The rebuilt snapshot is approved.
Offices receive the full weekly check-in system Votel designed, working and private: clients are called weekly, missed calls are retried and escalated, completion is tracked in a pipeline, and Spanish speakers reach a Spanish coordinator.
Privacy
No treatment details, recordings or summaries in email; identity confirmed before anything is said.
Cadence
Weekly calls, daily retries up to seven, then alert and resume.
Master generation
Both agents can become the next official baseline.
What the final snapshot contains.
Inactive; GPT-5.4 Mini; privacy-first prompt; neutral voicemail.
Enrollment, weekly call, waits, counters, decisions, pipeline stages, emails, task and loops.
Language routing, greeting with three routes, intake, emails, closing, date and tag.
Spanish voice and prompt; the same answered-call conversation in Spanish.
In Treatment, Treatment Complete, Unreachable.
Twelve treatment and tracking fields, the completed call tag and Company Name.
Text version of this diagram
Enrolling a client resets the missed-call counter, sets the Treatment pipeline stage to In Treatment and places the weekly check-in call. If the client answers, the workflow waits ten minutes for the conversation to save, then checks whether a check-in was saved today. If so, the counter resets; if all treatment is complete the stage becomes Treatment Complete and the case team gets a notice without treatment details; otherwise the workflow waits one week and calls again. A missed, voicemail or failed call, or an answered call with no saved check-in, adds one to the counter. Below seven, the workflow waits a day, emails the client if they have an email address, and calls again. At seven, the case team gets an alert without details, the stage becomes Unreachable, a task is created, the counter resets and calls resume after a week.
Text version of this diagram
An answered check-in call checks the client's language. Spanish speakers are transferred to the Spanish coordinator; if the transfer fails they hear a Spanish apology and a Spanish callback task is created. English speakers are greeted and asked for the client by name. A wrong person gets a close with no details; a busy client is offered another day. The confirmed client hears a first-time or repeat introduction, answers ten treatment questions saved to contact fields, receives a thank-you email if they have an email address, and the case team gets a notice without details. The call closes, the check-in date is saved and the completed call tag is added.
What was proven and what the owner proves.
No dangling links; every branch ends in a task, note, close or loop.
Simulator paths run through the call, waits and counters to the first email step.
18 of 18 behavior tests across English and Spanish.
Email content reviewed; no treatment data outside the CRM.
Run the acceptance tests once the caller ID and sender are connected.
Connect the office, not the logic.
Text version of this diagram
Install the snapshot, set the Company Name, connect an email sender and confirm the support address, choose the caller ID for check-in calls, assign a Spanish voice line if needed, approve the privacy and recording policy, test with a sample client, then enroll clients.
Launch approved.
The rebuilt snapshot is ready for master snapshot generation and owner acceptance tests.
Open the buyer-facing guide →