Search AI helps businesses track the topics and questions customers search for across AI platforms. Themes represent the topics relevant to your business, while prompts represent the specific customer questions associated with those topics.
The Themes and Prompts setup page enables you to create, manage, and track themes and prompts from a single location. You can configure them at both the brand and location level, upload them in bulk, and monitor their tracking status to gain deeper insights into customer search behavior.
Prerequisite: Configure Search AI Report Settings
Before configuring themes and prompts, ensure your Search AI reports are configured to generate reports by location & by brand.
Navigate to Search AI > Settings > Report and select By location & by brand.
Once enabled, the Themes and Prompts page displays separate By location and By brand views, allowing you to manage themes and prompts independently for each reporting level.
To learn more about configuring Search AI reports, refer to the How to Configure Search AI Report Generation Settings article.
What Are Themes?
Themes are the primary topics customers search for that are relevant to your business.
Think of themes as categories that group together related customer questions and search intents.
For example, a salon may create a theme called "Best Hairdo". This theme can include prompts such as:
Best salon for hair styling near me
Where can I get a bridal hairdo?
Top-rated salon for hair makeover services
Best hair styling services in my area
Themes help organize and track customer search behavior across AI platforms.
Configuring Themes and Prompts
Navigate to Search AI > Settings > Themes and Prompts to create, manage, and track themes and prompts for your Search AI reports.
Add a Theme
Click Add theme to create a new theme and configure the prompts you want Search AI to track.
A panel opens on the right side of the screen. Enter the desired theme name in the Theme name field. Based on the theme name, Search AI automatically generates relevant prompts that customers may use when searching across AI platforms.
What Are Prompts?
Prompts are the specific questions or search queries customers may ask AI platforms when looking for products, services, or information related to your business.
Prompts are grouped under themes. For example, under the theme "Hair Color and Styling", you might see prompts such as:
Find professional hair colorists near me who offer custom coloring and balayage services.
What are the best salons in my area for advanced hair styling and color treatments?
Locate beauty professionals who specialize in hair color correction and precision cuts.
These prompts help Search AI track how your business appears in AI-generated search results for topics that matter most to your brand.
You can review the generated prompts and remove any prompts that are not relevant to your business. To add a custom prompt, click Add prompt and enter your own prompt.
NOTE:
There is no limit to the number of themes or prompts you can track.
Select Locations
By default, the theme is applied to all locations. To apply the theme only to specific locations, click the Locations field and select the desired locations.
You can search for locations or select them individually from the list. Any prompts added to the theme will be tracked only for the selected locations.
Select AI Sites
By default, the theme is tracked across all supported AI platforms. To track the theme on specific AI platforms only, click the AI sites field and select the desired platforms.
Search AI will track the selected theme and its associated prompts only on the AI platforms you choose.
Save the Theme
After reviewing the theme, locations, AI sites, and prompts, click Add to save the theme.
Theme Added Successfully
After the theme is added, a notification appears at the top of the page indicating that reports for the new theme will be available in the next reporting cycle.
NOTE:
Reports are generated based on the scan frequency configured in Search AI > Settings > Report (Weekly or Monthly). New themes and prompts will begin appearing in reports after the next scheduled scan cycle.
View Tracked Themes and Prompts
On the Themes and prompts page, you can view all tracked themes and their associated prompts.
The table includes the following information:
Themes and prompts – Displays the tracked themes and the prompts associated with each theme.
Locations – Number of locations where the theme is being tracked.
Monthly searches – Average number of monthly AI searches for the theme or prompt across supported AI platforms.
AI Sites – AI platforms where the theme and prompts are being tracked.
Tracking status – Indicates the current tracking status of the theme or prompt.
Updated on – Shows when the theme or prompt was last updated.
You can expand a theme to view its associated prompts and their individual tracking details.
Manage Themes
Hover over a theme to view additional actions.
Click the + icon to add a new prompt under the selected theme.
Click the bin icon to delete the theme and all associated prompts.
Manage Prompts
Hover over a prompt to view additional actions.
Click the edit icon to modify an existing prompt.
Click the three-dot menu to access additional options:
Stop tracking – Stops tracking the selected prompt in future report cycles.
Delete – Permanently removes the prompt from the theme.
NOTE:
Changes made to themes and prompts are reflected in future report runs based on the report frequency configured in Search AI > Settings > Report.
View Themes and Prompts by Location or Brand
Use the By location and By brand tabs to switch between location-level and brand-level tracking views.
By location – Displays themes and prompts grouped by the locations where they are being tracked. This view helps you understand how themes and prompts are configured across individual locations.
By brand – Displays themes and prompts configured at the brand level. This view helps you manage and review themes and prompts that apply across the selected brand.
NOTE:
The By location and By brand views are available only when your Search AI report is configured to generate reports By location & by brand in Search AI > Settings > Report. If your report is configured only by location or only by brand, only the corresponding setup view will be available.
Download, Email, or Schedule Themes and Prompts Reports
Click the three-dot menu in the upper-right corner to access additional report actions:
Download – Export the current themes and prompts report.
Email – Send the report to recipients via email.
Schedule – Configure automated report delivery on a recurring schedule.
These actions apply to the currently selected report view and any active filters.
Bulk Import Themes and Prompts
To import multiple themes and prompts at once, click Import prompts from the three-dot menu.
Click sample spreadsheet to download the import template.
After downloading the template, an Excel spreadsheet is saved to your device. The spreadsheet contains the following fields:
Theme – Enter the theme you want to track.
Prompts – Enter the prompts associated with the theme.
Platforms – Specify the AI platforms where you want the prompt to be tracked.
Populate the spreadsheet with the desired themes, prompts, and platforms before proceeding with the import process.
After populating the spreadsheet, save the file and return to the Import themes and prompts page.
Click Upload spreadsheet, or drag and drop the file into the upload area.
Once the file is uploaded successfully, click Start Import to begin importing the themes and prompts.
Birdeye validates the file and imports the themes and prompts based on the information provided in the spreadsheet. After the import is complete, the imported themes and prompts are displayed on the Themes and prompts setup page, where you can review and manage them.
Filter Themes and Prompts
Click the Filter icon to open the filter panel. Use the available filters to narrow down the list of tracked themes and prompts based on:
Tracking status (for example, Tracking or Starts next cycle)
AI sites
Location or brand
The list updates based on the selected filter criteria, making it easier to find and manage specific themes and prompts.
Explore Trending Themes
Click Explore trends to discover trending themes and prompts that customers are using across AI platforms.
From the Explore themes page, you can identify relevant themes for your business and start tracking them directly in Search AI.
For detailed information about viewing and tracking theme reports, read: Explore Themes and Prompts Reports in Search AI.