
If a user asks about adoption fees, summarize the adoption fee information from our website and provide a link to the full adoption page.
Example: Found Stray Question
Instruction Example:
If a user reports finding a stray animal, provide safe next steps using our found pet resources and provide contact information if needed.
Tip 6: How to Write Empathy Into Instructions
Instead of saying “be empathetic,” define when and how.
Example Instruction
If a user reports a lost pet, surrender situation, or injured animal, start the response by acknowledging their concern before providing next steps.
Tip 7: Define What “Urgent” Means
Be specific so the chatbot can recognize escalation triggers.
Example Instruction
Treat the following as urgent situations:
injured animals, poisoning, cruelty reports, trapped animals in danger, and medical emergencies.
In these cases, direct users to emergency services or contact our team immediately.
Common Mistakes to Avoid
❌ Expecting the Chatbot to Know Information Not on Your Website
If it’s not in your content or data sources, the chatbot may not be able to answer reliably.
❌ Writing Instructions That Promise Specific Outcomes
Example to Avoid:
“The chatbot will explain adoption timelines.”
(Only true if timelines exist in website content.)
❌ Writing Tone Without Behavior
Instead of: “Be empathetic.”
Use: “If the user reports a lost pet, acknowledge the concern first.”
❌ Forgetting to Define Escalation
Always tell the chatbot:
- What counts as urgent
- Where to send users
❌ Forgetting to Update Instructions When Programs Change
Common triggers for updates:
- Fee changes
- Policy changes
- New programs
- Emergency protocols
- Seasonal workflows (kitten season, disasters, etc.)
Practical Cheat Sheet: Instruction-Ready Examples
| Situation | Instruction Style Example |
| Adoption Questions | If a user asks about adoption, summarize adoption information from our website and provide the adoption page link. |
| Found Pet | If a user reports finding a pet, provide steps from our found pet resources page and provide contact information if needed. |
| Medical Question | If medical guidance is not available in our content, direct the user to contact a veterinarian. |
| Emotional Situation | If a user describes distress, acknowledge their concern before giving steps. |
| After-Hours Contact | If the user requests help outside business hours, provide our contact form or email. |
Final Tip: Start Simple
You don’t need perfect instructions. Start with:
- Role definition
- Tone instructions
- Escalation rules
- Top 5 FAQs
Then improve as you learn how your community interacts with your chatbot.
Need Help With Your Chatbot Instructions?
If you have questions about writing chatbot instructions, setting up your chatbot, or improving how it responds to your community, our team is here to help.
📩 Email: help@doobert.com
