Prompt Manager

What this is for, in one sentence: Prompt Manager is where you choose and manage the exact questions AI gets judged on — everything else in Zicy is built from the answers to these questions.

Before you read this: if you haven’t yet, read How to write tracked prompts that actually work (GS-02) first. That guide covers what to write; this article covers how the screen works — tabs, statuses, tags, and quotas.

We continue with Sarah at MenuPilot, now running 13 active prompts.

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The three tabs

Prompt Manager is split into three tabs along the top:

1. Tracked Prompt — the live view: every prompt’s status on every AI platform. Come here to check whether tracking is running.
2. Manage Prompt — the list view: add, edit, tag, pause, or delete prompts. Come here to change things.
3. Manage Tags — your Tag Library: create and organize the labels you attach to prompts.

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Reading the per-engine statuses (Tracked Prompt tab)

Each prompt is tracked on five platforms independently — ChatGPT, Gemini, Perplexity, Google AI Mode, and Google AI Overviews — so each prompt row shows five little status chips.

What each status means, in plain English:

1. Analyzed / completed — this engine’s answer has been collected and measured. The normal state.
2. Analyzing — Zicy is currently running this question on this engine. Normal for new prompts and during the weekly refresh; nothing for you to do but wait. There’s no countdown shown, so give new prompts some hours before worrying.
3. Failed + Retry — this one engine’s run didn’t complete. It affects only that engine on that prompt — the other four keep working. Click Retry. If the same chip fails repeatedly across days, contact support with the prompt text.

Good to know: a couple of Analyzing or even Failed chips on a big prompt set is normal operations, not a broken account. Worry only if everything stays red for days.

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Generating prompts (the smart generator)

The Generate More Prompt button opens the smart generator, which writes buyer-style questions from your brand profile.

The three optional fields are worth using:

1. Focus Topic — steer the batch toward one theme (e.g., “menu pricing”) instead of general category questions. Great for filling a specific blind spot.
2. Location — generates questions for a specific market, and tags them with it automatically.
3. Language — generates the questions in another language, for tracking non-English markets.

Generation takes a little while (a spinner, typically well under a minute). Generated prompts arrive as drafts — review them against the GS-02 checklist, remove any weak ones, then activate.

Custom prompts (the “Add Custom Prompt” button) are covered with a screenshot in GS-02 — one question per line, live counter, then Add. Note that unlike generated prompts, custom prompts activate immediately — there’s no draft step — so check them before you click.

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Tags (Manage Tags tab)

The Tag Library shows every tag and how many prompts carry it. Create tags here, then attach them from the Manage Prompt list (each row has an “+ Add” control). If the library looks empty on a new account, that’s expected — tags appear once you create them; Zicy only auto-creates location tags.

Why bother? One reason, and it’s a big one: tags are the filter for everything downstream — the dashboard, Key Topics, sentiment, and exports can all be sliced by tag. The tagging system suggested in GS-02 (one location tag + one topic tag per prompt, from a list of 3–6 topics) is all you need.

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Understanding the quota panels

The three counters at the top of the screen meter different things — here’s the decoder:

1. Prompt Slots — how many prompts your plan lets you track in total. Sarah’s “13/10000” = 13 slots used. Deleting or pausing a prompt frees its slot.
2. Analysis Quota — the number of individual AI-answer analyses included per period. The math to remember: one prompt = five analyses per run (one per engine). Sarah’s 13 prompts consumed 65 analyses on their first run — that’s why the counter moves faster than the prompt count. It resets on the date shown.
3. Content Credits — nothing to do with prompts; this is the currency for the Content Generator (see the Action Center article, M-13).

When you activate prompts, a confirmation states the exact cost before anything is spent — you’ll never be charged quota silently.

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Pausing and deleting prompts

On the Manage Prompt tab, each row has controls to pause, edit, or delete:

1. Pause keeps the prompt and its history but stops the weekly runs — the right choice for a seasonal question or when conserving quota.
2. Delete removes the prompt and its history, after a confirmation step. If in doubt, pause instead; you can always delete later, but you can’t un-delete.

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Common questions

How long until a new prompt shows results? The first analysis usually completes within hours; the dashboard consolidates results on the weekly cycle. Patience for the first week is normal — see Step 4 of GS-01.

The Summary Statistics here look different from my dashboard — which is right? Treat the AI Visibility Report (the dashboard) as your authoritative scoreboard and the Prompt Manager stats as a quick local glance. When in doubt, quote the dashboard.

Can I change a prompt’s wording? Editing a prompt effectively starts a new measurement — the old wording’s history won’t blend with the new one. For a meaningful trend, keep wording stable; add a new prompt instead of rewording an old one.

Do paused prompts cost quota? No — paused prompts consume no analyses. Their slot stays reserved until deleted.

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What to do next

• Write better questions: How to write tracked prompts that actually work (GS-02).
• See what a prompt’s answers actually look like: Per-Prompt Results (M-03).
• Read the scoreboard those answers produce: AI Visibility Dashboard (M-04).