Portfolio · Service

Process automation.From reminders to invoices: work that runs by itself.

Automation is broad: it is the steps that come back every week and no longer need a person. Below are five examples from different industries to play yourself, and for each kind of work where we would use it.

What you get, how long it takes

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Try it yourself.

Choose an example and play it. Switch on ‘Make a step fail’ to see what happens when something goes wrong: you get an alert, and the rest carries on.

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Simulation. Nothing is sent, and no real system or language model is connected. The examples come from our concept designs; the businesses do not exist.

By industry

Where we use it.

Reminders and recalls 9

Hair salon Strong match
ProblemClients who don't show without a word, and an hour that stays empty.
A reminder by text or email a day ahead, with a link to reschedule yourself.
Beauty salon Good fit
ProblemAftercare explained in passing and forgotten at home.
The aftercare instructions on the evening after the treatment, and a message when it is time for a follow-up.
Vet Strong match
ProblemVaccinations that lapse because nobody thought of them.
A vaccination reminder per animal, a few weeks before it expires.
Physiotherapy Strong match
ProblemCancellations that only come in at the last minute.
A reminder a day ahead with a cancel link, so an empty slot frees up in time.
Osteopath / manual therapist Good fit
ProblemNew patients searching for the door, or arriving late.
A reminder beforehand, with practical information for first-time patients.
Dentist Strong match
ProblemSix-monthly check-ups that slip in busy weeks.
After six months a check-up recall with a link to choose an appointment.
Restaurant Strong match
ProblemA table that stays empty without a word.
A confirmation after booking and a reminder on the day itself, with a link to cancel.
Insurance adviser Strong match
ProblemPolicies that end without the client noticing.
A message to the client before a policy ends, with a link for an appointment.
Car garage Strong match
ProblemAPKs that lapse because nobody warns the customer.
An APK reminder a month before it is due.

Following up enquiries 4

Gym Strong match
ProblemA good trial class, and then the visitor hears nothing more.
After the trial class a message with the memberships, and another one a week later if nothing was chosen.
Yoga / pilates studio Good fit
ProblemTrial classes that get no follow-up.
After a trial class a message with the class cards and memberships.
Estate agent Good fit
ProblemSearchers who see a new listing too late.
New listings go out as a message to searchers with a matching search profile.
Event venue Strong match
ProblemProposals that get no answer, while the date stays blocked.
No reply to a proposal? A friendly reminder after five working days.

Intake and sign-up 4

Beauty salon Strong match
ProblemThe intake on paper at the desk, when the treatment should already be starting.
After booking, the client gets the intake questionnaire. The answers are ready in your client system when the appointment starts.
Psychologist / coach Good fit
ProblemSign-ups in an ordinary inbox, with sensitive information.
Sign-ups go to a secure environment, with an automatic confirmation to the person signing up.
Dentist Good fit
ProblemRegistrations as loose emails, with half the details.
Registrations arrive complete and structured, instead of as loose emails.
Lawyer / notary Good fit
ProblemThe intake by phone, then typed over into the case system.
The intake form becomes a new file straight away, with a confirmation to the client.

Scheduling, rosters and waiting lists 8

Physiotherapy Strong match
ProblemA waiting list on paper at the desk.
A freed-up slot goes out as a message to the waiting list. Whoever confirms first gets it.
Yoga / pilates studio Strong match
ProblemEmpty mats in a full class, because a cancellation isn't passed on in time.
When a spot opens up, the waiting list gets a message. Whoever confirms first gets the spot.
Catering Good fit
ProblemA confirmed job that still has to go into the calendar and onto the purchase list by hand.
A confirmed job goes straight into the calendar and onto the purchase list.
Landscape gardener Good fit
ProblemMaintenance clients scheduled by hand.
Maintenance visits scheduled per season, with a message to the client a few days ahead.
Plumber / heating engineer Strong match
ProblemAn accepted quote that still has to go into the schedule by hand.
An accepted quote goes into the schedule as a job, with the address and photos attached.
Painter Good fit
ProblemJobs that move from quote to schedule by hand.
Accepted jobs in the schedule, with a reminder to the client a day ahead.
Cleaning company Strong match
ProblemRosters made and sent round by hand every week.
The weekly roster goes to every staff member automatically, with changes marked.
Childcare Good fit
ProblemA waiting list in a spreadsheet nobody fully trusts.
A waiting list per location and age group. Parents get a message as soon as there is a place.

Messages to customers and guests 3

Hotel / B&B Strong match
ProblemGuests who all email the same questions before arrival.
The check-in information two days before arrival, and a thank-you the day after departure.
Building contractor Strong match
ProblemClients calling to ask whether the renovation is still on schedule.
Every week a progress update to the client, built from your schedule.
Car garage Strong match
ProblemCalls all day long: is my car ready yet?
A message to the customer as soon as the car is ready, with the amount.

Invoices and payments 2

Electrician Strong match
ProblemWork orders left in the van, and invoices only at the end of the month.
A digital work order becomes a draft invoice in your accounting software straight away.
Photographer Good fit
ProblemDeposits you have to check yourself.
After a booking the contract and a deposit request go out automatically, with a reminder if the deposit doesn't come in.

Collecting documents 1

Accountant / bookkeeper Strong match
ProblemDocuments that arrive late and incomplete.
A list of the documents needed per client, with reminders until everything is in.

Overviews and reporting 2

Hair salon Good fit
ProblemOnly seeing on Friday that the week was half empty.
Every Monday an overview: bookings per stylist and the empty slots in the coming week.
Gym Good fit
ProblemNo idea how many trial classes turn into members.
Every month an overview of trial classes, new members and cancellations.

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