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Popular Automation Scenarios πŸ’Ό

In this section, we look at real scenarios that our clients use most often. Each scenario shows: what happens β†’ what the system does β†’ what you get.

Automation works on a simple principle: when an event occurs, the system automatically performs necessary actions. Let's look at the most popular scenarios that will help your business work more efficiently.

🎯 Scenario 1: New Request from Website​

What Happens​

Client visits your website, fills out the request form and sends it.

What the System Does​

  1. Checks data β€” all fields filled correctly
  2. Sends notification to you in Telegram
  3. Records client in CRM β€” creates a card
  4. Sends confirmation to client by email
  5. Sets reminder for you to call back within 2 hours
  6. Analyzes data β€” determines client type and urgency

What You Get​

  • Instant notification β€” don't miss client
  • Structured base β€” all clients in one place
  • Automatic confirmation β€” client doesn't get lost
  • Timing for reaction β€” know when to urgently call
  • Client classification β€” understand importance of each request

πŸ’‘ Example: Client leaves a request "Company registration in Poland" at 14:30. You receive a Telegram notification at 14:31. The system creates a client card with priority "High" and sets a reminder "Call back today at 16:00".

πŸ€– Scenario 2: Client Writes in Chat​

What Happens​

Client asks a question in the AI chat on your website.

What the System Does​

  1. AI analyzes the question β€” determines topic and complexity
  2. Finds answer in knowledge base or generates new one
  3. Sends answer to client within 30 seconds
  4. If question is complex β€” notifies you in Telegram
  5. Suggests connecting live manager β€” if client wants
  6. Saves history β€” for future analysis

What You Get​

  • Fast answers β€” clients receive answers instantly
  • Load reduction β€” AI processes simple questions
  • Control over complex β€” you solve important questions
  • Question analytics β€” understand what concerns clients
  • Time saving β€” fewer routine answers

πŸ’‘ Example: Client asks "How much does company registration in Poland cost?" AI answers within 15 seconds with pricing information. If client asks "What documents are needed?" AI sends list of documents and suggests consultation.

⏰ Scenario 3: Reminder About Unclosed Deal​

What Happens​

Client showed interest but didn't call back or make a decision.

What the System Does​

  1. Analyzes activity β€” client hasn't responded for 3 days
  2. Automatic reminder β€” client is sent letter "How are you doing?"
  3. Watches for reaction β€” system waits for client's response
  4. Notifies you β€” if client hasn't responded within a week
  5. Changes status β€” if client responds, deal becomes active again
  6. Classification β€” system determines reason for silence

What You Get​

  • Don't miss clients β€” all hot leads in focus
  • Automatic work β€” don't need to constantly remind
  • Behavior analytics β€” understand reasons for delays
  • Time saving β€” system itself monitors deadlines

πŸ’‘ Example: Client Ivan showed interest in services on Monday but didn't call back. On Thursday, the system sends him letter "Ivan, how are things with choosing ownership form?". If Ivan doesn't respond until Monday, system notifies you with suggestion to call back.

πŸ“§ Scenario 4: New Blog Subscriber​

What Happens​

Client subscribed to news or blog mailing list.

What the System Does​

  1. Records in base β€” adds to subscriber list
  2. Sends welcome letter β€” with gratitude and useful information
  3. Sets up letter chain β€” series of educational letters
  4. Automatic mailing β€” when new article is published
  5. Analyzes interaction β€” opens letters, clicks links
  6. Segmentation β€” separates into active and inactive

What You Get​

  • Loyal audience β€” clients stay in touch with you
  • Automatic marketing β€” you send value yourself
  • Engagement analytics β€” understand audience interests
  • Time saving β€” don't need to manually mail

πŸ’‘ Example: Client Maria subscribed to mailing. System sends her letter "Thank you for subscribing! Here are 5 tips for business in Poland". When article "Tax deductions for entrepreneurs" is published, system automatically sends it to Maria and other subscribers.

πŸ“ž Scenario 5: Callback Request​

What Happens​

Client wants you to call them back.

What the System Does​

  1. Saves request β€” records time and number
  2. Sends notification to you in Telegram
  3. Automatic queue β€” puts in call queue
  4. System reminder β€” if you haven't called back within an hour
  5. Quality control β€” after call requests feedback
  6. Call analytics β€” statistics by time and results

What You Get​

  • Non-intrusive connection β€” clients themselves request calls
  • Structured queue β€” all requests in one place
  • Process control β€” system monitors deadlines
  • Important statistics β€” understand process efficiency

πŸ’‘ Example: Client Anna requests callback for 15:00. System sends you notification "Client Anna requests callback at 15:00". If you haven't called back by 16:00, system sends reminder. After call, system asks Anna "Did the consultant help you?" for quality.

πŸ›’ Scenario 6: Product or Service Payment​

What Happens​

Client placed an order or requested commercial proposal.

What the System Does​

  1. Generates invoice β€” automatically creates invoice for payment
  2. Sends to client β€” email with invoice and instructions
  3. Sets up tracking β€” system tracks payment
  4. Notifies you β€” when payment arrives
  5. Automatic preparation β€” order transferred to execution
  6. Sending confirmation β€” confirmation of payment to client

What You Get​

  • Automatic accounting β€” system itself keeps accounting
  • Fast reactions β€” immediately know about payments
  • Time saving β€” don't need to manually create invoices
  • Financial control β€” all payments under control

πŸ’‘ Example: Client ordered "Start" package for €500. System sends invoice with payment instructions. When payment arrives, system notifies you and automatically activates client's access to CRM system.

🎯 Scenario 7: Processing Complaint or Urgent Request​

What Happens​

Client reports a problem or urgent question.

What the System Does​

  1. Immediately marks as urgent β€” raises priority
  2. Sends notification to you and team
  3. Creates ticket β€” separate ticket for processing
  4. Sets deadline β€” for example, "solve within 2 hours"
  5. Controls process β€” tracks resolution status
  6. Requests confirmation β€” client "Problem solved?"

What You Get​

  • Fast reaction β€” urgent questions solved instantly
  • Quality control β€” system monitors deadlines
  • Solution history β€” for analyzing typical problems
  • Loyalty increase β€” clients feel care

πŸ’‘ Example: Client writes "Website hasn't been working for an hour". System sends you notification "URGENT: Problem with website access" and sets deadline "solve within 2 hours". In an hour, system asks "Problem solved?" and sends confirmation to client.

🎯 Scenario 8: New Client Greeting​

What Happens​

Client just registered or made first order.

What the System Does​

  1. Determines client type β€” new, returning, VIP
  2. Sends personalized greeting β€” in Telegram and email
  3. Offers help β€” "What do you need to know about our service?"
  4. Sets up onboarding β€” series of useful letters
  5. Assigns responsible β€” if personal manager needed
  6. Launches educational program β€” for new clients

What You Get​

  • Warm start β€” clients feel care
  • Effective onboarding β€” new clients quickly understand
  • Personalization β€” system configures for each client
  • Loyalty increase β€” clients stay with you longer

πŸ’‘ Example: New client after registration receives message "Welcome! Here is a brief guide to getting started with our service. If you have questions β€” we are in touch on Telegram".

What Next?​