Brand Voice System – Complete User Guide

Overview

The Brand Voice System allows you to define, store, and automatically apply a brand's unique writing style across all AI-generated content. It ensures consistency in tone, personality, vocabulary, sentence structure, punctuation rules, and call-to-action styles.

Key Capabilities

• Multiple Creation Methods: Manual entry, AI generation from description, AI analysis from pasted copy, URL scanning, or pre-configured presets
• Granular Control: Personality traits, tone style, sentence style, preferred vocabulary, forbidden terms, CTA style, punctuation rules
• Multi-Customer Support: Each brand voice ties to a specific customer/client
• Template Integration: Templates can save and restore brand voice selections

Step 1: Customer Management (Foundation)

Creating a Customer

1. Navigate to Dashboard → Customers
2. Click "Add New Customer"
3. Enter customer name (required) and optional description
4. Click "Save"

Managing Customers

• Add: Create new customer with name & description
• Edit: Update customer name or description inline (click pencil icon)
• Delete: Remove customer with confirmation (click trash icon)
• View Details: Click customer name or eye icon to see brand voices

Step 2: Creating Brand Voices

Once you have a customer, you can create brand voices using five different methods:

Method 1: Manual Entry

1. Go to Manage Customers → Select Customer → View Details
2. Click "Add Brand Voice"
3. Switch to "Manual" tab
4. Fill in all fields:
   • Name: "Main Brand Voice"
   • Description: Brief summary
   • Personality Traits: friendly, professional, innovative (4-6 traits)
   • Tone Style: conversational-warm, formal-professional, etc.
   • Sentence Style: clear-concise, short-punchy, flowing-descriptive
   • Preferred Vocabulary: Words/phrases to use
   • Forbidden Terms: Words/phrases to avoid
   • CTA Style: direct-action, friendly-invitation, subtle-invitation, enthusiastic-action, consultative-invitation, urgent-action
   • Punctuation Rules: Oxford comma, contractions, max sentence length (10-40 words), exclamation frequency (rare/moderate/frequent)
5. Click "Save Brand Voice"

Method 2: AI Generation from Description

1. Click "Add Brand Voice"
2. Stay on "AI Generate" tab
3. Enter:
   • Brand Voice Name (e.g., "Tech Startup Voice")
   • Brand Description (1-2 sentences about the brand)
   • Sample Text (optional - helps AI understand style)
4. Click "Generate Brand Voice"
5. System sends description to GPT-4o, which analyzes and returns all fields
6. Review AI-generated fields (all populated automatically)
7. Edit any field manually if needed
8. Click "Save Brand Voice"

Method 3: Paste Copy (AI Analysis From Text)

1. Click "Add Brand Voice"
2. Stay on "AI Generate" tab
3. Scroll to "Option 2: Paste Any Copy"
4. Manually paste text content from any source:
   • Website paragraphs or blog posts
   • PDF documents or brochures
   • Email content
   • Social media captions or posts
   • Marketing materials
   • Any long-form content (minimum 100 characters)
5. Click "Analyze & Generate Brand Voice"
6. AI analyzes:
   • Tone and personality traits
   • Vocabulary and word choice
   • Sentence structure and rhythm
   • Punctuation patterns
   • CTA style and approach
7. Backend process:
   • Accepts up to 10,000 characters (minimum 100 characters)
   • No preprocessing needed—paste raw text directly
   • Sends content to GPT-4o for deep brand voice analysis
   • AI identifies writing patterns, personality, and style rules
   • Returns structured JSON with all brand voice fields populated
8. All fields auto-populate with analyzed values
9. Review and edit if needed
10. Click "Save Brand Voice"

Method 4: URL Scanning (Website Analysis)

1. Click "Add Brand Voice"
2. Scroll to "Option 3: Scan Website for Brand Voice"
3. Enter Website URL (e.g., https://example.com)
4. Click "Scan & Generate Brand Voice"
5. Backend process:
   • Edge function fetches HTML from homepage and about page
   • Removes scripts, styles, nav, footer
   • Extracts clean text content (limited to 6000 chars)
   • Sends to GPT-4o for brand voice analysis
   • Returns structured JSON with all brand voice fields
6. All fields auto-populate with extracted values
7. Review and edit if needed
8. Click "Save Brand Voice"

Method 5: Using Presets

1. Click "Add Brand Voice"
2. Switch to "Use Preset" tab
3. Select from 6 available presets:
   • Professional & Authoritative - For established businesses, B2B services, consulting firms
   • Friendly & Conversational - For community-focused brands, service businesses
   • Bold & Energetic - For SaaS companies, tech startups, innovation-focused brands
   • Minimalist & Clear - For design-focused brands, tech products, modern services
   • Creative & Playful - For creative agencies, lifestyle brands, youth-focused products
   • Persuasive & Urgent - For e-commerce, online stores, product-focused businesses
4. All fields auto-populate with preset values
5. Customize if needed
6. Save

⭐ Save Output as Brand Voice (New Feature)

What This Feature Does

This feature allows users to instantly create a new Brand Voice profile directly from any generated AI output. If the generated copy matches the ideal brand tone, the user can save it as a reusable Brand Voice linked to a customer.

How It Works

1. Generate copy using CopyMaker or Quick Prompt Wizard
2. Click "Save as Brand Voice" in the output toolbar
3. The Brand Voice modal opens automatically
4. User selects a customer (required)
5. The "Paste Copy" field is automatically filled with the generated output
6. User clicks "Analyze & Generate Brand Voice"
7. AI analyzes the text and extracts:
   • Personality traits
   • Tone style
   • Sentence rhythm
   • Preferred vocabulary
   • Forbidden terms
   • CTA style
   • Punctuation rules
8. User reviews and optionally edits the generated fields
9. User saves → Brand Voice is stored in pmc_public_brand_voices for the selected customer

Advanced Brand Voice Style Controls

Available Controls

How They Affect Generation

When a Brand Voice with Advanced Style Controls is selected, these rules are passed to the AI model alongside the basic brand voice settings. This ensures every piece of content follows the same micro-style — sentence structure, tone, formality, vocabulary level, and content patterns.

The AI receives explicit instructions for each configured control, making it follow strict style guidelines automatically without manual editing.

Accessing Advanced Controls

When creating or editing a Brand Voice, expand the "Advanced Style Controls (Optional)" section to configure these settings. All controls are optional — only set the ones that matter for your brand.

Using Brand Voices in Copy Generation

Workflow

1. Navigate to Copy Maker
2. Select a Customer from dropdown
3. Brand Voice dropdown appears automatically
4. Select your saved brand voice
5. Fill in other copy generation fields
6. Click "Generate Copy"

How It Works Behind the Scenes

1. System fetches brand voice from database
2. Injects all brand voice parameters into system prompt
3. AI receives explicit instructions on personality, tone, vocabulary, CTA style, punctuation
4. Generated copy strictly adheres to brand voice

Output Differences

Editing and Managing Brand Voices

Editing

1. Click Edit (pencil icon) on a brand voice card
2. Modal opens with all fields pre-filled
3. Modify any field
4. Click "Save Changes"
5. Special feature: "Regenerate with AI" button allows re-generating from scratch

Deleting

1. Click Delete (trash icon) on a brand voice card
2. Confirm deletion in browser dialog
3. Brand voice is permanently removed

Template Integration

Templates can save and restore brand voice selections for consistent workflows.

How It Works

1. Configure Copy Maker with customer + brand voice selected
2. Click "Save as Template"
3. Template stores: Customer ID, Brand Voice ID, all other form settings
4. When loading template: Customer auto-selects, Brand Voice auto-selects, all fields populate

This ensures you can quickly recreate the exact same configuration with one click. Perfect for recurring client work.

To learn more about templates, see the Templates guide.

Database Structure

Tables

pmc_customers

Stores customer/client information:

id              uuid PRIMARY KEY
name            text NOT NULL
description     text
user_id         uuid → pmc_users(id) ON DELETE CASCADE
created_at      timestamptz

pmc_public_brand_voices

Stores brand voice configurations:

id                    uuid PRIMARY KEY
customer_id           uuid → pmc_customers(id) ON DELETE CASCADE
owner_user_id         uuid → pmc_users(id) ON DELETE SET NULL
name                  text NOT NULL
description           text
personality_traits    text[]
tone_style            text
sentence_style        text
preferred_vocabulary  text[]
forbidden_terms       text[]
cta_style             text
punctuation_rules     jsonb
created_at            timestamptz
updated_at            timestamptz

Relationships

• Customer → Brand Voices: One-to-Many (customer can have multiple brand voices)
• ON DELETE CASCADE: Deleting a customer deletes all their brand voices
• Template → Brand Voice: Optional reference (templates can save brand voice ID)

Quick Troubleshooting

Frequently Asked Questions

Best Practices

✓ Do

• Create separate brand voices for different campaigns
• Use URL scanning for quick setup from existing websites
• Test brand voices with different content types
• Save successful configs as templates
• Include 4-6 personality traits for best results
• Specify both preferred and forbidden vocabulary

✗ Don't

• Use conflicting personality traits (e.g., formal + casual)
• Leave preferred vocabulary empty (AI has no guidance)
• Create overly restrictive forbidden terms lists
• Skip testing - verify brand voice works as expected
• Forget to update brand voices when brand evolves

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