Configure Your Brand Voice for AI

Overview

FluteOS uses a brand voice profile to ensure all AI-generated content — SMS messages, email copy, review responses, QR conversation scripts, and phone agent dialogue — sounds like your venue, not like generic AI output. This guide walks through setting up your brand voice in 10 minutes or less.

Prerequisites

• A FluteOS account with at least one venue configured
• A sense of how your brand communicates (formal/informal, warm/professional, etc.) — if you have existing marketing copy, have it handy

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Steps

1. Open Brand Voice settings

Go to Settings > Brand Voice. If you manage multiple brands under one organization, you'll see a brand selector at the top — configure brand voice separately for each brand.

2. Set your tone profile

FluteOS asks you to rate your brand on three axes using sliders:

Axis	Range
Formality	Very casual ↔ Very formal
Warmth	Professional distance ↔ Warm and friendly
Energy	Understated ↔ Enthusiastic

Set each slider to where your brand naturally sits. For a premium cocktail bar: Formality at 60%, Warmth at 75%, Energy at 40%.

3. Write a brand description

In the Brand Description field, write 2–3 sentences describing your venue and how you want guests to feel when they interact with your communications:

"Copper Vine is a sophisticated wine and cocktail bar in New Orleans' Garden District. We pride ourselves on warm hospitality, deep product knowledge, and making every guest feel like a regular from their first visit. Our communications are friendly, knowledgeable, and never pushy."

This description is injected into every AI prompt as context. The more specific you are, the better the output.

4. Add example phrases

In the Do Say and Don't Say sections, add examples of language that is or isn't on-brand:

Do say examples:

• "We'd love to have you back."
• "Let us know if there's anything we can do to make your next visit even better."
• "Your feedback means a lot to our team."

Don't say examples:

• "Check out our amazing deals!"
• "Don't miss out!"
• Any pricing urgency phrases ("limited time offer", "act now")
• Informal abbreviations (u, ur, lol)

Tip: Paste in 3–5 sentences from your existing Instagram captions, your website About page, or past email campaigns you liked. The AI will extract and internalize the patterns.

5. Add vocabulary preferences

In the Vocabulary section, enter:

• Preferred terms — Words you want the AI to use: "guests" (not "customers"), "craft cocktails" (not "drinks"), your signature menu item names
• Avoid these words — Anything that clashes with your brand: specific competitor names, casual slang that doesn't fit your vibe

6. Set content restrictions

Under Restrictions, configure what topics the AI should avoid in all generated content:

• Toggle off any content categories that don't apply to your venue (e.g., "Alcohol promotions" if you're a dry venue)
• Add any venue-specific sensitivities in the Custom restrictions field

7. Save and test

Click Save Brand Voice. Then test it immediately:

• Go to Reputation > Reviews, open a recent review, and click Generate with AI — does the response sound like your brand?
• Go to Campaigns > New Campaign and click Generate Message with AI — does the SMS match your tone?

If the output doesn't feel right, return to Settings > Brand Voice and refine your description and examples. The most common fix is adding more specific "do say / don't say" examples.

8. Apply to multi-brand accounts

If you manage multiple brands (e.g., a cocktail bar and a casual restaurant under the same org), repeat steps 1–7 for each brand. Brand voice is applied based on the brand assigned to each QR experience, campaign, and AI agent — so each brand always uses its own voice.

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How Brand Voice Is Used

Feature	How brand voice applies
Review responses	AI drafts use your tone, vocabulary, and restrictions
Campaign messages	AI-generated SMS/email copy matches your style
QR conversation scripts	AI conversations stay on-brand and on-topic
AI Phone Agent	Phone agent dialogue reflects your formality and warmth settings
Automation messages	All AI-written automation messages use your voice

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What's Next

• Set Up Your AI Phone Agent
• Manage Reviews Across Platforms
• Create Your First Campaign
• Brand Activations