How to create a Gem in Gemini: A permanent AI assistant working for you.

Is there a task you ask Gemini to do more than once a week? Drafting emails to suppliers, meeting summaries, presentation prompts? Every time you explain from scratch who you are, what your style is, and what output you want, and only then you get a result. A Gem solves exactly that. You define your role, workflow, and output format once, and from that moment on you have a permanent assistant that already knows what to do. You open it, give a task, and get results. No repeated explanations. This guide covers the entire process: when it is worth creating a Gem, how to build it step by step, how to get Gemini to write the instructions for you, and how to upgrade a basic Gem into a real working tool with knowledge files and connected tools.

What is a Gem and why is it different from a regular chat

Rule of thumb: any task you perform in the chat more than once a week is worth turning into a Gem. If you catch yourself copying the same explanation for the third time, that is the sign.

Examples of Gems worth building for work

• Email generator for suppliers or clients in the organization's fixed style
• Meeting prep assistant: receives raw material and returns discussion points and questions
• Prompt generator for presentations, reports, and infographics in NotebookLM
• Outreach drafting assistant for donors or partners
• Meeting summary organizer: turns transcripts into a list of decisions and action items
• New employee onboarding assistant: answers questions from an uploaded procedure document

Creating a Gem step by step

The entire process in eight steps

• Go to gemini.google.com and click on Gems in the side menu
• Click on New Gem to create a new Gem
• Give it a clear name, for example presentation prompt generator
• Add a short description: what this Gem does
• Write the instructions, the permanent guidelines. This is the brain of the Gem
• Add tools as needed: image generation, Canvas, Deep Research, and more
• Upload knowledge files to Knowledge if the Gem needs to rely on your documents
• Test it in the Preview window, and only then click Save

The instructions: the brain of the Gem

A prompt that gets Gemini to write the Gem for you

I want to build a Gem to help me with a recurring task. The task: {Describe the task in your own words} Who uses it: {Your role or team} The audience of the output: {Who the output is intended for} The desired style: {Direct / professional / empathetic / managerial / short} The desired output every time: {Email / report / table / NotebookLM prompt / action list} Write complete system instructions for the Gem, including: 1. The role of the Gem 2. Its workflow 3. Questions it asks at the beginning of each task if information is missing 4. The fixed output structure 5. A clear rule: do not invent information that was not provided The output should be ready to paste into the Instructions field of a new Gem.

Tools: turning the Gem into a real agent

The tools you can connect to a Gem

• Image generation (Nano Banana): the Gem can generate and edit images
• Video generation: production of short videos directly from the conversation
• Canvas: creation of actual outputs, documents, mini apps, and HTML pages
• Deep Research: in-depth research that goes through dozens and hundreds of sites before answering
• Guided Learning: a learning mode that teaches a topic through guiding questions

Working with a Google Workspace organizational account? Some tools may be blocked for you. This is a matter of admin permissions, not a malfunction. Contact the IT team and ask to open the capability. Before uploading sensitive information, names, ID numbers, or financial data to a Gem, make sure it is approved according to organizational policy.

Knowledge: giving the Gem your knowledge

Test in Preview, and only then save

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Full example: a Gem that generates presentation prompts

Full instructions: presentation prompt generator

You are a presentation prompt generator for an organizational team. Your role: Turn a short user request into a full, professional prompt ready to paste when creating a presentation in NotebookLM or Gemini. Workflow: At the beginning of each conversation, ask the user in one organized message: 1. What is the topic of the presentation and who is the target audience? 2. What is the goal of the presentation and the desired style (managerial / professional / engaging / marketing)? 3. How many slides? 4. Are there data points, documents, or highlights the presentation should be based on? After receiving the answers, build a full prompt that includes: - A clear role for the model (for example: you are a presentation builder with experience presenting to management) - Context about the organization and the task - Target audience and presentation goal - Detailed structure: opening slide, chapters, summary slide with next steps - Style and language guidelines - Instruction to rely solely on the uploaded sources and not invent data Rules: - The output is always organized and ready to copy - If a user answer is missing or unclear, ask one targeted follow-up question - Do not create the presentation yourself. Your output is the prompt only

Advanced Gem: presentations in the organization's design language

Prompt for building a Design System from your website

I want to create a Design System for my organization, based on this website: {Paste website URL} Analyze the site and extract: 1. Full color palette with exact HEX codes: primary color, secondary color, backgrounds, and text 2. Typography: fonts, sizes, and heading hierarchy 3. General visual style: corners, shadows, spacing, and vibe Then, build system instructions for a Gem so that every time I ask it for a new presentation, it will take this Design System and include it in the generated prompt, so every presentation comes out in the same design language. The prompt generated by the Gem should be suitable for creating a presentation in NotebookLM or Gemini.

The next step: from a few Gems to a mini app

The winning combination: Gem + NotebookLM

Frequently asked questions

In a regular chat you explain everything from scratch every time. In a Gem, the instructions are written once and every conversation starts with it already knowing the role, style, and desired output. If a task recurs for you more than once a week, it belongs in a Gem.

Yes, it is the same idea. GPTs is the name in ChatGPT, Gems is the name in Gemini. In both, you define permanent instructions, add knowledge files, and get a focused assistant for the task.

No. The best way is to ask Gemini itself to write the instructions: explain to it in simple words what the Gem needs to do, and it returns instructions ready to paste. There is a ready-made prompt for this in the guide above.

Yes. A Gem you created can be shared with other people, which is especially useful in an organization: you build an assistant once based on a procedure document or workflow script, and the whole team works with it.

Yes. Go to the Gem manager, open the Gem for editing, and update the instructions, files, or tools. It is important to click Update at the end, otherwise the changes are not saved. It is worth improving the instructions after a few uses, when you see where it misses.

Use them yes, create them no. Creation and editing of Gems are done on the gemini.google.com website on a computer. After the Gem exists, you can also work with it in the Gemini mobile app and in the Gemini side panel within Google Workspace.

In an organizational Google Workspace account, Google commits that organizational data is not used to train the models. In a personal Gmail account, the situation is different and data may be used to improve the product. In any case, sensitive information such as identifying details or medical and financial data should not be uploaded without approval from the responsible party in the organization.

Official Google sources for further reading

Everything written in the guide is based on our work with the tool and Google's official documentation. These are the pages for review and deeper learning:

Official Gems product page with usage examples

Official help document explaining the concept of permanent instructions

How to use Google's Gems and how to copy them with Make a copy

Official guide for writing Instructions according to Persona, Task, Context, and Format

Your next step: Choose one task you asked Gemini to do more than twice in the last two weeks. Open a chat, ask it to write instructions for it, and turn it into your first Gem. Ten minutes of work, and you have saved this explanation forever.