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Set up a BugHerd project with its team and clients
For project managers who want their AI assistant to create a BugHerd project, add team members and invite client guests in one request.
On this page
Connector
Connect BugHerd, pick your AI tool and paste the prompt.
The problem
New site reviews start with duplicate projects
Starting a site review in BugHerd means creating the project, adding team members and inviting clients as guests. It is easy to create a second project with the same name, or try adding a client as a member.
Without PopdockAI
- Check whether the project already exists
- Create it and add each team member
- Invite each client as a guest
- Add the wrong person as a member by mistake
With PopdockAI
- The project is created only if it does not exist
- Member emails are matched to your organization
- People not found are listed to invite as guests
- You see the full plan and confirm before it is applied
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Make sure the BugHerd project `{project-name}` exists, then add the members `{member-emails}` and invite the guests `{guest-emails}`.
**Step 1: Find or plan the project**
Call `bugherd-get-projects` with `name` set to `{project-name}`. If exactly one matches, use its project-id. If none match, plan to create it, which needs `{development-url}`; if that is empty, ask for it. If several match, list them and stop.
**Step 2: Resolve the members**
For each email in `{member-emails}`, call `bugherd-get-users` with `email`. Members must already belong to the organization: list any email not found as "not in the organization" and leave it out (it can be invited as a guest instead).
**Step 3: Confirm the plan**
Show: whether the project will be created, the members to add (name and email), the guests to invite. Wait for an explicit yes.
**Step 4: Apply**
* If the project must be created, call `bugherd-add-project` once with `name` and `development-url`, then call `bugherd-get-projects` with `name` to get the new project-id.
* For each member, call `bugherd-add-project-member` with `project-id` and `user-id`.
* For each guest email, call `bugherd-add-guest-to-project` with `project-id` and `email`.
**Step 5: Report**
A table of each person, their role (member or guest) and whether it worked, with any error.
**Rules & Guidelines:**
* The only write tools this prompt may call are `bugherd-add-project` (at most once), `bugherd-add-project-member` and `bugherd-add-guest-to-project`, after the user confirms.
* Never create a project when one with that name already exists.
* Do not make a project public; leave visibility at BugHerd's default.
**Validation:**
* If both email lists are empty and the project already exists, say there is nothing to do and stop.Who it's for
One answer, three teams that use it
Project managers
Kick off a site review in one step
Create the project, add the team and invite the client in one message.
Set up a Contoso Portal relaunch project in BugHerd for https://staging.contoso.com, add jo@northwindtraders.com and invite dana@contoso.com as a guest.
Agency producers
Bring clients in correctly
Clients are invited as guests, not added as members, so access stays right.
Add ana@fabrikam.com and tom@fabrikam.com as guests on the Fabrikam Shop BugHerd project.
Team leads
Add the team without duplicates
Members are checked against your organization and no second project is created.
Make sure the Northwind Traders site project exists in BugHerd and add sam@contoso.com and priya@contoso.com as members.
How it works
What PopdockAI does when you ask
You name the project and the people, and your AI assistant plans the setup in BugHerd. Nothing is applied until you have seen the plan and said yes.
01
Ask
You name the project, the member emails and the guest emails.
02
Check
It looks for an existing project and matches members to your organization.
03
Confirm
You see whether the project will be created and who is added, and say yes.
04
Apply
It creates the project if needed, adds members, invites guests and reports results.
What PopdockAI provides
The tools behind the answer
Ready made tools for BugHerd and one secure connection to your AI tool. No code, no exports.
bugherd-get-projects
bugherd-get-users
bugherd-add-project
bugherd-add-project-member
bugherd-add-guest-to-project
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
New projects ready with the right people
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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