Customer Portal
A customer portal brings documents, status and communication together in one place — as a tenant portal for property management, a B2B portal in retail, or a project space for service businesses.
Industries where we build this
Field-Team Scheduling & Customer Portal
Starting Point: Field-team assignments and emergency-service slots are coordinated by phone.
- Field-team scheduling
- Customer portal
- Emergency-service and appointment management
Customers see their appointment and job status without having to call.
AI building block details: Appointment Booking Agent
- Task:
- Books, moves or cancels appointments automatically based on available capacity.
- Inputs:
- Available calendar slots, customer request (date, time, service).
- Output:
- Confirmed calendar entry, automatic reminder before the appointment.
- Human approval:
- Edge cases (e.g. conflicting requests) are handed to the team instead of decided automatically.
- Integration:
- Calendar system, phone/website/messenger as the intake channel.
- Privacy:
- Processes contact and appointment data; storage and retention details are defined per project.
Field-Team App & Client Portal
Starting Point: Field staff and clients have no digital access to status and documents.
- Mobile app for field staff
- Client and contracting-authority portal
Clients see site status and reports without needing to ask.
Digital Customer Records & Documentation
Starting Point: Treatment history and consent forms are on paper or not recorded at all.
- Digital customer records
- Treatment history
- Before/after photo documentation
- Digital intake forms
- Consent and disclosure forms
Treatment history is instantly visible at the next appointment.
We review legal and medical requirements for intake and consent forms together with you — we do not claim blanket legal compliance.
Customer Loyalty & Reviews
Starting Point: Regular customers aren't systematically reminded about follow-up appointments.
- Voucher and loyalty program
- Automatic follow-up treatment reminders
- Review requests
- Social-media-to-booking workflow
Regular customers come back without the team having to follow up manually.
AI building block details: Follow-up Agent
- Task:
- Automatically reminds about open quotes or unanswered inquiries and drafts a follow-up message.
- Inputs:
- Status of open quotes/inquiries, time since last contact.
- Output:
- Follow-up draft (email) or reminder in the CRM.
- Human approval:
- Sending the follow-up draft is approved by a staff member.
- Integration:
- CRM/sales pipeline, email.
- Privacy:
- Processes contact and quote data; storage location is defined per project.
Real Estate CRM & Lead Capture
Starting Point: Prospect and owner data is scattered across emails and spreadsheets.
- Real estate CRM
- Lead capture and qualification
- Owner and prospect management
Every inquiry lands qualified in the CRM instead of the inbox.
AI building block details: Lead Qualification Agent
- Task:
- Asks pre-qualifying questions (budget, timeline, need) and ranks inquiries by priority.
- Inputs:
- Answers from a form, chat or phone call.
- Output:
- Qualified lead record with priority in the CRM.
- Human approval:
- Final ranking and next steps remain a decision of the sales team.
- Integration:
- CRM, website form, telephony.
- Privacy:
- Processes personal contact data; storage location and retention periods are defined per project.
Owner Reporting & Follow-Up
Starting Point: Owners get irregular updates on marketing progress.
- Owner reporting
- Automated follow-up
Owners see marketing status without having to ask.
AI building block details: Follow-up Agent
- Task:
- Automatically reminds about open quotes or unanswered inquiries and drafts a follow-up message.
- Inputs:
- Status of open quotes/inquiries, time since last contact.
- Output:
- Follow-up draft (email) or reminder in the CRM.
- Human approval:
- Sending the follow-up draft is approved by a staff member.
- Integration:
- CRM/sales pipeline, email.
- Privacy:
- Processes contact and quote data; storage location is defined per project.
Tenant & Owner Portal
Starting Point: Damage reports reach management by phone or not at all.
- Tenant and owner portal
- Digital damage reports with photos
Damage is reported with photos instead of described over the phone.
Ticket & Case Management
Starting Point: Emergencies and routine requests aren't prioritized differently.
- Ticket and case management
- Emergency detection and prioritization
- Service-provider dispatch
- Status tracking
Urgent cases are recognized and prioritized instead of sitting in a queue.
Mass Communication & Owner Meetings
Starting Point: Owner meetings and circulars are organized manually.
- Mass communication
- Owner-meeting workflows
Circulars and invitations go out automatically to the right recipient list.
Online Shop & B2B Portal
Starting Point: The shop covers B2C customers but no custom B2B pricing or customer groups.
- Online shop and shop relaunch
- Shopify, Shopware or WooCommerce build
- B2B customer portal
- Custom pricing and customer groups
B2B and B2C customers buy in the same shop on their respective terms.
Returns & Complaints
Starting Point: Returns and complaints run by email with no fixed process.
- Returns portal
- Complaint management
Customers start returns themselves without emailing support.
AI building block details: Complaint Handling Agent
- Task:
- Records complaints in a structured way and routes them to the right process.
- Inputs:
- Problem description, photos if provided, order/job number.
- Output:
- Created case with priority, first acknowledgement to the customer.
- Human approval:
- Decisions on goodwill, replacement or refund are made by a staff member.
- Integration:
- Ticketing system, shop/job management.
- Privacy:
- Processes customer and order data; storage location is defined per project.
Product Configurator & Subscription Commerce
Starting Point: Customizable or recurring products don't fit a standard shop setup.
- Product configurator
- Subscription and reorder system
Customers see their customized product live before they buy.
Customer Portal & Voice Agent
Starting Point: Availability questions come in constantly by phone, even outside opening hours.
- Customer portal
- Voice agent for availability and bookings
Availability questions get answered even outside opening hours.
AI building block details: Appointment Booking Agent
- Task:
- Books, moves or cancels appointments automatically based on available capacity.
- Inputs:
- Available calendar slots, customer request (date, time, service).
- Output:
- Confirmed calendar entry, automatic reminder before the appointment.
- Human approval:
- Edge cases (e.g. conflicting requests) are handed to the team instead of decided automatically.
- Integration:
- Calendar system, phone/website/messenger as the intake channel.
- Privacy:
- Processes contact and appointment data; storage and retention details are defined per project.
Guest Communication & Cleaning
Starting Point: Guest communication and cleaning scheduling happen manually between bookings.
- Digital guest guide
- Guest communication
- Cleaning scheduling
- Review requests
Cleaning is automatically scheduled between two bookings.
AI building block details: Customer Service Agent
- Task:
- Answers recurring customer questions centrally via chat, WhatsApp or email.
- Inputs:
- Customer message, stored product/order data.
- Output:
- Direct answer for standard questions, otherwise handed off to a staff member.
- Human approval:
- Refunds, special terms or complaints are never decided automatically.
- Integration:
- Shop/order system, WhatsApp Business, website chat.
- Privacy:
- Processes customer and order data; storage location and a data-processing agreement are defined per project.
CRM & Appointment Booking
Starting Point: Leads and appointments are managed across calendar, email and memory.
- CRM and sales pipeline
- Lead capture and qualification
- Online appointment booking
Every lead and appointment is visible in the same system, for the whole team.
AI building block details: Lead Qualification Agent
- Task:
- Asks pre-qualifying questions (budget, timeline, need) and ranks inquiries by priority.
- Inputs:
- Answers from a form, chat or phone call.
- Output:
- Qualified lead record with priority in the CRM.
- Human approval:
- Final ranking and next steps remain a decision of the sales team.
- Integration:
- CRM, website form, telephony.
- Privacy:
- Processes personal contact data; storage location and retention periods are defined per project.
Customer Portal & Tickets
Starting Point: Document exchange and status updates run through scattered email threads.
- Customer portal
- Document exchange
- Ticketing system
- Meeting summaries
- Automatic CRM updates
Customers find documents and status in one place instead of an email thread.
Sounds like your business?