How to Use the Prompt Calendar with AI-Generated Prompts and Brand Templates

Videospan’s Prompt Calendar automates the entire video collection process — from sending questions to capturing, branding, and organizing responses.
With AI-generated prompts and  brand templates, every video collected is instantly aligned with your organization’s visual identity — no manual editing required.

What the Prompt Calendar Does

When you use the Prompt Calendar, Videospan:

• Automatically generates engaging prompts using AI.

• Schedules and sends them to your chosen participants.

• Provides a personalized recording link for each recipient.

• Instantly applies your brand template to every video response as soon as it’s submitted.

The result: perfectly branded, ready-to-publish videos collected automatically from your team, customers, or community.

 How AI Prompts and Templates Work Together

1. AI-Generated Prompts

   • Videospan’s AI creates thoughtful, conversational questions that match your brand tone and campaigns.

   • You can use them as-is or make quick edits before scheduling.

2. Automatic Brand Templates

   • Every response recorded through a Prompt Calendar automatically inherits your default brand templates.

   • That means intros, outros, logos, overlays, captions, and brand colors are all applied instantly.

   • No editing, exporting, or re-branding needed — each video is ready for review or publishing right away.

Step-by-Step: Setting Up a Prompt Calendar

1. Create a Prompt Calendar

From the left-hand navigation, go to Prompt Calendar and click Create New Calendar.

2. Generate or Add Prompts

Choose one of two options:

• AI-Generated Prompts: Let Videospan’s AI create questions automatically.

• Manual Prompts: Write your own questions and mix them with AI suggestions.

AI prompts are automatically customized using your brand voice, content history, and campaign themes.

3. Schedule Delivery Times

Use the calendar interface to pick when participants receive each question:

• Set daily, weekly, or custom schedules.

• Adjust for participant time zones.

• Add one-off prompts for special events or announcements.

4. Add Participants

Click Add Participants and choose who should receive the prompts.
You can:

• Add individuals manually,

• Upload a CSV list, or

• Select from existing collections or contact groups.

5. Confirm the Brand Template

Before saving, make sure your default brand template is assigned to this calendar or collection.
This ensures that all responses will:

• Render automatically in your brand format, and

• Include your approved logos, fonts, bumpers, overlays, and colors.

You can assign different templates for different Prompt Calendars — for example, “Customer Stories” vs. “Team Updates.”

6. Save and Launch

Click Activate Calendar.
Videospan will:

1. Send AI-generated or custom prompts at the scheduled times.

2. Collect participant responses automatically.

3. Generate final, brand-aligned videos — instantly ready to review, share, or repurpose.

Example Workflow

• Monday: AI sends a prompt — “What’s one success story from this week?”

• Tuesday: Participants record quick 30-second clips via their email link.

• Wednesday: Videospan automatically applies your “Weekly Wins” brand template — complete with intro, outro, captions, and music.

• You receive a library of branded, share-ready videos in your collection.

 Best Practices

• Keep AI prompts short and conversational to encourage authentic responses.

• Assign a unique template for each campaign or department.

• Review collected videos weekly to highlight top responses.

• Pair with AI repurposing to instantly create clips, blog posts, or social snippets.

Summary