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AI agent for community managers

Community FAQ Gap Agent

Cut repeated questions by pinning accurate, easy-to-find answers.

CreatingAutomationMarketingManagement
See how it worksGet access
Community FAQ Gap Agent: what goes in, what the agent does and what you get

What it does

New members ask the same questions every week, and the answers are buried in old threads. This agent groups repeated questions from the last weeks and finds the best existing answer in past threads. It checks that the answer is still correct against current product pages and rules, and drafts a short pinned FAQ entry. If an answer looks outdated, it sends the thread to an expert for review rather than publishing it. It then watches whether the question comes up less often after the entry is pinned. If the questions keep coming, it rewrites the entry or moves it. The manager approves what gets pinned.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Weekly run 2 USES A TOOL Read new threads and group repeated questions 3 DOES Count how often each question appears 4 USES A TOOL Search past threads for the best answer 5 CHECKS THE RESULT Is the answer still correct against current pagesand rules? If not: send to an expert for review and search for anewer answer. Back to step 4. 6 DOES Draft a short FAQ entry with a link to the sourcethread 7 YOU APPROVE Manager approves what gets pinned 8 USES A TOOL Pin the entry and track repeat questions 9 CHECKS THE RESULT Did repeats fall after 4 weeks? If not: rewrite the entry or move it to a more visibleplace. Back to step 6. 10 RESULT FAQ updates and repeat question report
Read the steps as a list
  1. Weekly run
  2. Read new threads and group repeated questions
  3. Count how often each question appears
  4. Search past threads for the best answer
  5. Is the answer still correct against current pages and rules?If not: send to an expert for review and search for a newer answer. Back to step 4.
  6. Draft a short FAQ entry with a link to the source thread
  7. Manager approves what gets pinnedThe agent waits here for your OK.
  8. Pin the entry and track repeat questions
  9. Did repeats fall after 4 weeks?If not: rewrite the entry or move it to a more visible place. Back to step 6.
  10. FAQ updates and repeat question report

How it decides

It proposes an FAQ entry when a question appears at least 3 times, and publishes only answers confirmed as current.

  • Propose an entry after 3 repeats in 30 days
  • Treat an answer older than 12 months as needing a check
  • Send answers about prices or rules to an owner for confirmation
  • Keep each entry under 100 words

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Repeat threshold (default 3)
  • Answer age limit (default 12 months)
  • Experts by topic
  • Where entries are pinned

What keeps you in control

It always asks you first

  • Manager approves every pinned entry
  • Expert approves outdated or sensitive answers

Hard limits

  • Never pins or edits posts itself
  • Does not publish answers that have not been confirmed

It stops when

  • Done: entries pinned and repeats tracked
  • Stop: no confirmed answer exists for a frequent question

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe question how do I reset my event ticket was asked 9 times in a month. The best answer was a 2022 thread, which referenced a button that no longer exists. The correctness check failed, so the agent sent it to the events lead, who gave the new steps. It drafted a 70 word entry and the manager pinned it. Repeats fell from 9 to 2.

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