SETUP GUIDE · LOAN APPROVAL APPOINTMENT SETTING

Set it up in plain language.

Both workflows and the booking page are already built. Setup connects them to your business: your name and booking link, your application form, the senders and numbers, your loan officer's availability and a licensed team line. Run the acceptance tests with a test applicant before you switch it on.

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01 · REQUIREDPrepare 02 · REQUIREDBusiness details 03 · REQUIREDApplication form 04 · REQUIREDEmail & SMS 05 · REQUIREDPhone numbers 06 · REQUIREDBooking 07 · REQUIREDTeam handoff 08 · REQUIREDTest & activate 09 · OPTIONALLending knowledge

Before you start

The 2 business settings you'll add

Find each one in Votel under Global Variables and fill in your business's value.

Setting	What it holds
company_name	Your business name, as callers should hear it. Defaults to "our lending team".
consultation_booking_link	The public link of your Loan Consultation booking page, sent in the follow-up text

Settings > Global Variables: Settings, Global Variables: Company Name and Consultation Booking Link with their generic defaults until you replace them. — Settings, Global Variables: Company Name and Consultation Booking Link with their generic defaults until you replace them.

01 · Required

Prepare

Confirm the install before changing anything.

Confirm the correct sub-accountInstall into the lender's own account, not a shared agency workspace.

Agency > Sub-Accounts: Open the lender's own sub-account with the access icon on its row. — Open the lender's own sub-account with the access icon on its row.Example screen from a demo account. Yours shows your own names.

Check the installed assetsLook for the agent, both workflows and the Loan Consultation booking page.

Agent > Loan Application Coordinator > Agent Workflows: The agent after install, with Loan Calls: Inbound and Answered Follow-Ups and Loan Applications: Intake and Follow-Up under Agent Workflows. — The agent after install, with Loan Calls: Inbound and Answered Follow-Ups and Loan Applications: Intake and Follow-Up under Agent Workflows.

Keep the agent offNo applicant should be texted or called while you configure.

Agent > Loan Application Coordinator: The Active switch stays off until your setup and acceptance calls are done. — The Active switch stays off until your setup and acceptance calls are done.

Done when: Everything is installed and nothing can contact a real applicant.

02 · Required

Business details

Tell the agent who you are.

Set your business nameUpdate company_name to the name callers should hear.

Settings > Global Variables > company_name: Editing Company Name: change only the Value to your business name and save. — Editing Company Name: change only the Value to your business name and save.

Set your booking linkUpdate consultation_booking_link to the public link of your Loan Consultation page.

Done when: Callers hear your name and the follow-up text links to your own booking page.

03 · Required

Application form

Send applications to the snapshot.

Copy the webhook URLOpen the Loan Applications workflow, then the webhook trigger. Keep the URL private.

Replace the source keyIn the trigger's filter, change CHANGE-THIS-SOURCE-KEY to a private value. Applications without it are ignored.

Send the fields as JSONsource_key, first_name, last_name, email, phone, company, loan_type, loan_amount and contact_consent (yes or no).

Capture consent honestlyOnly send contact_consent yes when the applicant agreed to texts and calls.

Done when: A test application with your key creates a contact with every field filled.

04 · Required

Email & SMS

Connect your senders.

Select an email senderUse it on the Application Received Email step.

Settings > Integrations > Sender Identities: Add and verify the email sender under Sender Identities. — Add and verify the email sender under Sender Identities.Example screen from a demo account. Yours shows your own names.

Select an SMS numberUse it on the follow-up text and the reply acknowledgement.

Agent > Channels: Open Channels in the agent header and add the SMS number. — Open Channels in the agent header and add the SMS number.Example screen from a demo account. Yours shows your own names.

Done when: Receipts and follow-up texts send from your own verified sender and number.

05 · Required

Phone numbers

Answer and place calls.

Assign the inbound numberAssign it to the Receive Inbound Phone Call trigger.

Choose the caller IDChoose the from-number on both follow-up call steps.

Done when: Inbound calls reach the agent and follow-up calls show your caller ID.

06 · Required

Booking

Open your consultation calendar.

Assign your loan officerReplace the placeholder staff member on the Loan Consultation.

Set availabilityHours, time zone and any calendar to check for conflicts.

Activate the booking pageSwitch it from Draft to Active.

Done when: A test applicant can book a real time with your loan officer.

07 · Required

Team handoff

Connect callers who ask for a person.

Add your licensed team lineAdd a licensed team member's line to the call forwarding rule and turn it on.

Agent > Loan Application Coordinator > Call Forwarding: The Call Forwarding step: the licensed-team rule is on for weekday hours but has no number yet. Add your team's number here. — The Call Forwarding step: the licensed-team rule is on for weekday hours but has no number yet. Add your team's number here.

Rely on the callback taskIf nobody answers or it is after hours, the snapshot creates a callback task automatically.

Done when: A request for a person rings your line, or leaves a callback task.

08 · Required

Test & activate

Prove it with a test applicant before you switch on.

Test with and without consentConsent yes: email, text, then a call if you do not reply. Consent no: email and a task, no text or call.

Test the key, a booking and a handoffA wrong key creates no contact; a booking on a call confirms by email and text; asking for a person rings your line.

Activate deliberatelyTurn on the agent only after every test passes, then review the first live applications.

Agent > Header: Run tests with the Test button, then turn on the Active switch as the very last step. — Run tests with the Test button, then turn on the Active switch as the very last step.Example screen from a demo account. Yours shows your own names.

Done when: Every acceptance test passes on a test applicant and activation is a deliberate last step.

09 · Optional

Lending knowledge

Let the agent describe your products and process.

Add approved lending knowledgeOnly the products and process your team has approved.

Keep the boundariesNo rates, terms, approvals or eligibility decisions in the knowledge the agent reads.

Done when: Product questions get approved answers and anything else goes to your licensed team.

Ready for your applicants.

Switch it on only after every acceptance test passes on your installed copy.

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