Operations automation
The system watches what happens after a customer writes: who replied, how many minutes it took, who was assigned and whether they confirmed the shift. If a message sits unanswered, the staff member hears about it first, then the supervisor, then you.
from 3,000 USD
Development time: 4–8 weeks
How it usually goes without a system
- Enquiries arrive by WhatsApp, Instagram, Facebook, email and the website form. Whoever notices replies; some nobody notices at all.
- The owner finds out about a lost customer by accident, a week later: «I wrote to you and nobody answered».
- The calendar lives in three places: the booking platform, a notebook and a chat. The double booking surfaces on arrival day.
What the work includes
Messages and response time
- One list of enquiries: WhatsApp, Instagram, Facebook, website form, email
- An owner assigned to every enquiry
- Response timer and status: new, in progress, answered, closed
- Escalation: reminder to the staff member, then the supervisor, then the owner
- Ready-made replies in three languages for routine questions
Calendar and bookings
- One availability calendar for every booking source
- A taken date closes across all sources at once
- Manual booking for phone calls and walk-ins
- Calendar exchange with platforms that support it
Staff
- Shifts and staff availability
- Assignment to a booking with a notification
- Shift confirmation by the staff member, replacement when declined
- Role-based access: staff see their own, supervisors see the team
Customer
- Confirmation right after booking
- Reminder a day before, with the meeting point
- Notice of cancellation or reschedule
Owner
- Daily summary: enquiries, replies, average response time, bookings
- List of enquiries left unanswered
- Action log: who changed or cancelled a booking
- Partner commission calculation with history per booking
How a day runs
- A customer writes on WhatsApp or Instagram. The enquiry lands in the shared list and is assigned to the staff member on duty.
- Fifteen minutes pass with no reply — the staff member gets a reminder.
- An hour passes — the supervisor gets the reminder.
- The enquiry is still open — the owner is notified, with the customer name and how long they have waited.
- The staff member replies and creates the booking: the slot closes across every calendar and an assignee is set.
- The assignee confirms the shift; the customer gets a confirmation and a reminder the day before.
- In the evening the owner receives the summary: how many enquiries, how many replies, the average minutes, and what is still open.
Who it fits
Excursions and boat trips · Transfers · Villas and apartments · Vehicle and equipment rental · Restaurants · Salons and clinics · Any company with several people answering customers
What is paid separately
- Official WhatsApp Business API fees, if direct integration is required
- Booking platform fees and their paid integrations
- SMS and telephony costs
- Migration of historical customers and bookings — quoted separately
What people usually ask before starting
Do we have to stop using WhatsApp?
No. The number and the app stay the same. What changes is that the conversation stops being the staff member’s private business: the enquiry is visible in the shared list, with an owner and a response time.
What if a staff member simply does not reply?
After the configured delay the reminder goes to them, then to the shift supervisor, then to you. The thresholds are adjustable — fifteen minutes by day and an hour at night is the usual setup.
Can we start with one part only?
Yes, and most start with messages: they are the easiest to measure and the difference shows within the first week. Calendars and shifts come next.
Does it connect to Booking or Airbnb?
Where the platform supports calendar exchange, yes. What yours supports is verified during the analysis, so that nothing impossible is promised.
How many staff can be connected?
There is no limit on staff. Access is split by role: staff see their own enquiries and shifts, supervisors see the team, the owner sees everything.
Request
Write a couple of lines about how enquiries reach you
That is enough to work out what to automate first and what it costs. We reply on WhatsApp — in Russian, Spanish or English.