Let ChatGPT collect your team's daily sales numbers and keep the scoreboard up to date

🧰 Before you start

• ChatGPT Pro (dots aren't in Plus) or a Business Premium seat
• A tracker sheet: one row per agent per day, with your key numbers as columns
• A simple way for agents to report, such as a short email or a form that drops answers into the sheet

🪜 Steps (tick as you go)

1. ☐
   1. Write the playbook first

   Decide the 3-5 numbers that matter (for example calls, conversations, appointments set, listings taken) and the time each day agents report by. Rick uses Claude to help write playbooks like this; any chat assistant will do.

2. ☐
   2. Set up the tracker

   Create the sheet with columns: date, agent, then one column per number, and a notes column. Connect it to ChatGPT.

3. ☐
   3. Choose how agents report

   The simplest is a two-line email to one address, or a short form that writes into the sheet. Tell the team the format and the cut-off time.

4. ☐
   4. Give the dot the job

   Open your dot in ChatGPT and paste the 'Daily numbers playbook' prompt below, filled in with your numbers, cut-off time and team names.

5. ☐
   5. Keep messages to the team as drafts at first

   Let the dot draft reminder messages for agents who haven't reported, and send them yourself until you trust it.

6. ☐
   6. Review the work

   For the first week, compare the sheet with what agents sent. Correct the dot in plain words when something's wrong; that's Rick's 'review the work' step.

7. ☐
   7. Add a weekly scoreboard

   Once the daily job is reliable, use the 'Friday scoreboard' prompt for a weekly summary you can share in the team meeting.

💬 Prompts to copy

Your job: keep [team name]'s daily activity tracker up to date.
Every weekday at [6pm, time zone]:
1. Read today's reports in [inbox / form responses] from: [agent names].
2. For each agent, add one row to [sheet name] with: date, agent, [calls, conversations, appointments set, listings taken], notes.
3. If an agent hasn't reported, draft a friendly one-line reminder for me to send. Don't send it yourself.
4. Send me a short summary: team totals for today, the top performer on [appointments set], and anyone who hasn't reported.
A good result is a complete sheet with no guessed numbers. If a report is unclear, leave that cell empty and tell me.

Every Friday at [5pm], using [sheet name], make this week's scoreboard: each agent's totals for [numbers], change versus last week, and team totals. List it highest to lowest by [appointments set]. Add one short, encouraging coaching note per agent based only on their numbers. Keep it to one screen.

🔗 Links

• Rick Bosley on LinkedIn: give your AI assistant a clear job and a playbook (source): https://www.linkedin.com/posts/bosleyrick_thebosleyteam-kellerwilliams-kwbrevard-activity-7515728921032675328-kWqj
• madewithdots.com (where we found it): https://madewithdots.com/
• OpenAI: getting started with dots: https://learn.chatgpt.com/docs/dots

From https://usecasy.com/use-case/dots-team-numbers-scoreboard/ · Guide checked 21 October 2026 · Prices are rough and shown in USD unless stated (MYR where relevant).