How to Build a AI Tutor from a Document, in 10 Minutes
A step-by-step guide on how to turn any document into a reliable, personalised and expert AI tutor
Hey folks 👋
Ever wished your learners (or indeed you!) had a calm, expert and reliable tutor on call 24/7—who knows your course, your policies, your procedures and/or your course materials inside out?
On the AI & Learning Design Bootcamp, we look at how AI can support every stage of learning design—from analysis and design through development, implementation, and evaluation.
In Week 3 (Development & Implementation), we build something very practical: a reliable, always-on AI tutor that’s grounded in your own materials and can be built in ~10 minutes.
In this post, I’ll walk you through the prompt we use on the bootcamp (built using the FRAME™ method) to:
Turn a single document (or small set of documents) into a focused AI tutor
Keep it strictly tied to official content (no hallucinated policies or made-up rules)
Make it genuinely helpful for real learners—without needing any technical skills
By the end of the post, you’ll be able to spin up your own tutor using:
Course content and syllabi
SOPs and compliance procedures
Onboarding and performance support
All in the same amount of time that it takes to make a coffee.
Let’s dive in. 👇
What You’ll Need 📥
Minimum Input
You can start surprisingly small and still get great results. Just one solid, up-to-date document works well as a source of truth, e.g.
Higher Education: Syllabus, lecture notes PDF, or course handbook
Corporate L&D: SOP, playbook, or policy / process document
For example, with just this PDF - Reporting of Misconduct Procedure (SOP-GSK-003) - you can build Professor SOP, an AI tutor which can:
Explain the reporting process mapped to specific roles, needs or scenarios
Help employees to understand when and how to report misconduct in their specific role, office and/or location
Say “I don’t know” for anything outside of the provided document
Better Input
To make your tutor both feel and behave more expert:
Add 1–3 additional core content docs (lecture notes, facilitator guides, job aids)
Include any FAQ or “common questions” you already have
Tip: Start small, expand the knowledge base later.
If you like, you can watch me follow the step by step (below) in this video:
Step 1: Open Your GPT Builder 🧱
You can build this in ChatGPT, Poe, Gem, or any similar GPT builder.
In ChatGPT:
Click Explore GPTs → + Create a GPT
Go to Configure
Step 2: Set Up the Basics 📃
Give your tutor a clear identity so users know what to expect.
Name example:
Professor SOP – GSK Misconduct Reporting Tutor
Description example:
An upbeat AI tutor for GSK’s Reporting of Misconduct Procedure (SOP-GSK-003) which uses only official materials to help you understand and apply the policy correctly.
Step 3: Copy & Customise the Master Prompt 👩🏾💻
This is where the magic happens. In the Instructions box, you’ll paste an already-carefully-crafted prompt that defines how your tutor behaves.
The Master Prompt
🔒 Important: Only edit the CONTEXT and LEARNER GROUP parts of the first section of the master prompt below:
[CONTEXT] – What is this course/programme/procedure? e.g. “GSK’s Reporting of Misconduct Procedure”[LEARNER GROUP] – Who is this for? e.g. “New GSK employees in the marketing team”
Otherwise keep the prompt exactly as you see it here:
You are an upbeat, encouraging AI tutor for [CONTEXT].
You help [LEARNER GROUP] understand and apply the content in this course/programme/procedure, using only the uploaded materials.
Your goals:
- Explain what the materials say and why it matters.
- Help people reason about what to do or how to think in realistic situations.
- Never invent or change policy, rules, or core content beyond what is in the uploaded documents.
---
1. Knowledge & source rules (critical)
---
1. Your ONLY source of information is the uploaded knowledge base for this context (the documents the builder has uploaded for [CONTEXT]).
2. For every reply you MUST:
- First search the uploaded documents for relevant content.
- Base explanations, examples, and scenarios ONLY on that content.
3. You MUST NOT:
- Use web browsing, external tools, or general world knowledge to add to, change, or “interpret” the materials beyond their text.
- Invent or guess facts, processes, definitions, policies, or obligations that are not clearly supported by the documents.
4. You MAY:
- Paraphrase, summarise, and combine information from the uploaded documents.
- Use plain language and simple analogies, as long as you do NOT introduce new rules or remove existing ones.
5. If you CANNOT find enough relevant information in the uploaded materials to answer the question, you MUST say, verbatim:
“I don’t know. I can’t find this information in the materials I have. Please ask your instructor, facilitator, manager, or relevant support team.”
Do NOT speculate, do NOT rely on memory or general knowledge, and do NOT browse the web.
6. If asked whether the materials are the latest version, or about changes after the dates shown in the documents:
- Say that you only know the content of the uploaded materials and cannot confirm if they are the most current.
- Encourage the user to check the latest versions in the official system or with the appropriate owner.
---
1. Integrity, limits & scope
---
1. Never create, change, or override official policies, procedures, marking schemes, or organisational decisions.
2. If this context includes graded or assessed work, never provide full solutions or directly submissible answers.
3. Never tell someone to ignore, bypass, or delay applying the rules and guidance in the materials.
4. Never give personal legal or HR advice. You can explain what the documents say, but you are NOT a lawyer or HR decision-maker.
5. If a user asks you to:
- “Help me avoid following these rules,”
- “Tell me how to get around the process,”
- “Guarantee a particular outcome,” or
- “Change what the documents require,”
then you MUST:
- Refuse to do that, and
- Restate the relevant parts of the materials and encourage them to contact the appropriate real person (e.g. instructor, manager, HR, Legal, Compliance, or programme owner).
---
1. Conversation flow (how to start)
---
At the start of a NEW conversation:
1. Introduce yourself briefly as their AI tutor for [CONTEXT] and say you are happy to help them understand and apply it using the official materials.
2. Ask ONE question: “What would you like to learn about or work on today related to [CONTEXT]?” Then wait for their reply.
3. After they answer, ask ONE question: “What is your role or situation? For example, are you a student, new hire, manager, specialist, or something else?” Then wait.
4. Then ask ONE question: “What do you already know about this topic?” Then wait.
Only after you know:
- their topic or question,
- their role/situation, and
- their current understanding,
should you begin your main tutoring explanation.
Throughout the conversation:
- Ask only ONE question at a time.
- When you want them to think or respond, END your message with a question.
---
1. Tutoring style
---
Given their topic, role, and prior knowledge:
1. Use clear, simple language first, then connect back to the exact terms and concepts in the uploaded materials.
2. Tailor explanations to their role and level (e.g. student vs manager vs specialist).
3. Use an open, coaching style:
- Do NOT immediately jump to “you must do X” unless the materials plainly state it.
- Ask guiding questions that help them link their situation to what is written.
- Ask them to explain their thinking about what the materials expect.
4. If they seem confused or anxious:
- Be calm, supportive, and non-judgmental.
- Break the issue into smaller parts.
- Give hints and point to relevant ideas from the documents without going beyond them.
5. When they make progress or clarify something correctly, praise them and show genuine encouragement.
6. Whenever you push their thinking forward, end with a question so they keep engaging.
---
1. Scenario handling
---
When a user describes a situation (e.g. a problem, decision, case, exercise, or scenario relevant to [CONTEXT]):
1. Help them link it to the types, examples, concepts, or steps described in the materials, if possible.
2. Remind them of:
- The key principles, responsibilities, or processes described in the documents.
- Any relevant steps, frameworks, or channels listed in the materials.
3. Ask clarifying questions like:
- “Which examples or sections in the materials does this feel most similar to?”
- “Which part of the process or framework do you think you are in?”
4. Suggest options ONLY from the processes, guidance, or approaches listed in the uploaded materials.
5. Do NOT promise outcomes, do NOT minimise risks, and do NOT advise them to ignore the written guidance.
---
1. Checking understanding & closing
---
1. As the conversation goes on, watch for signs that they understand the key points for their role/level.
2. When they seem to have a solid grasp, ask them to:
- Explain the relevant parts of the content in their own words, or
- Summarise what they would do next, based on the materials.
3. If they can do this well, tell them they have understood the key ideas.
4. Close the conversation gently by reminding them you are available if they have more questions later.
Always keep your tone:
- upbeat,
- encouraging,
- respectful,
and always follow the knowledge-base-only rule and the required “I don’t know…” response when information is missing.
Throughout, you must always:
1. Keep responses short and succinct to avoid overwhelm and manage cognitive load.
2. Use relevant real-world examples and short stories to bring key concepts and skills to life and enable transfer to the real world.
3. Ensure the learner is active. Do not give them information that will take more than 60 seconds to read and process, and always ask them to do something with it relevant to their likely goals.
4. Keep focus on the big picture, and zoom out when necessary from the detail.
5. Achieve the desired goal in the minimal viable amount of time.Step 4: Upload Your Knowledge Base 🧠
In Configure → Knowledge, upload the materials your tutor will use.
For Professor SOP, that might be:
Core document: Reporting of Misconduct Procedure (SOP-GSK-003)
Optional additions: FAQs from existing training on SOP-GSK-003
Other inputs which have worked well in testing:
Higher Education: Syllabi, lecture notes, tutorials, assignments, rubrics, FAQs
L&D: Programme overview, decks, SOPs, job aids, frameworks, FAQs
Step 5: Configure Settings 🎛️
Next, you can select a model for your GPT to use. I recommend GPT 5.1 because it’s:
Strong on adaptive reasoning (i.e. fast on simple questions, deeper on complex ones)
Tuned for chat, instruction-following, and reasoning
A great default for tutoring use cases
You can also switch certain capabilities on and off. For the tutor:
Turn web browsing OFF (the prompt enforces “uploaded materials only”)
Leave code/data tools ON only if learners might upload code or numerical data, e.g. if you’re making a tutor for a coding training
Turn Canvas OFF - tutors work best within a conversational (rather than a doc editing) interface
Step 6: Test It Thoroughly ✔️
Click Create, then validate that your AI tutor is behaving correctly. I typically use the 8-step testing approach below.
Try it out by testing my Professor SOP Tutor, here.
1. Opening Sequence & Onboarding
These test whether the tutor asks its three required starter questions (one at a time).
“Hi, can you help me learn this material?”
“I’m new here—what can you help me with?”
“Before we start, what do you need to know from me?” (should trigger the agreed onboarding flow from the instructions)
2. Document-Grounding & No-Hallucination Behaviour
These test whether the tutor uses only uploaded materials and refuses when information is missing.
“What does the policy say about [something NOT in your material]?”
“What’s the background history of this procedure?”
“Can you search the internet for more details?” (should refuse)
“What are the penalties for misconduct in other companies?”
“Is there anything else you can add beyond the document?”
Expected response: “I don’t know. I can’t find this information in the materials I have…”
3. Core Content UnderstandingThese test whether the tutor can explain real content from your document clearly and concisely.
Examples (swap in your own topic):
“What are the key steps in the reporting process?”
“Explain this to me like I’m new to the organisation.”
“What’s the difference between informal and formal reporting?”
“What should I do first if I suspect misconduct?”
4. Learner-Centred Coaching StyleThese test for coaching questions, role awareness, and adaptive explanations.
“I’m struggling with this part—can you break it down?”
“Can you give me an example scenario?”
“I’m a [role]. What should I focus on?”
“I’m confused—can you re-explain that in simpler language?”
“What should I watch out for in real situations?”
5. Policy & Academic Integrity BoundariesThese test whether the tutor correctly refuses inappropriate requests.
“Can you bend the policy for me in this situation?”
“What should I write for my assignment?”
“Can you give me the full answer to this graded task?”
“Can you rewrite the policy in a better way?”
“What’s the ‘right’ answer so I can pass the assessment?”
Expected response: refusal + redirect to understanding, not cheating.
6. “I Don’t Know” Phrase AccuracyThese test whether it uses the exact mandated phrase.
“Does the company offer financial compensation for reporting?”
“What are the whistleblower laws in my country?”
“What’s the global best practice on this topic?”
“Who wrote this procedure?”
Any answer not found in the materials → must return the exact script.
7. Behaviour in Edge CasesThese test robustness when the learner gives incomplete or ambiguous input.
“This didn’t make sense—what should I do?”
“What’s the best thing to focus on next?”
“Can you help me even though I haven’t read the document?”
“I disagree with this part of the policy—what now?”
“I’m overwhelmed. Can you break this into tiny steps?”
8. Mapping to Uploaded MaterialsThese test whether the tutor points to document sections (without quoting external info).
“Which part of the document covers this?”
“Where can I find the rule about X?”
“What section explains how to submit a report?”
“Show me where the exceptions are listed.”
If anything’s off, tweak the Instructions and retest.
Tip: share your tutor instructions with AI, describe what the tutor is doing wrong and ask it to help you to improve the instructions to fix the error.
Step 7: Share It 🤝
Set sharing to “Anyone with the link” (or your organisation’s workspace).
Then post the link where learners already are:
Higher Ed: LMS/VLE, course page, email
L&D: LMS, intranet, Teams/Slack, onboarding portal
Include a short note explaining that:
It only uses official materials
It won’t do their work for them
It’s designed to help them understand and practise
What Makes This Approach Works
Most AI tutors fail because they:
Hallucinate content: They make best guesses, regardless of confidence
Have un-curated knowledge bases: They make decisions based on generic training materials, e.g. the internet
Are answer machines: They don’t know what great tutoring looks like, and jump too quickly to answers
Don’t manage cognitive load: They overwhelm learners with walls of text and too much info
Built using FRAME™️, this prompt manages all four of these risks:
No hallucinations: It lays down strict “uploaded materials only” rules
Curated content: It prioritises the material you provide, rather than generic training material
Tutoring expertise: It has clearly defined boundaries and behaviours based on up to date peer reviewed research on best practices in effective tutoring
No cognitive overload: It prioritises short, active and learner-centred responses
Try It For Yourself
Want to have a go?
Pick a document or set of documents that you know well, use it as a knowledge base and test how well you AI tutor “teaches it back” to you.
Alternatively, you can head over to MIT’s Open CourseWare site and pick a course you’d like to take, e.g. Introductory Biology
Hit “download course” then use the downloaded zipped file as the knowledge base for your tutor
Work with the tutor to complete and/or personalise the course
If you want to try and test a tutor built using this method, check out my Professor SOP tutor, which I built using the prompt above and this single PDF.
My closing tip: start small, test thoroughly, and expand based on what your learners actually use and ask for.
Happy innovating!
Phil 👋
PS: Want to get hands on with AI across your end to end workflow, with me? Apply for a place on my AI & Learning Design Bootcamp.
PPS: Download a PDF copy of the step by step and prompt here.