Private setup intake

Build your automation on clear ground

This guided intake helps us understand your business, your customers, and the moments where automation can save time without losing the personal touch.

15-25 minutes Secure by design Tailored to your business

Only what mattersThe form adapts to the services you choose.

No passwords hereAccess is handled separately and securely.

Human reviewedYour answers are checked before anything goes live.

Start

Choose the service you are interested in

Select the area where you want help. You will only see the deeper questions that are relevant to your setup.

Swarna Solutions

Practical AI workflow systems for South African service businesses that need faster replies, cleaner follow-up, and less admin drag.

Lead Capture & ConversionReply to new leads, qualify them, and notify your team. Reputation GrowthRequest reviews and route complaints privately. Sales Admin & Cash CollectionFollow up quotes and overdue invoices. Communication Ops AssistantClassify email, draft replies, and queue approvals. Client Onboarding SystemWelcome new clients and collect required info/docs. Customer Booking & SupportHandle WhatsApp bookings, FAQs, and handoff. Business Starter KitWebsite, logo, domain, email basics, and launch-ready brand assets.

If something is unclear, write “not sure” and we will confirm it with you before anything is built or launched.

Universal intake

About the business

A few basics help us understand your operating context and tailor the recommendations properly.

Legal business name Required

Trading name

CIPC / registration number

VAT number

Do you have a business website? Required

Website link

Industry

Active customers per month

Monthly lead/message volume

Need the business basics first?

If you do not have a website yet, Swarna can quote a Business Starter Kit: a simple professional website, logo direction, domain setup, business email basics, and the core assets needed to look credible online.

What does success look like in 90 days? Required

People and approvals

Who should we speak to?

This keeps communication clear and makes sure the right person approves client-facing messages before launch.

Primary contact name + role Required

Primary WhatsApp Required

Primary email Required

Billing email

Account setup contact

Escalation contact

Who may approve client-facing messages and go-live? Required

Operating rules

Hours, language, and handoff

These answers help the system behave like your business, not like a generic chatbot.

Business hours Required

After-hours policy Required

Languages supported

Holiday / shutdown periods

When should automation stop and a human take over?

Brand voice

How messages should sound

Share natural examples so automated messages feel familiar to your customers. Remove private customer details where possible.

Preferred sign-off

Words or phrases to avoid

Sample customer messages Required

Security and POPIA

Data handling confirmations

We design around minimum necessary data. These answers help us avoid collecting or storing information your workflow does not need.

Do not paste passwords, private access codes, account numbers, ID copies, bank statements, or customer documents into this intake.

Who currently has access to customer data? Required

Sensitive data types handled

Customer consent / lawful basis by channel Required

Account authorityWe own or are authorised to connect every account listed. No passwords hereWe will not send passwords or private access codes through this form, email, WhatsApp, or SMS. Minimal processingSwarna may process only the minimum data required for the agreed workflows. Testing dataTest data must be fake or explicitly approved by us.

Is raw message/conversation storage allowed? Required

Selected offer details

Build-specific questions

These questions help us understand the real workflow before recommending or building automation.

Lead Capture & Conversion

Lead sources

Current lead process

Two qualifying questions

What happens after qualification?

Duplicate lead handling

Urgent/high-value handoff

Reputation Growth

What marks job done?

Where does that event live?

Current Google review count

Complaint escalation destination

Past customer campaign approval notes

Sales Admin & Cash Collection

Quote-to-payment workflow

Accounting system

Escalation thresholds

Do-not-chase list

Reminder tone and compliance boundaries

Communication Ops Assistant

Emails per day

Never auto-send contacts/domains

Auto-send categories

Always-review categories

Client Onboarding System

Current client onboarding process

What marks a new client?

Required questions

Required documents

Where files live

Reminder cadence

Customer Booking & Support

WhatsApp volume

Booking system

Service menu and pricing

Top FAQs

Cancellation/reschedule policy

Human handoff keywords/rules

Business Starter Kit

What stage is the business in?

Domain preference

Logo status

Business email needs

Pages needed

Brand feel

What should customers be able to do on the website?

Access checklist

What Swarna may need access to

Tick only what applies. Credentials are handled after contract and setup payment, not inside this form.

Meta Business ManagerFacebook, Instagram, WhatsApp assets. Google WorkspaceGmail, Calendar, Drive, Business Profile. Microsoft 365Outlook, Calendar, OneDrive, SharePoint. Accounting systemXero, Sage, QuickBooks, Zoho Books. Booking systemCalendly, Cal.com, Acuity, Fresha. CRMPipedrive, HubSpot, Zoho CRM, custom. Website backendWordPress, Shopify, Wix, Squarespace, developer contact. WhatsApp BusinessExisting number or API provider setup.

Anything unusual about access?

Final review

Submit the intake

Review the short summary, then submit. We will confirm the scope and send secure access instructions separately if needed.

Answers are accurateAnything uncertain is marked as not sure or N/A. Swarna may contact usSwarna may use the listed contact details to continue onboarding.

Your intake does not ask for passwords or private access codes. If access is needed later, we will guide you through a Loom walkthrough and secure setup call.