Telegram bot with API integrations
Budget: $250 – $750 USD
We are an appliance repair company. We have several technicians. They come to the client's home for checking the appliance, and often the part that needs to be replaced. The manager will order it and wait for it to be delivered so that the technician can go to the client and finish the repair.
We need to automate the process of parcel delivery tracking and checking whether the parcel was received by the technician. The number of technicians is limited, we personally ask them about it via Telegram chat through a poll. Sometimes they cause these questions and these delays cause problems in business processes. It's hard to keep track of which polls he answered and which he didn't. Now you have to check everything manually.
There are the resources we use:
TrackingMore - package tracker.
HousecallPro is a CRM system, it contains data on all clients - their names, the assigned technician, as well as payment documents - Invoices, each Invoice has its own individual number.
Telegram
Trello is a CRM with current tasks.
Excel table: Technician's name + Technician's ID in Telegram + Link to Technician's chat in Telegram
This is how we see the bot:
1. The manager adds the following data to TrackingMore:
tracking number, link to the job in the HousecallPro {link}, Invoice number {inv#}, customer name {cx name}
2. When the tracking number has the status "Delivered", the bot takes {link} or {inv#}, go the Housecall Pro, and takes the technician's name {tech name} and/or {cx name} from there
Then using the {tech name} the bot finds Technician's chat in Telegram through the Excel table.
The bot creates a poll in the required chat with the title "Are you ready to finish {cx name} repair (voting deadline is *current date and time + 24 hours*)?" in chat.
* Voting deadline *current date and time + 24 hours* - the bot starts the counter for 24 hours.
Only the TECHNICIAN'S response can be a trigger for the further bot's actions.
The poll contains (a positive scenario):
• needs 1 hour
• needs 2 hours
• needs 3 hours
• needs 4 hours
• needs 5 hours
+ Add message: _____
The answer must be only one plus a message (optional).
These responses mean that the part has been received and the technician needs a certain amount of time (1,2..5 hours) to finish the repair.
The poll also contains (a negative scenario):
• Report a problem -> drop-down list or a new window with available options:
• Part wasn’t delivered
• Part is damaged
+ Add message: _
He can either choose a ready-made answer, only the message, or both the answer and the message.
'SUBMIT' BUTTON
There are three possible scenarios that follow:
1. The response to the poll - a positive scenario.
2. The response to the poll - a negative scenario.
3. The counter time has reached 24 hours since the poll created date and time.
1. The response to the poll - a positive scenario.
The bot unpins the message.
The bot creates a new card in Trello in the "Schedule" list
header: {cx name}
description: {link}
comment: {tech name} is ready for finish. He {needs n for finish}. Additional message from the technician: {.....}
2. The response to the poll - a negative scenario.
The bot creates a new card in Trello In the list "Part Manager"
header: {cx name}
description: {link}
comment: {tech name} reports a problem: {.....}. Additional message from the technician: {.....}
3. The counter time has reached 24 hours since the poll.
The bot replies to this poll with the message:
"You didn't reply on time. Your schedule is BLOCKED, and you will not receive new jobs. Please reply to unlock it.", pins the message in the chat.
When the technician answers ALL POLLS WITH AN EXPIRED COUNTER - returning to a positive scenario. Unpins the blocking message. Also, the bot leaves a message in the chat: "Thank you. Your schedule is UNLOCKED."
Then go to TrackingMore and archives the record.
Additional functionality:
Ability to add/edit/delete poll response options
Ability to edit/delete technician in the bot, not Excel
We need to automate the process of parcel delivery tracking and checking whether the parcel was received by the technician. The number of technicians is limited, we personally ask them about it via Telegram chat through a poll. Sometimes they cause these questions and these delays cause problems in business processes. It's hard to keep track of which polls he answered and which he didn't. Now you have to check everything manually.
There are the resources we use:
TrackingMore - package tracker.
HousecallPro is a CRM system, it contains data on all clients - their names, the assigned technician, as well as payment documents - Invoices, each Invoice has its own individual number.
Telegram
Trello is a CRM with current tasks.
Excel table: Technician's name + Technician's ID in Telegram + Link to Technician's chat in Telegram
This is how we see the bot:
1. The manager adds the following data to TrackingMore:
tracking number, link to the job in the HousecallPro {link}, Invoice number {inv#}, customer name {cx name}
2. When the tracking number has the status "Delivered", the bot takes {link} or {inv#}, go the Housecall Pro, and takes the technician's name {tech name} and/or {cx name} from there
Then using the {tech name} the bot finds Technician's chat in Telegram through the Excel table.
The bot creates a poll in the required chat with the title "Are you ready to finish {cx name} repair (voting deadline is *current date and time + 24 hours*)?" in chat.
* Voting deadline *current date and time + 24 hours* - the bot starts the counter for 24 hours.
Only the TECHNICIAN'S response can be a trigger for the further bot's actions.
The poll contains (a positive scenario):
• needs 1 hour
• needs 2 hours
• needs 3 hours
• needs 4 hours
• needs 5 hours
+ Add message: _____
The answer must be only one plus a message (optional).
These responses mean that the part has been received and the technician needs a certain amount of time (1,2..5 hours) to finish the repair.
The poll also contains (a negative scenario):
• Report a problem -> drop-down list or a new window with available options:
• Part wasn’t delivered
• Part is damaged
+ Add message: _
He can either choose a ready-made answer, only the message, or both the answer and the message.
'SUBMIT' BUTTON
There are three possible scenarios that follow:
1. The response to the poll - a positive scenario.
2. The response to the poll - a negative scenario.
3. The counter time has reached 24 hours since the poll created date and time.
1. The response to the poll - a positive scenario.
The bot unpins the message.
The bot creates a new card in Trello in the "Schedule" list
header: {cx name}
description: {link}
comment: {tech name} is ready for finish. He {needs n for finish}. Additional message from the technician: {.....}
2. The response to the poll - a negative scenario.
The bot creates a new card in Trello In the list "Part Manager"
header: {cx name}
description: {link}
comment: {tech name} reports a problem: {.....}. Additional message from the technician: {.....}
3. The counter time has reached 24 hours since the poll.
The bot replies to this poll with the message:
"You didn't reply on time. Your schedule is BLOCKED, and you will not receive new jobs. Please reply to unlock it.", pins the message in the chat.
When the technician answers ALL POLLS WITH AN EXPIRED COUNTER - returning to a positive scenario. Unpins the blocking message. Also, the bot leaves a message in the chat: "Thank you. Your schedule is UNLOCKED."
Then go to TrackingMore and archives the record.
Additional functionality:
Ability to add/edit/delete poll response options
Ability to edit/delete technician in the bot, not Excel