Answer AroFlo Task Status Questions on WhatsApp
This recipe answers “what is happening with my job” and “when is the team coming” from the task and the schedule in AroFlo. Part of connecting AroFlo to WhatsApp and AI chat.
What happens today
Property managers and homeowners message to check on jobs they logged days ago. The office opens AroFlo, finds the client, finds the task and checks the schedule, then types the answer. The same customers ask again when parts are on order, because nobody told them the status changed.
The flow that works
- AeroChat finds the client in AroFlo by the phone number or email they message from.
- It reads their open tasks and asks which one they mean if there are several.
- It replies with the task status and the date of the next scheduled visit.
- It adds a client note when they send access details or a question for the team.
- Late visits and changes go to your scheduler.
The recipe
Copy this into AeroChat
When a customer asks about a job or when the team is coming, follow these steps.
- Find their client in AroFlo by the phone number they are messaging from, then by email. If there is no match, ask for the site address on the job, and only continue if it matches.
- Read their open tasks. If there is more than one, list them by site and work and ask which one they mean.
- Reply with the task, its status and substatus in plain words, for example waiting on parts (example), and the date and time of the next scheduled visit.
- If the task has no scheduled visit yet, tell them our office is arranging it and will confirm within one working day (example).
- If they send access details, a contact on site or a question for the team, add a client note in AroFlo and confirm.
- If the scheduled time has passed today, or they want to change the date, hand the conversation to our scheduler.
Never change a task or a schedule, and never share pricing from a task. Reply in the customer’s language.
Change the status wording and the reply time 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 clients, tasks and schedules and adds client notes.
- Your knowledge base. Upload what each task status means for the customer and what they should prepare before a visit, so AeroChat can answer the follow-up questions.
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
- How each status is described to customers.
- When a job goes to a person.
- What AeroChat can add to a client record.
The result to expect
Customers get the status of their job in seconds, from the same tasks and schedule your office works from. Your office stops answering “any update” messages, and access details reach the team before the visit.
Measure it with your own numbers: status questions answered without a person, and calls to the office about job progress, for a month before and after.
Next: turn chat requests into AroFlo tasks.
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.
Answer your first status question from AroFlo
Paste the recipe, add your AroFlo key, and ask the chat about a test task under your own number.
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On Shopify? Install AeroChat from the Shopify App Store.