Instructions are the written guidance MAX for Sales reads before it drafts an email, captures notes from an inquiry, or recommends spaces. You configure them once per venue, under Settings → Insights & Automation → Instructions, and every matching AI output follows them from then on. This is different from the one-off instruction a rep can add in the moment while drafting a single email, which only applies to that one draft.
Overview
| Section | What it covers |
|---|---|
| The instruction tabs | The four tabs and what each one feeds |
| Strong instructions | How to structure guidelines, the length limits, and how MAX for Sales uses what you write |
| Enhance instruction | The AI rewrite of your own guidelines, and what it changes and does not change |
| Output language | How output language is chosen, and the one case where a rep can override it |
The instruction tabs
The Instructions page has four tabs: Venue, Email, Spaces, and Notes. The page opens on Venue.
| Tab | What reads it |
|---|---|
| Venue | The space plan builder, and the email drafting assistant when a rep asks about venue strengths |
| Email drafting in Momentus Assistant | |
| Spaces | Space recommendations for an opportunity, from instructions tied to specific rooms or to all spaces |
| Notes | Note extraction when MAX for Sales reads an inquiry |
Switching tabs while you have unsaved edits prompts you to discard them. Arrow keys, Home, and End move between tabs if you prefer the keyboard.
Email instructions
Each email instruction is a named set of writing rules a rep can pick when drafting. Use New instruction to add one, then open it from the list to edit it.
| Field | Required | What it does |
|---|---|---|
| Instruction name | Yes | What reps see when choosing an instruction. Up to 100 characters, unique per venue. |
| Tone preset | No | Professional, Friendly, Warm, Concise. Defaults to Professional. Pick more than one to blend them. |
| Guidelines | No | Your written rules. Up to 10,000 characters, with a counter under the field. |
| Predefined fields | No | Fixed context passed to the AI with this instruction. One set per instruction. |
Predefined fields carry Sales person name, Title, Venue name, Contact phone, Account phone, Email, and Sign-off closing. MAX for Sales is told to use only the fields you fill in and never to invent a value for a blank one, so you can leave fields empty.
⚠️ Warning: Deleting an instruction cannot be undone.
Venue instructions
Venue-context instructions are reference text about the property itself: what you offer, how you sound, what the AI must not claim. They have a name and Guidelines only, with no tone preset and no predefined fields.
Venue instructions apply to the whole venue. MAX for Sales reads them when it builds a space plan, and in the email drafting assistant when a rep asks about venue strengths. Instructions about a specific room go on the Spaces tab.
Every venue starts with one default instruction named Default venue context. Edit it to fit your venue.
Space instructions
Each space instruction is tied to specific rooms, or to all spaces. MAX for Sales reads them when it recommends spaces for an opportunity. Instructions about a specific room go here, not on Venue, which holds venue-wide instructions. Space instructions are separate from email instructions, which shape how emails are written.
Use New instruction to add one, then open it from the list to edit it. In the Space field, choose one or more rooms, or All spaces. Each space can have one instruction.
📌 Note: A space that another instruction already covers does not appear when you add a new instruction. Check the existing list to find which instruction covers it.
Note instructions
Note instructions control what MAX for Sales captures from an inquiry, per note category. The category is the instruction name. You choose a category, then write the guidance for it.
The following 14 categories are available: Agenda Structure, Rooms, F&B Requirements, AV / Production Needs, Misc Operational Notes, Internal Notes, Budget & Pricing, Transportation & Logistics, Accommodation, Vendor Coordination, Contract Notes, Catering Details, Tech Requirements, and Sustainability Notes.
Guidelines here allow up to 2,000 characters, which is lower than the 10,000 limit on Email, Venue, and Spaces.
📌 Note: Note extraction stores only what an inquiry explicitly states. Asking it to infer a budget from the event type, or to guess headcount from a room request, does not work. Tell it what to capture and to quote the inquiry where it can.
Strong instructions
MAX for Sales shows this hint under every Guidelines field. Use it as a checklist:
Say what this instruction is for, the goal of each output, who reads it, and the voice or tone you want. Describe how answers should look (length, structure, bullets vs prose) and list do / do not rules, must-use facts, or boundaries the model should respect.
Recommended structure
The default Default venue context instruction uses a five-heading shape you can reuse for any instruction. Copy it, then replace the bracketed text with your own details:
```markdown
What this skill is for
Ground AI answers in our venue: what we offer, how we sound, and what a good response should cover before specific questions.
Who reads it
Planners, ops, or guests. Clarity and accuracy over hype.
Voice
Professional, hospitable, concise. Use we/our for the property. Define jargon once.
Facts (edit placeholders)
Venue [name], area [city/district], space types (ballroom, breakouts, outdoor), programs we actually book (corporate, weddings, galas).
Boundaries
Do not invent capacity, pricing, dates, permits, or guarantees. Say not specified when unknown; escalate safety, legal, or contracts to the right team. ```
Use the Boundaries heading to tell MAX for Sales what it must not claim.
How MAX for Sales uses guidelines
MAX for Sales receives your guidelines as reference context from the venue admin, not as instructions to follow blindly. That has two consequences:
- Guidelines shape wording, structure, and what gets mentioned. They are strong.
- Guidelines do not override limits built into MAX for Sales. Guidelines cannot make MAX for Sales state a confirmed price, a guaranteed date, or a contractual commitment.
Write guidelines as venue facts and house rules. Do not write them as commands to MAX for Sales.
Length limits
| Limit | Value |
|---|---|
| Instruction name | 100 characters |
| Guidelines (Email, Venue, and Spaces) | 10,000 characters |
| Guidelines (Notes) | 2,000 characters |
| A rep's own one-off instruction when drafting | 500 characters |
| The full text MAX for Sales sends to the AI for one email draft | 12,000 characters |
Upload guidelines
Upload next to the Guidelines label reads text out of a .txt, .pdf,
.doc, or .docx file under 20 MB and drops it into the field.
📌 Note: Upload keeps only the first 10,000 characters of the file on Email, Venue and Spaces. On Notes, it keeps only the first 2,000 characters. MAX for Sales drops the rest. You see a warning only if the file has more than 10,000 characters. Treat Upload on Notes as a way to pull in a short, already-edited passage, not a way to import a brand or sales playbook whole.
💡 Tip: Upload the passage you want, then run Enhance instruction on it. On Email and Notes, Enhance compresses a long source down to the most important rules. On Venue and Spaces it only tidies your wording and does not shorten it, so trim the file before you upload.
Enhance instruction
Enhance instruction sits beside Upload in the instruction editor. It sends your current guidelines to MAX for Sales and returns a rewritten version.
It needs something to work with. On Email, Venue, and Spaces, an empty Guidelines field opens no dialog and shows this message instead: Guidelines required: Add some guidelines text before using Enhance. On Notes, the button is unavailable until there is text.
The flow:
- Select Enhance instruction. A dialog opens and shows Thinking.
- The rewrite appears under Suggested guidelines.
- Select Accept to replace your guidelines with the suggestion, Regenerate to ask for another version, or Cancel to close the dialog and change nothing.
What it does depends on the tab.
On Email and Notes:
- Rewrites your text into clearer, better-structured Markdown.
- Preserves your intent, tone rules, boundaries, and factual constraints.
- Compresses redundant prose and prioritizes your most important rules when the source is long.
- Redacts anything that looks like a secret, a password, or personal data.
On Venue and Spaces, it only tidies:
- Puts each rule on its own line, with no bullets or headings.
- Keeps your words. If the rewrite would change, add, or drop a word, MAX for Sales discards it and gives you your original text back, so an unchanged result is expected.
- Replaces email addresses, phone numbers for a named person, and secrets or access codes with [removed]. Room names, capacities, dates, and prices stay as written.
- Does not translate or shorten your text.
What it does not do:
- Invent venue facts, policies, or offers your text did not imply.
- Turn your rules into marketing copy.
- Exceed the field's character limit.
📌 Note: Accept updates the field, not the record. You still have to use Save changes to keep it.
💡 Tip: Run Enhance instruction on the default Default venue context first. The result shows what Enhance does to a known instruction before you use it on your own writing.
If the rewrite fails, you get an Enhance failed message and the dialog closes with your original text untouched.
Output language
Instructions have no language field. MAX for Sales chooses the output language from the language on the signed-in user's account, falling back to the venue default of English.
Four languages are supported: English, Spanish, French, and German.
Every AI feature that reads your instructions is told to answer in that language whatever language the input was written in. A Spanish inquiry arriving at a German venue still produces German output.
Two things stay the same when the language changes:
- Structural markers stay in English. Field labels, section headers, and fixed values like status labels or score band names are not translated. Only prose is.
- Your guidelines are not translated. The language rule controls what MAX for Sales writes, not what you author in. Write instructions in whatever language your team works in.
The email exception
Email drafting is the one place a rep can override the configured language. If a rep's own instruction explicitly asks for an email in a particular language, such as "write this in German", that wins.
The override applies only to explicit requests:
- An explicit request from the rep overrides the configured language.
- Passive language matching does not. A reply does not switch to the customer's language because the quoted thread, an earlier message, or the proposal details happen to be in it.
📌 Note: This limit is a safety decision. AI features in MAX for Sales read text from outside your organization, such as inbound emails, meeting notes, and transcripts. If content could select its own output language, anyone who can email your venue could steer what MAX for Sales produces. The carve-out exists only for the flows where MAX for Sales writes an email on a rep's behalf.
When a rep does override the language, dates and numbers follow that language's conventions too: date order, month names, decimal and grouping separators.
Enhance and language
On Email and Notes, Enhance instruction follows the same language rule. Running it on a French account returns French guidelines, whatever language you wrote the original in. On Venue and Spaces, Enhance keeps the language you wrote in.
💡 Tip: If you want an Email or Notes instruction enhanced in a language other than your account's, change your own account language first, run Enhance instruction, then change it back.