How to Set Up an AI Assistant for Admin Tasks in 10 Minutes

How to Set Up an AI Assistant for Admin Tasks in 10 Minutes

If you’ve ever thought about automating your daily admin but assumed it would take too long or be too technical, this is your sign to think again.

With modern tools like Unify, setting up an AI assistant takes less than 10 minutes — and it can start handling repetitive admin tasks straight away, all through WhatsApp.

In this guide, we’ll walk you through exactly how to do it, step by step, and show you how even a simple setup can save hours of work every week.

What Can a WhatsApp Assistant Actually Do?

A WhatsApp-based assistant can handle:

• Logging leave requests
• Sending follow-up reminders
• Sharing documents or templates
• Responding to common questions
• Tracking voice notes and converting them into updates

The best part? Your team doesn’t need to install anything new. They just message the assistant like they would a colleague — and it gets the job done.

Step 1: Decide What You Want to Automate

Start small. Pick one or two admin tasks that:

• Take up your time regularly
• Involve messaging or tracking info
• Could easily follow a repeatable process

Examples include:

• Reminding the team of Monday meetings
• Logging sick days
• Answering FAQs like “Where’s the invoice template?” or “What’s our leave policy?”

Focusing on one use case helps you see value instantly without overcomplicating things.

Step 2: Sign Up to Unify

Go to useunify.com and sign up for an account. You’ll be asked to link your WhatsApp number.

Once your account is ready, you’ll land in your dashboard.

Step 3: Add Your Knowledge

This is where the assistant learns what to do. You can:

• Upload documents (policies, guides, templates)
• Add specific instructions (e.g. “When someone asks for leave, ask for dates, then notify me”)
• Add reminders (“Every Friday at 3pm, remind the team to fill out their weekly updates”)

The more clearly you define the tasks, the smarter the assistant becomes.

You don’t need to write code — just type out the instructions in normal language.

Step 4: Test It in WhatsApp

Once set up, go to WhatsApp and message your assistant just like you would a team member.

Try something like:

• “I’m feeling unwell, can I take today off?”
• “What’s the Zoom link for tomorrow’s call?”
• “Remind me to follow up with Raj at 5pm.”

The assistant should respond based on the knowledge or instructions you added. If something’s missing, you can go back to your dashboard and improve it.

Step 5: Share It with Your Team

Once you’re happy with how it works, invite your team to start using it.

You can:

• Add the assistant to your team’s WhatsApp group
• Let people message it directly
• Assign specific workflows (e.g. only managers get approval requests)

The beauty of it is that it doesn’t disrupt your existing systems — it just sits in WhatsApp, quietly doing the admin work you’d rather avoid.

Real Tasks You Can Set Up in Minutes

• “Log sick leave automatically and notify my team”
• “Remind me every Monday to submit payroll”
• “Reply with the same onboarding email when someone joins”
• “Turn my voice notes into bullet-point summaries”

It’s like having a super-reliable assistant on call 24/7 — without needing to hire one.

Final Thought

Admin isn’t going anywhere — but how we deal with it has changed. Setting up a WhatsApp AI assistant is one of the easiest ways to reclaim your time, reduce errors, and stay on top of repetitive tasks without lifting a finger.

And the fact that it takes less than 10 minutes to get started? That just makes it a no-brainer.

‍