Templates
A first system, by kind of business
Where we would start for each kind of business: its departments, the tools it probably uses already, the gaps we look for, the first pipeline, and who approves what. Then a first workflow on the tools it already uses.
By kind of business
Where a first system starts
departments: kitchen, front of house, bookings, purchasing, finance already_uses: a till, a booking system, a rota app, accounts, spreadsheets gaps: stock counted on paper; no weekly view across sites first_pipeline: till + stock + bookings → a draft weekly order agents: order drafter, rota reminder, review-reply drafter approves: head chef (orders), manager (replies)
departments: front desk, treatments, retail, marketing already_uses: online booking, a till, social accounts gaps: no-shows chased by hand; retail stock unknown first_pipeline: no-shows → a rebooking message drafted approves: the front-desk lead
departments: shop floor, online, buying, finance already_uses: Shopify or Square, Xero, an email tool gaps: shop and online stock disagree first_pipeline: nightly stock check → a reorder list approves: the buyer
departments: quoting, jobs, scheduling, invoicing already_uses: a job app, a calendar, accounts gaps: quotes left unsent; invoices late first_pipeline: finished jobs → invoice and chaser drafts approves: the office manager
departments: clients, delivery, billing, hiring already_uses: Microsoft 365 or Google, a CRM, time tracking gaps: time worked but never billed first_pipeline: weekly unbilled-time report per client approves: the partner on each account
departments: front desk, classes, coaching, membership already_uses: a class booking app, card payments, email gaps: lapsing members noticed too late first_pipeline: no visit in a month → a check-in drafted approves: the studio manager
departments: marketing, sales, success, product already_uses: a CRM such as HubSpot or HighLevel; a website; LinkedIn gaps: leads nobody touched; no single pipeline first_pipeline: new lead → checked, routed, first reply drafted approves: the sales lead sends
# a group with a head office and several sites seats: owner sees everything; each site manager sees their site and shift already_uses: each site keeps its own till, bookings and rota app gaps: head office reads each site's export by hand; rota due dates missed first_pipeline: every site on the same checks, side by side, each figure with its source reminders: rota due → a card on that manager's page with a button into the rota app never: writes into the rota app, sends to staff, or pays anyone
Templates on made-up examples, not records of client work. Tool names are examples of what such businesses commonly use, not partners or endorsements.
Example workflows
Built on the tools you already use
What a first workflow looks like in a few kinds of business: the tools already in place, what the agent does with them, what it hands over, and who says yes.
Restaurant
The morning brief and the supplier order
Reads
- Squarelast night’s sales
- resOStonight’s covers
- Norythe rota and stock
Agent
- Claudereads all three before service
- compares sales with stock on hand
- checks covers against the rota
- drafts the order and the brief
Hands over
A one-page morning brief and a draft supplier order
Approves
Head chef signs off the order; the manager the brief
Short-let property
Every booking turned round on time
Reads
- Airbnbnew and changed bookings
- Google Calendarthe cleaning diary
- WhatsAppguests and cleaners
Agent
- Claudewatches the booking feed
- books the clean between stays
- drafts the check-in message
- flags a same-day turnaround
Hands over
A turnover schedule and check-in messages ready to send
Approves
The host sends each message
Retail
Shop and online stock that agree
Reads
- Shopifyonline orders
- Squareshop sales
- Xerocosts and margins
Agent
- Claudechecks the two counts each night
- finds where the counts disagree
- ranks lines by margin
- drafts a reorder and an email
Hands over
A reorder list and a draft campaign for slow lines
Approves
The buyer orders; the owner sends the campaign
Trades
From enquiry to invoice without retyping
Reads
- HighLevelenquiries
- Google Calendarthe job diary
- Xeroinvoices
Agent
- Claudereads each new enquiry
- drafts a quote from past jobs
- offers dates that fit the diary
- raises the invoice when done
Hands over
A quote, a booked job and a draft invoice
Approves
The owner prices and sends
Salon and clinic
No-shows rebooked, politely
Reads
- Google Calendarappointments
- Gmailclient emails
- Mailchimpthe client list
Agent
- Claudereviews the day at close
- spots missed appointments
- finds the next free slots
- drafts a rebooking note
Hands over
Rebooking notes, each with two times to choose from
Approves
The front-desk lead sends them
Illustrations on made-up examples, not records of client work. Logos name the tools these businesses commonly use; they are their owners’ trademarks and do not mean a partnership or endorsement.
Tell us what you're working on
Email is the best way to reach us. A few lines on the problem and the systems involved are plenty to start with.