Practice Builders
Practice Builders
Kathryn Brown
 Download the Skill
Free AI Skill

Reference Data Builder

Build the canonical source of truth for a new client in under 10 minutes. Every proper noun, every team member, every tool — documented once, used by every agent.

The Skill

One Document. Every Agent.

Paste whatever you have from onboarding — notes, intake forms, emails, LinkedIn profiles, session transcripts. The skill extracts every proper noun, team member, and tool, organizes them into a standard reference data structure, and flags the names that audio transcription is most likely to mangle.

Not a template. A builder — one that catches the proper nouns you’d forget to include until an agent misspells them in a client deliverable.

What You Get Back

Six Sections. Zero Guesswork.

Each section of the reference data document handles a different part of client identity.

1 Company Legal name, common name, industry, location, timezone
2 Team Roster Every name spelled correctly, with role and transcript misspelling flags
3 Tools & Software What the client uses, what it’s for, how transcripts misspell it
4 Key Proper Nouns Correct vs. incorrect spelling with context — the catch-all for everything agents get wrong
5 Engagement Entry point, engagement type, rate, cadence, start date, advisor
6 Update Log Date, what changed, who updated it — agents always know which version
Setup

Install in Two Minutes

  1. Open your preferred AI assistant
  2. Navigate to Settings or Custom Instructions
  3. Upload or paste the skill file you downloaded below
  4. Save and start a new conversation

Works with any large language model. Setup steps vary slightly by platform — most support custom instructions or uploaded skill files.

Running It

Start a new conversation. Type “Build reference data” or “Set up a new client” and paste whatever you have — onboarding notes, intake forms, emails, LinkedIn profiles, session transcripts.

The more sources you paste, the more complete the reference data. Intake forms plus emails plus LinkedIn profiles together catch more than any single source.

Get the Skill

One file. Upload it to your AI assistant and you’re set.

Download Skill File

Works with any large language model.

Tips

Get More From Every Run

More sources, better output. Intake forms catch team names. Emails catch tool names. LinkedIn profiles catch correct spellings. Paste them all — the skill sorts it out.
Flag names you already know are tricky. If you know the CEO’s name gets mangled in transcription, mention it in your input. The skill pre-populates the correction mapping.
One client per run. Don’t combine multiple clients. Each gets their own reference data document. Start a new conversation for each.
Update when things change. New hire, departure, new tool adopted — update the document first, then re-upload to active agent projects. The update log tracks every change.