Operations Management Guide

AskVAVA’s operations suite is designed for teams that manage multiple moving parts — client projects, shift-based workforces, service agreements, and email outreach — without losing visibility.

Who this guide is for:

• Operations managers and project leads overseeing delivery
• Client services heads at agencies, consultancies, and professional services firms
• Team managers running shift-based or scheduled workforces
• Marketing and business development staff using CRM and email campaigns

Modules covered in this guide:

Run through these steps when getting started. Each takes under five minutes.

1. 1

   Create your first project and set milestones

   Go to Projects, click + New Project, fill in the name and due date, then add at least one milestone

2. 2

   Import your customer list (CSV via AI Import)

   Go to Customers, click Import, upload your CSV — AI maps the columns automatically

3. 3

   Configure SLA thresholds and alert rules for projects

   In Project Settings, set breach thresholds (e.g. 2 days before milestone due) to trigger automatic reminders

4. 4

   Set up your first agreement template

   Go to Agreements, click + New Template, write the standard terms you reuse across clients

5. 5

   If managing shifts: configure departments and upload your weekly roster

   Ensure employees are marked schedulable in the Employees Hub, then go to Roster to build or import your first weekly schedule

End-to-end project management with Kanban views, milestone tracking, task-level incentives, and built-in SLA alerts.

Project structure

• Three-level hierarchy: Project → Milestones → Tasks
• Views: Kanban board (drag cards across columns) or list view — switch at any time
• Task-level incentive tracking: assign bonus amounts to specific tasks to drive completion
• SLA alerts: configure breach thresholds; system sends reminders before deadlines
• Project document hub: attach files directly to a project — separate visibility from the main document store
• Project-to-invoice linking: once a project milestone is hit, generate an invoice from the project view

A lightweight CRM purpose-built for B2B service businesses. Track contacts, log activity, and connect customers to every other module.

• Contact records: name, company, email, phone, and address — all searchable
• Activity timeline: log calls, notes, and meetings against a customer — full history in one place
• Customer tags and segments for targeting EDM campaigns
• Link customers to invoices, projects, and agreements for full client context at a glance
• Search and filter by tag, status, or date of last activity

Create, send, and manage client advisory agreements with a full e-signature workflow — no third-party tools required.

• Client advisory agreement templates — create once, reuse across engagements
• Auto-numbering and version history maintained automatically
• E-signature workflow: send link to client → they sign → both parties receive the signed copy by email
• Link agreements to projects (scope of work) and retainer invoices (recurring billing) for full context

Status flow

For shift-based organisations. Build weekly schedules, catch conflicts before they happen, and let employees manage swaps — all from one view.

• Weekly schedule builder: drag employees into shift slots across any day
• Shift swap requests: employee requests swap → system checks all conflicts → manager approves
• CSV import for bulk schedule creation (Growth+ plan feature)
• WhatsApp shift reminders: employees receive their upcoming shifts automatically

8 built-in conflict checks

1. 1
   Leave clash — Shift overlaps an approved leave period
2. 2
   Back-to-back shifts — Insufficient rest time between consecutive shifts
3. 3
   Daily hour cap exceeded — Total scheduled hours in a single day over the configured limit
4. 4
   Weekly hour cap exceeded — Total scheduled hours in the week over the configured limit
5. 5
   Uncertified role assignment — Employee lacks the required certification for the shift role
6. 6
   Understaffed shift — Shift has fewer than the minimum required headcount
7. 7
   Double-booking — Same employee scheduled in two overlapping shifts
8. 8
   Blackout period violation — Shift falls within a configured blackout window (e.g. public holiday closure)

Send targeted email campaigns to your customers directly from AskVAVA — no separate ESP needed for most use cases.

• Template builder: drag-and-drop email blocks to compose newsletters, announcements, and promotions
• Campaign management lifecycle: Draft → Scheduled → Sent → Archived
• Analytics per campaign: open rate, click rate, bounce rate, and unsubscribe rate
• Segment targeting: use customer CRM tags to define your audience — for example, “all prospects in SG” or “active clients tagged retail”

Store, organise, and control access to your organisation’s documents. Four visibility tiers give you fine-grained control over who sees what.

• RAG search integration: when employees ask the bot a question, it automatically searches public and department-level documents for relevant answers
• Category tagging keeps your document library organised as it grows
• Regulatory docs (MOM/TAFEP guidelines) are auto-included in all employee searches — no upload needed from you

Track statutory and regulatory deadlines for your organisation, and let AskVAVA handle the reminders automatically.

• Org-level compliance deadlines: tax filings, statutory returns, and licence renewals all in one view
• WhatsApp reminders auto-sent at 60, 30, 14, and 7 days before each deadline — no manual chasing needed
• Proactive alerts for overdue items appear in the dashboard notification feed

Operations staff can query the system directly via WhatsApp — no need to log into the dashboard for quick lookups.

What ops staff ask the bot:

Common questions and gotchas from teams that have rolled out these modules.