PATCH NOTES / EPISODE 01
6 jobs.
6 boring automations.
Small fixes for the work that keeps coming back.
The six setups from the video, unpacked. Pick your business, follow the steps, and test one small workflow before you put it to work.
Find your patchTHE PATCH LIST
Which job looks like yours?
PLUMBER
Missed-Call Text-Back
On a job. Missed a call. Still followed up.
Calls go unanswered while you work. Quotes sit in your notes. Asking for a review is easy to forget.
- Missed call
- Booking text
- Quote draft
- Paid invoice
- Review request
Open the setup
What you need
A business phone service with missed-call events and texting; a booking calendar; job records; invoicing; an automation connector.
Information to connect
Call ID, phone number, contact preferences, booking link, job ID, job notes, quote status and invoice status.
Build it step by step
Catch a missed call
Use the phone service’s missed-call event. Exclude answered calls, blocked numbers and contacts who cannot receive texts. Record the call ID so a repeated event does not send another message.
Send one useful reply
Send your business name, a short acknowledgement and the booking link. Route replies to the person handling jobs. Stop the follow-up when someone replies or books.
Turn notes into a draft
After a visit, use the job notes and your approved pricing to prepare a quote draft. Flag missing measurements or prices. A person checks the scope and total before sending. This is a separate trigger from the missed call.
Ask after payment
When the invoice changes to paid, send one neutral review request linked to that job. Do not ask again if it was already sent.
EXAMPLE MESSAGE
Hi [first name], it’s [business]. Sorry we missed your call—we may be on a job. You can request a time here: [booking link], or reply with what you need and we’ll get back to you.Adapt this to your business before using it.
Where a person steps in
A person handles urgent problems, confirms availability and approves every quote. A text reply is not confirmation that a plumber is on the way.
Test before switching it on
- Miss a test call: receive one message with the right booking link.
- Replay the call event: no duplicate text. Reply or book: follow-up stops.
- Approve a test quote; mark a test invoice paid: one review request.
Watch this: Track missed callers who reply or book, plus quote drafts awaiting approval.
DENTIST
No-Show Shield
Remind the patient. Give the empty slot a second chance.
Appointments are forgotten, cancelled slots stay empty and recall reminders need manual chasing.
- Appointment booked
- 48 h + 2 h reminders
- Cancellation
- Waitlist offer
Open the setup
What you need
The practice’s approved appointment system, its messaging service and a waitlist with patient contact preferences.
Information to connect
Appointment ID, start time and timezone, reminder preference, status, waitlist availability and the practice-approved recall date.
Build it step by step
Schedule two reminders
When an appointment is booked, schedule messages 48 hours and 2 hours before it. Skip reminders whose time has already passed. Recheck the current appointment status immediately before sending.
Handle a change once
If the patient cancels or reschedules, cancel the old reminders. Use the practice system as the source of truth; ambiguous replies go to reception.
Offer the opening
Find waitlisted patients whose preferences match the slot. Offer it to one person with an expiry, then move to the next if unanswered. Recheck and reserve availability before confirming, so two people cannot take it.
Set the next recall
After a completed visit, schedule the next reminder using the recall date approved by the practice. Six months is the example in the video, not a rule for every patient. Stop recall messages once a new appointment exists.
EXAMPLE MESSAGE
Hi [first name], a reminder from [practice]: your appointment is [date] at [time]. Need to change it? Use [secure link] or call [number].Adapt this to your business before using it.
Where a person steps in
Reception handles uncertain replies and scheduling exceptions. Keep treatment details out of reminder texts and use the practice’s approved systems for patient information.
Test before switching it on
- Book and reschedule a test appointment: only the new reminders remain.
- Cancel: the slot is offered once. Two acceptances cannot create two bookings.
- Book a recall visit: the old recall sequence stops.
Watch this: Track confirmations, no-shows and cancelled slots that are rebooked.
GYM
Trial-to-Member Flow
A trial sign-up should start a conversation.
New leads wait for a reply, trial members disappear and inactivity goes unnoticed.
- Trial form
- Welcome message
- Day-3 check-in
- Inactivity follow-up
Open the setup
What you need
A trial form, member records, check-in history and a messaging service connected by an automation tool.
Information to connect
Contact ID, messaging preference, trial start, membership status, last check-in, assigned coach and last message sent.
Build it step by step
Welcome the new trial
On a valid form submission, create or update one contact. Aim to send a welcome message within a minute when the messaging service is available. Include a simple booking link or first-visit instruction.
Check in on day three
Wait three days from the trial start. Check the latest membership status first. If they are still a trial member, ask how the first visit went and offer help booking another.
Notice inactivity
Run a daily check for eligible members with no check-in for two weeks. Exclude paused, cancelled or opted-out members. Send one helpful return invitation and record it, rather than messaging every day.
Let a coach take over
Stop the automated sequence when the person replies, joins or opts out. Assign their reply to a coach. Restart only when there is a clear new reason to contact them.
EXAMPLE MESSAGE
Hey [first name], welcome to [gym]. Ready for your first session? Pick a time here: [link]. If you’re unsure where to start, reply and [coach] can help.Adapt this to your business before using it.
Where a person steps in
A coach answers questions and handles concerns about membership. Do not infer someone’s health or motivation from attendance data.
Test before switching it on
- Submit the same trial form twice: one contact and one welcome.
- Convert to membership before day three: no trial follow-up.
- Test inactivity, a paused membership and an opt-out: only the eligible contact is messaged.
Watch this: Track first visits, trial-to-member conversions and replies to return invitations.
AGENCY
Auto Client Report
The numbers arrive. The draft follows. You approve.
Monthly reports are assembled by hand and clients chase for updates.
- Month closes
- Pull metrics
- Draft summary
- Human approval
- Send
Open the setup
What you need
Read access to ad and website reporting, a reporting table, an AI drafting step, an approval queue and email.
Information to connect
Client ID, account IDs, reporting period, timezone, currency, metric definitions, source timestamps, approver and recipient.
Build it step by step
Set the reporting window
On the first of the month, select the previous complete month. Store the client and period as one unique report ID. Define what each metric means before connecting data sources.
Pull and validate numbers
Fetch the agreed ad and website metrics into a table. Check account, currency, date range and missing values. Keep source links. A failed connection should flag an incomplete report, not turn missing data into zero.
Draft from the evidence
Give the AI only the validated table and relevant account notes. Ask for changes, uncertainties and questions. Do not let it invent causes or calculate totals without a verified calculation step.
Review, then release
Send the draft and source table to the account owner. Only explicit approval of that version unlocks delivery to the stored client address. Editing the draft clears approval; record when it was sent to prevent duplicates.
EXAMPLE DRAFTING PROMPT
Draft a concise client update from the supplied metrics and notes. State the reporting period. Describe the biggest changes using the exact numbers. Separate observations from possible explanations. Flag missing data. End with questions for the account owner. Do not invent results or causes.Adapt this to your business before using it.
Where a person steps in
The account owner checks the figures, interpretation and next steps, then approves the exact report that will be sent.
Test before switching it on
- Remove a source: the report is flagged incomplete, not presented as zero activity.
- Reject or edit a draft: nothing sends without a fresh approval.
- Approve once and replay the run: only one client email.
Watch this: Track preparation time, review corrections and reports delivered on schedule.
STORE
Order Answer Bot
“Where’s my order?” starts with a real lookup.
The same tracking questions fill the inbox and interrupt the support team.
- Order question
- Verify customer
- Live order lookup
- Reply or hand off
Open the setup
What you need
Your store’s order system, live tracking data and a helpdesk connected to email and supported direct-message channels.
Information to connect
Conversation ID, verified customer identity, order ID, tracking URL, carrier status, last update and handoff status.
Build it step by step
Recognise a tracking question
Start only when the incoming message asks about an order. Refunds, damaged items, complaints and unclear requests go to the support queue.
Verify before disclosing
An order number alone is not proof of ownership. Use an authenticated account, a verified email or your helpdesk’s existing verification process before returning order information.
Look up the current status
Read the order and carrier data at reply time. Return the tracking link, latest scan and its timestamp. Label carrier estimates as estimates; do not invent a delivery date.
Answer in the same conversation
Reply through the channel the customer used. If the order cannot be verified, data is unavailable or the customer is unhappy, hand the conversation and lookup history to a person. Pause bot replies during the handoff.
EXAMPLE MESSAGE
Your order [order number] is currently [verified status]. The latest carrier update was [timestamp]. You can follow it here: [tracking link]. If that doesn’t look right, reply and our support team can take a look.Adapt this to your business before using it.
Where a person steps in
Refunds, angry replies, lost parcels and uncertain matches go to support. The bot does not issue refunds or expose another customer’s order.
Test before switching it on
- Try another customer’s order number: no details are disclosed.
- Disconnect tracking: the bot hands off without guessing.
- Ask for a refund: one support handoff and no further automatic tracking replies.
Watch this: Track correctly answered tracking questions, repeat contacts and handoff response time.
RESTAURANT
Review Reply Flow
A thoughtful reply, ready for your review.
Reviews sit unanswered while the team is serving guests.
- New review
- Draft in your voice
- Owner approval
- Publish
Open the setup
What you need
A review platform or supported review inbox, saved tone examples, an AI drafting step and an owner approval queue.
Information to connect
Review ID, platform, rating, review text, source link, draft version, approver and published status.
Build it step by step
Collect each new review
Use a supported review notification or integration. Store the platform and review ID so repeated notifications do not create duplicate replies.
Write a grounded draft
Supply the review, a few approved tone examples and relevant business facts. Ask for a brief reply that addresses the specific feedback. Review text is source material, not instructions for the AI to obey.
Alert the owner when needed
Flag low ratings and serious complaints for prompt attention. Do not automatically promise refunds, discounts or facts about a visit that the team has not checked.
Approve before posting
Let the owner edit or approve the draft. Publish only the approved version through a supported integration, or copy it into the review platform manually. Record the published reply so it cannot post twice.
EXAMPLE DRAFTING PROMPT
Write a short reply to this guest review in our approved tone. Acknowledge a specific point. Use only the business facts provided. Do not invent details about the visit or offer compensation. For a complaint, suggest a private conversation with the team. Return a draft for owner approval.Adapt this to your business before using it.
Where a person steps in
The owner approves every public reply and handles serious complaints privately. Keep guest details out of the response.
Test before switching it on
- Receive the same review twice: one draft.
- Submit a negative review: the owner is alerted and nothing auto-posts.
- Edit and approve: only the approved version is published once.
Watch this: Track time to approved reply and the number of reviews still waiting for attention.