Turn WhatsApp Requests into AroFlo Tasks
This recipe turns a work request in chat into a task in AroFlo, with the client, the site and a clear description of the work. Part of connecting AroFlo to WhatsApp and AI chat.
What happens today
Requests arrive on WhatsApp from homeowners, property managers and repeat clients. Someone in the office copies each one into AroFlo, looks up the client, asks for the missing site details and creates the task. On busy days requests wait hours before they reach the schedule.
The flow that works
- AeroChat answers the customer’s question first from your knowledge base.
- It asks what work they need, the site address and the best time to reach them.
- It finds the client in AroFlo, or creates them.
- It creates a task with the site and the work, and adds a client note with anything else they said.
- It tells the customer when your office will confirm, and passes urgent jobs to a person.
The recipe
Copy this into AeroChat
When someone asks for a repair, a service or new work, answer their question first from our knowledge base. Then follow these steps.
- Ask what work they need. For aircon, ask how many units, the type and the problem (example questions). If they send a photo, describe what you see and ask them to confirm.
- Ask for the site address, and whether they are the owner, a tenant or a property manager.
- Ask for their name, email and the best time to reach them, if we do not have them. Use the phone number they are messaging from.
- Search AroFlo for a client with that phone number, then that email. If there is none, create the client with their name, phone, email and address.
- Create a task for that client with the site address, the task type that fits the work, a short description and the channel they used.
- Add a client note with the best time to reach them and any access details.
- Tell them our office will confirm a time within one working day (example).
- If they report sparks, a burning smell, no power or water leaking through a ceiling, hand the conversation to our on-call person at once.
Never promise a time or quote a price for the job. Reply in the customer’s language.
Change the questions, the reply time and the urgent problems to your own before you paste it.
What to connect
- AroFlo. A site administrator generates the API secret key in Site Administration, then Settings, then General, then AroFlo API, and copies the authorisation values shown there. Paste them in when AeroChat asks. AeroChat reads and creates clients, creates tasks and adds client notes.
- Your knowledge base. Upload your services, service areas and call-out terms, so AeroChat can answer before it asks for details.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect AroFlo, add your knowledge base if the recipe uses one, then switch it on. If it built the connection from AroFlo’s public documentation, the checklist asks you to check it once against the current docs.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What you still decide
- Which task types AeroChat can create.
- Which jobs count as urgent and who gets them.
- How fast your office confirms a time.
The result to expect
Every request from chat is an AroFlo task with the client, the site and a clear description, ready to schedule. Your office stops retyping messages, and you can see how much work chat brings in.
Measure it with your own numbers: tasks created from chat, and time from request to scheduled visit, for a month before and after.
Next: answer task status questions in chat.
Works on every chat channel
This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same AroFlo connection behind it. See what each channel does on the AroFlo integration page.
Create your first AroFlo task from chat
Paste the recipe, add your AroFlo key, and log a test job from your own phone.
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On Shopify? Install AeroChat from the Shopify App Store.