> ## Documentation Index
> Fetch the complete documentation index at: https://help.pantaos.com/llms.txt
> Use this file to discover all available pages before exploring further.

# System Prompt

> Set a default instruction that applies to all AI assistants in your organization.

## What it is

The System Prompt is a default instruction that applies to the AI assistants in your organization. You set it once, and it acts as a baseline for how assistants behave across the workspace. The product describes it as a prompt that will be used as a default instruction for AI assistants in your organization.

The System Prompt lives in the **Admin Panel**, on the **Organization Settings** tab, inside the **Organization Information** section. Because it sits in the Admin Panel, only administrators can view and change it.

## Why it matters

Without a shared baseline, every assistant starts from scratch and tone, language, and constraints drift apart. The organization System Prompt addresses this and has three concrete effects:

* **Consistency**: a single default instruction shapes assistants across the organization, so they share a common baseline.
* **Governance**: language, tone, and standing constraints are set centrally, not left to each individual assistant.
* **Efficiency**: set it once at the organization level instead of repeating the same instruction in every assistant.

## How to use it

<Steps>
  <Step title="Open the Admin Panel" icon="shield">
    Select **Admin** in the left navigation. This area is available to administrators only.
  </Step>

  <Step title="Open Organization Settings" icon="building">
    In the Admin Panel, open the **Organization Settings** tab. The page manages your organization's branding and appearance.
  </Step>

  <Step title="Enter the system prompt" icon="file-text">
    In the **Organization Information** section, type your instruction into the **System Prompt** field. Keep it general, since it applies as a default across assistants.
  </Step>

  <Step title="Save changes" icon="circle-check">
    Select **Save Changes** at the bottom of the page. The instruction then applies as the default for AI assistants in your organization.
  </Step>
</Steps>

## Key settings or options

<CardGroup cols={2}>
  <Card title="System Prompt field" icon="file-text">
    A free text field in Organization Information where you write the default instruction for the organization.
  </Card>

  <Card title="Scope" icon="building">
    The prompt is used as a default instruction for AI assistants across your organization, not for a single assistant.
  </Card>

  <Card title="Access" icon="shield">
    Located in the Admin Panel. Only administrators can view and edit the System Prompt.
  </Card>

  <Card title="Save Changes" icon="circle-check">
    Applies the System Prompt together with the other Organization Settings on the page.
  </Card>
</CardGroup>

## Tips and best practices

* Keep it short and general. The System Prompt is a baseline for the whole organization, not a place for task specific instructions.
* Use it for standing rules: the language to write in, the tone to keep, and constraints that should hold everywhere.
* Put task specific behavior into the assistant itself through the Assistant Wizard, not into the organization System Prompt.
* Review the prompt after changes, since it affects assistants across the organization rather than a single chat.

<Tip>
  Think in layers. The organization System Prompt sets the shared baseline. Each assistant adds its own configuration on top. Keep the baseline broad so individual assistants stay flexible.
</Tip>

## Examples

An administrator sets the System Prompt to keep all assistants writing in formal German and to avoid speculative claims. Every assistant in the organization then starts from that baseline, without each owner repeating the rule.

A company that works with external clients adds a standing confidentiality reminder to the System Prompt. The instruction applies across assistants, so the constraint is consistent regardless of who builds the assistant.

## Help center

<AccordionGroup>
  <Accordion title="I cannot find the System Prompt field" icon="shield">
    The field is in the **Admin Panel**, on the **Organization Settings** tab, inside **Organization Information**. It is visible to administrators only. If you do not see the Admin Panel, you do not have the required role.
  </Accordion>

  <Accordion title="My changes did not take effect" icon="circle-alert">
    Select **Save Changes** at the bottom of the Organization Settings page. The System Prompt is saved together with the other settings on that page.
  </Accordion>

  <Accordion title="How does it relate to an assistant's own instructions" icon="layers">
    The System Prompt acts as a default instruction for AI assistants in the organization. Individual assistants still carry their own configuration, which you set when you build them. Keep the organization baseline general so assistants stay flexible.
  </Accordion>

  <Accordion title="How does it relate to personal Memory" icon="brain">
    They are separate. The System Prompt is an organization wide default set by an administrator. **Memory** is personal, set by each user in Settings under Personalization, and applies to General Chat.
  </Accordion>
</AccordionGroup>