WhatsApp-Based CCTV Service Automation
Budget: ₹1,500 – ₹12,500 INR
PROJECT BRIEF – WhatsApp Automation System for CCTV Service Operations Client: Hawk Eye Security Devices Scope: Complete automation of Complaints, AMC Visits, Work Orders & Technician Management using WhatsApp Business API (WACTO) + Google Sheets + Zapier/Make + AI. 1. Business Overview
Hawk Eye Security Devices is a CCTV security systems service provider managing multiple bank regions under Delhi Parent Group. The service network covers:
3 Zones: Noida, Dehradun, Agra
~300 branches per zone (approx. 900 total)
4 technicians per zone (12 total for AMC/Complaints)
High volume of complaints, AMC visits, and work orders
The business needs a fully automated WhatsApp-based workflow to eliminate manual planning, reduce delays, and improve reporting.
2. Objective of This Project
Build a complete WhatsApp-driven automation that manages:
Complaint auto-ticket generation
Technician auto-assignment (zone-wise)
AMC scheduling (quarterly Jan–Mar / Apr–Jun / Jul–Sep / Oct–Dec)
Multi-branch AMC monitoring
Technician WhatsApp job sheets
WhatsApp-based report submission (with photos/screenshots)
Auto email reports to branches
Auto routing + nearby AMC suggestions
Google Sheets backend database
Zapier/Make integration for automation flows
Central dashboard for management
The system must be hands-free for the business owner.
3. Modules Included in the Project 3.1 Complaint Automation Module Features:
Auto-read complaint emails (via Gmail)
Auto-create complaint entries in Google Sheets
Auto-generate Ticket IDs
Auto-priority based on issue type
Auto technician assignment (zone-wise)
Technician WhatsApp notification with ACCEPT/REJECT
Real-time status tracking (New → Assigned → In Progress → Resolved)
3.2 AMC Automation Module Features:
AMC frequency: 3 months per branch (Jan–Mar, Apr–Jun, Jul–Sep, Oct–Dec)
Auto-calculate Next AMC Due Date
Auto WhatsApp alerts to technicians for due AMC
Visit completion flow on WhatsApp with:
System count verification
Before/After photos
Findings
Parts used
Screenshots of NVR/Camera
Auto-update AMC status
Auto-send AMC PDF/email to branch
3.3 Work Order Module Features:
Auto-entry from email/WhatsApp
Technician assignment
Material request flow to stock team
Completion reporting with evidence
3.4 Technician App (via WhatsApp) Technician receives:
New complaints
New work orders
Upcoming AMC visits
Due AMC notifications
Nearby AMC suggestions when visiting an area
Technician submits via WhatsApp:
Visit start
Photos
Screenshots
Notes
Parts used
Visit end
3.5 Auto Email Report Module After technician submits:
System auto-generates closure report
Sends to branch email
Updates Google Sheets
4. Integrations Required 4.1 WhatsApp Business API (WACTO)
Chatbot flows
Template messages
Technician reply capture
Media uploads
Webhooks
4.2 Google Sheets
Used as centralized database:
Branch Master
Technician Master
Complaints Log
AMC Schedule
Visits Log
Auto-routing helper
4.3 Zapier / Make.com
Automation flows:
Email → Ticket creation
Sheet → WhatsApp message
Technician → Sheet update
Sheet → Branch email
AMC reminders scheduler
4.4 Gmail API
Auto-send closure emails
Auto-parse complaints
4.5 Maps API (Optional)
Technician live location
Nearby AMC suggestions
5. Functional Workflow Summary Flow 1: Complaint Handling
Complaint email received
Zapier extracts issue & branch → Google Sheet entry
Automation finds matching technician (zone-based)
WhatsApp “New Ticket” message sent
Technician ACCEPTS → assigned
Technician visits & completes
WhatsApp form submitted → Sheet updates
Auto email with report → branch
Flow 2: AMC Visit
AMC due date auto-calculated
Daily summary sent to technician
Technician STARTS visit
All photos/screenshots uploaded
Auto-generate AMC report
Auto email to branch + update in sheet
Flow 3: Work Orders
Email/WhatsApp work order
Auto-create entry
Technician assigned automatically
Progress tracked + reported
6. Deliverables
WhatsApp automation setup (flows + triggers)
All WACTO templates created & approved
All Zapier/Make zaps automated
Google Sheet master database
AMC auto-calculation logic
Complaint-to-closure automation
Work order automation flows
Technician WhatsApp reporting system
Auto email report module
Routing logic (optional)
Training & documentation
7. Access Client Will Provide
GST certificate for WhatsApp API verification
Official WhatsApp number for API
Gmail access (complaint email ID)
Google Sheets access
Branch & technician master list
8. Expected Timeline Task Duration WACTO setup & verification 2–4 days Google Sheet structure 1 day Zapier integrations 2–3 days WhatsApp flows 2–3 days Technician workflows 1–2 days Testing & refinement 2–3 days
Total estimated time: 10–14 days
Improve reporting & accuracy
Ensure no AMC/complaint is ever missed
Completely streamline Delhi operations across 900 branches
Hawk Eye Security Devices is a CCTV security systems service provider managing multiple bank regions under Delhi Parent Group. The service network covers:
3 Zones: Noida, Dehradun, Agra
~300 branches per zone (approx. 900 total)
4 technicians per zone (12 total for AMC/Complaints)
High volume of complaints, AMC visits, and work orders
The business needs a fully automated WhatsApp-based workflow to eliminate manual planning, reduce delays, and improve reporting.
2. Objective of This Project
Build a complete WhatsApp-driven automation that manages:
Complaint auto-ticket generation
Technician auto-assignment (zone-wise)
AMC scheduling (quarterly Jan–Mar / Apr–Jun / Jul–Sep / Oct–Dec)
Multi-branch AMC monitoring
Technician WhatsApp job sheets
WhatsApp-based report submission (with photos/screenshots)
Auto email reports to branches
Auto routing + nearby AMC suggestions
Google Sheets backend database
Zapier/Make integration for automation flows
Central dashboard for management
The system must be hands-free for the business owner.
3. Modules Included in the Project 3.1 Complaint Automation Module Features:
Auto-read complaint emails (via Gmail)
Auto-create complaint entries in Google Sheets
Auto-generate Ticket IDs
Auto-priority based on issue type
Auto technician assignment (zone-wise)
Technician WhatsApp notification with ACCEPT/REJECT
Real-time status tracking (New → Assigned → In Progress → Resolved)
3.2 AMC Automation Module Features:
AMC frequency: 3 months per branch (Jan–Mar, Apr–Jun, Jul–Sep, Oct–Dec)
Auto-calculate Next AMC Due Date
Auto WhatsApp alerts to technicians for due AMC
Visit completion flow on WhatsApp with:
System count verification
Before/After photos
Findings
Parts used
Screenshots of NVR/Camera
Auto-update AMC status
Auto-send AMC PDF/email to branch
3.3 Work Order Module Features:
Auto-entry from email/WhatsApp
Technician assignment
Material request flow to stock team
Completion reporting with evidence
3.4 Technician App (via WhatsApp) Technician receives:
New complaints
New work orders
Upcoming AMC visits
Due AMC notifications
Nearby AMC suggestions when visiting an area
Technician submits via WhatsApp:
Visit start
Photos
Screenshots
Notes
Parts used
Visit end
3.5 Auto Email Report Module After technician submits:
System auto-generates closure report
Sends to branch email
Updates Google Sheets
4. Integrations Required 4.1 WhatsApp Business API (WACTO)
Chatbot flows
Template messages
Technician reply capture
Media uploads
Webhooks
4.2 Google Sheets
Used as centralized database:
Branch Master
Technician Master
Complaints Log
AMC Schedule
Visits Log
Auto-routing helper
4.3 Zapier / Make.com
Automation flows:
Email → Ticket creation
Sheet → WhatsApp message
Technician → Sheet update
Sheet → Branch email
AMC reminders scheduler
4.4 Gmail API
Auto-send closure emails
Auto-parse complaints
4.5 Maps API (Optional)
Technician live location
Nearby AMC suggestions
5. Functional Workflow Summary Flow 1: Complaint Handling
Complaint email received
Zapier extracts issue & branch → Google Sheet entry
Automation finds matching technician (zone-based)
WhatsApp “New Ticket” message sent
Technician ACCEPTS → assigned
Technician visits & completes
WhatsApp form submitted → Sheet updates
Auto email with report → branch
Flow 2: AMC Visit
AMC due date auto-calculated
Daily summary sent to technician
Technician STARTS visit
All photos/screenshots uploaded
Auto-generate AMC report
Auto email to branch + update in sheet
Flow 3: Work Orders
Email/WhatsApp work order
Auto-create entry
Technician assigned automatically
Progress tracked + reported
6. Deliverables
WhatsApp automation setup (flows + triggers)
All WACTO templates created & approved
All Zapier/Make zaps automated
Google Sheet master database
AMC auto-calculation logic
Complaint-to-closure automation
Work order automation flows
Technician WhatsApp reporting system
Auto email report module
Routing logic (optional)
Training & documentation
7. Access Client Will Provide
GST certificate for WhatsApp API verification
Official WhatsApp number for API
Gmail access (complaint email ID)
Google Sheets access
Branch & technician master list
8. Expected Timeline Task Duration WACTO setup & verification 2–4 days Google Sheet structure 1 day Zapier integrations 2–3 days WhatsApp flows 2–3 days Technician workflows 1–2 days Testing & refinement 2–3 days
Total estimated time: 10–14 days
Improve reporting & accuracy
Ensure no AMC/complaint is ever missed
Completely streamline Delhi operations across 900 branches