Today you will turn Vanilla's custom GPT into your BDM assistant.
This is not a theory session. You will work through real BDM situations, open the prompt beside each topic, paste it into Vanilla's dedicated custom GPT, and improve the result live. By the end, you should know where to work inside ChatGPT, how to use Vanilla's custom GPT, how to connect useful apps, and how to reuse practical BDM prompts before appointments, after calls, when writing emails, when handling objections, and when creating marketing content.
What this helps you do
Prepare faster, write cleaner, follow up better, and walk into owner conversations with more confidence.
What it does not replace
It does not replace your judgement, local knowledge, Vanilla Rentals processes, or verified facts.
How to use this page
Open each + prompt, copy it, test it in Vanilla's custom GPT, then adjust it to your real appointment or owner situation.
Use Vanilla's dedicated custom GPT first
For Vanilla Rentals work, start with the dedicated Vanilla custom GPT instead of a generic ChatGPT chat. It gives you a better starting point because it is designed around Vanilla's internal way of working.
You are helping me as a Business Development Manager at Vanilla Rentals in Queensland. For this conversation, focus on BDM work, not Property Manager workflows. Help me prepare for owner conversations, listing appointments, appraisal follow-ups, objection handling, proposal wording, and investor education. Before giving final wording, ask me for any missing details that would make the response more accurate.
Understand the ChatGPT web UI
Before using prompts, get comfortable with the screen. The web UI is where you choose the right workspace, open the right GPT, and keep related work organised.
Left sidebar
This is where Chats, Projects, pinned items, GPTs, and recent work usually live. Use it like your filing cabinet.
Chats
Use a normal chat for quick one-off tasks. For repeatable Vanilla work, open V | Assist instead.
Pinned
Pin important chats or GPTs so they are easy to find again. Pin V | Assist if it is available.
Projects
Use Projects when a task has multiple chats, files, and ongoing context, such as a campaign or onboarding project.
GPTs
GPTs are customised versions of ChatGPT. Vanilla has V | Assist, which should be your first stop for Vanilla work.
Apps / Connected apps
Apps let ChatGPT work with connected tools such as Gmail and Calendar, once access has been connected and approved.
Library
The Library is where saved or reusable outputs may appear, depending on your ChatGPT setup. Use it when you need to find previous generated work.
Deep Research
Use Deep Research for more detailed research tasks. For quick drafting and meeting prep, normal V | Assist is usually enough.
Agents
Agents are task-focused helpers. At the moment, Vanilla agents are mostly PM-focused, so do not assume they fit BDM work.
Canvas
Canvas is useful when you are working on a longer document, email, plan, or proposal and want to edit it beside the chat.
Explain the ChatGPT web interface to me as a new Vanilla Rentals BDM. Cover Chats, Projects, GPTs, pinned items, connected apps, Library, Deep Research, Agents, and Canvas. Keep it practical and explain when I should use each one for BDM work.
Set up personal settings
Personal settings can be adjusted later. The goal today is not to perfect every setting. The goal is to know where they are and what matters for daily BDM work.
Help me set up ChatGPT for my role as a Business Development Manager at Vanilla Rentals. Give me a checklist of the settings I should review, including connected apps, personalisation, pinned GPTs, projects, and privacy habits. Keep it simple and practical.
What AI can do for you
Think of Vanilla's custom GPT as a fast assistant sitting beside you. You still make the decision, but it can help you get to a better first draft much faster.
You are my practical BDM assistant for Vanilla Rentals in Queensland. For this training, show me 10 ways I can use Vanilla's custom GPT as a Business Development Manager. Keep each idea short, practical, and related to winning new property management business.
AI safety rules
Use ChatGPT freely, but do not let it invent facts for you. Anything legal, financial, market-related, or client-specific still needs checking.
Review this message before I send it to an owner. Check for: 1. Anything that sounds too pushy 2. Anything that could be legally risky in Queensland property management 3. Anything that sounds vague or unsupported 4. Anything that should be verified before sending Here is the message: [PASTE MESSAGE HERE]
Use Gmail and Calendar when the task needs your real work context
Once Gmail and Calendar are connected, ChatGPT can help you work from your actual emails and schedule. Use this carefully. It is powerful, but you still need to check the result before sending, booking, cancelling, or relying on anything.
Gmail
Use it to find owner emails, summarise threads, draft replies, prepare follow-ups, and identify unanswered messages.
Calendar
Use it to review appointments, prepare for the day, check availability, and create clean meeting plans.
Good rule
Ask ChatGPT to draft and organise. You still approve the wording, facts, recipients, times, and final action.
I am a Vanilla Rentals BDM. Using my connected Gmail and Calendar, help me prepare for today. Please give me: 1. Owner-related emails I should look at 2. Appointments or follow-ups I should prepare for 3. Any emails that look like they need a reply 4. A short priority list for the day Do not send or change anything. Just summarise and suggest.
Gmail prompts for BDM work
Use Gmail prompts when you want ChatGPT to help you find, summarise, or draft from your actual email context. Be specific about the owner, suburb, date range, or topic.
Search my Gmail for BDM-related emails from the last 14 days that may need follow-up. Look for: - Owner enquiries - Appraisal requests - Management proposal discussions - Emails where I promised to come back to someone - Unanswered owner questions Return a table with: 1. Sender 2. Subject 3. Why it may need follow-up 4. Suggested next action Do not send anything.
Find the email thread with [OWNER NAME / EMAIL / PROPERTY ADDRESS]. Summarise it for me as a BDM: 1. What the owner wants 2. Their concerns 3. What Vanilla has already said 4. Missing information 5. Recommended next reply Do not send anything. Draft only.
Calendar prompts for appointments and follow-up
Use Calendar prompts to prepare for your day and avoid missing obvious follow-up actions. Keep it practical: what is coming up, what needs preparation, and what should happen afterwards.
Look at my calendar for today and help me prepare as a Vanilla Rentals BDM. For each appointment, give me: 1. Time 2. Who I am meeting 3. Likely purpose 4. What I should prepare 5. Questions I should ask 6. Follow-up I should plan after the meeting Do not create or change any events.
Based on my calendar, suggest a good time today to block 30 minutes for BDM follow-up. Purpose of the time block: - Reply to owner enquiries - Send follow-up emails - Update notes - Prepare tomorrow's owner calls Suggest the time first. Do not create the calendar event until I confirm.
Prepare before seeing an owner
Before an appraisal or listing appointment, use ChatGPT to organise your thoughts and walk in with a plan.
I am a Business Development Manager for Vanilla Rentals in Queensland. Tomorrow I am meeting an owner about possible property management. Property/suburb: [INSERT PROPERTY OR SUBURB] Owner situation: [INSERT WHAT YOU KNOW] Goal of meeting: win the management if suitable Prepare me with: 1. Likely owner concerns 2. Questions I should ask 3. Points I should explain about our service 4. Possible objections 5. A simple meeting flow
Research the suburb
Use ChatGPT to prepare a starting point for suburb knowledge, then verify anything current with your normal sources.
Act as a Queensland property management BDM assistant. Help me prepare for an owner conversation about a rental property in: [INSERT SUBURB] Give me: 1. Likely landlord concerns in this suburb 2. Tenant demand talking points I should verify 3. Questions to ask the owner 4. Ways to position professional property management 5. A short plain-English suburb briefing I can use as speaking notes Flag anything that needs current market verification.
Prepare better questions
Good BDM conversations are not just presentations. Use ChatGPT to prepare questions that uncover motivation, pain points, urgency, and decision criteria.
Create a discovery question list for a BDM speaking to a rental property owner. The owner is: [self-managing / with another agency / buying an investment property / unhappy with current PM / unsure] I want questions that help me understand: 1. Their current pain points 2. Their expectations 3. Their timeline 4. Their concerns about property management 5. What would make them choose Vanilla Rentals Keep the questions natural, not scripted or robotic.
Prepare your listing presentation
Use ChatGPT to turn your key points into a clean, confident explanation. Do not memorise it word for word. Use it to sharpen your message.
Help me prepare a property management listing presentation for an owner. Audience: a Queensland investment property owner Agency: Vanilla Rentals My role: BDM Property/suburb: [INSERT] Create a natural flow covering: 1. Opening conversation 2. Questions to ask first 3. How to explain our service 4. How to discuss fees without sounding defensive 5. How to close with next steps Make it conversational and practical.
Use meeting notes properly
After a call or appointment, drop your rough notes into ChatGPT and turn them into clean follow-up actions. This is one of the biggest time savers.
Turn these rough BDM meeting notes into a clean summary. Please create: 1. Owner situation 2. Key concerns 3. What they liked 4. Questions still unanswered 5. Next actions 6. Follow-up email draft Use clear professional language. Rough notes: [PASTE NOTES HERE]
Explain services clearly
ChatGPT can help you explain property management services in plain English without sounding like a brochure.
Help me explain professional property management to a rental owner in plain English. The owner currently: [self-manages / uses another agency / is new to investing] Explain the value of: 1. Tenant selection 2. Rent collection 3. Maintenance coordination 4. Routine inspections 5. Compliance and documentation 6. Communication Make it sound natural for a BDM conversation, not like website copy.
Practise hard conversations
This is where ChatGPT is genuinely useful. Practise the objection before the owner says it in real life.
Role-play with me. You are a rental property owner speaking to me, a Vanilla Rentals BDM. Your objection is: "Your management fee is higher than the other agency." Only say one thing at a time and wait for my reply. After each of my replies, give me brief coaching on what I did well and what I could improve.
Give me 5 professional ways to respond when an owner says: "Another agency is cheaper." Requirements: - Queensland property management context - BDM tone - Not defensive - Focus on value, risk reduction, communication, and long-term outcome - Keep each response short enough to say naturally
Build trust, not pressure
BDM success is not just selling. The owner needs to feel heard, understood, and confident.
Give me natural phrases a BDM can use to build trust with a property owner. Include phrases for: 1. Acknowledging concerns 2. Clarifying expectations 3. Explaining risk 4. Discussing fees 5. Suggesting next steps Keep it warm, professional, and not salesy.
Write follow-up emails faster
This will probably be your most common daily use. Dictate rough notes, paste them in, and ask for a clear follow-up email.
Write a professional follow-up email to a property owner after a BDM appointment. Tone: warm, confident, not pushy Purpose: thank them, summarise key points, and confirm next steps Owner name: [INSERT] Property/suburb: [INSERT] Key things discussed: [INSERT NOTES] Next step: [INSERT] Keep it under 220 words.
Write a polite follow-up message to an owner who has not replied after a property management appraisal. Tone: helpful, not desperate Goal: restart the conversation and offer a simple next step Context: [INSERT DETAILS] Give me 3 versions: 1. Email 2. SMS 3. Phone call opening
Create summaries and action lists
Use ChatGPT to convert your work into clean internal notes, action lists, and follow-up items.
From these notes, create a BDM action list. Separate into: 1. Actions for me 2. Actions for the owner 3. Information still needed 4. Suggested next contact date 5. Short CRM note Notes: [PASTE NOTES HERE]
Improve proposals and wording
Do not ask AI to invent your proposal. Use it to improve the wording, structure, clarity, and persuasiveness.
Improve this BDM proposal text. Make it: - Clearer - More professional - More owner-focused - Confident but not pushy - Suitable for a Queensland property management owner Do not add facts I have not provided. Text: [PASTE TEXT HERE]
Educate investors
Investor education builds trust. Use AI to turn common questions into short, useful explanations.
Write a short investor education piece for Queensland landlords. Topic: [INSERT TOPIC] Audience: rental property owners Tone: practical and plain English Length: 250 words Include: 1. Why it matters 2. What can go wrong 3. How professional management helps 4. A soft closing line for Vanilla Rentals
Brainstorm campaign ideas
ChatGPT is good for quick idea generation. Use it when you need a starting list, not when you need final approval.
Brainstorm 10 practical BDM campaign ideas for Vanilla Rentals. Focus on Queensland rental owners. Avoid expensive campaigns. Include: 1. Campaign idea 2. Target owner type 3. Message angle 4. Simple first step 5. Example call-to-action
Use ChatGPT in the field
Because you are not always at a desk, the ChatGPT mobile app and voice dictation can be your daily shortcut. Open V | Assist first where possible.
I am going to paste rough dictated notes from a BDM appointment. Please clean them up into: 1. Meeting summary 2. Owner concerns 3. Opportunities 4. Follow-up email 5. Next action checklist Rough dictated notes: [PASTE VOICE NOTES HERE]
Prompt Builder
When a prompt is vague, AI guesses. When a prompt includes role, task, context, tone, audience, and output format, the result is much better. Build one below, copy it, and run it on the second screen.
Click Generate prompt.
Favourite prompts
These are the prompts a BDM is most likely to reuse after training.
You are my BDM assistant for Vanilla Rentals in Queensland. Help me with this task: [INSERT TASK] Context: [INSERT CONTEXT] Audience: [INSERT AUDIENCE] Tone: Warm, professional, clear, not pushy. Output: Give me a practical first draft, then list anything I should verify before using it.
Create social media content
Use ChatGPT to create draft posts, then edit them so they sound like Vanilla and are factually safe.