ExampleIn development

External signal to approved campaign

Snow is forecast in 48 hours. Every year the same thing happens: the phone starts ringing the morning it lands, the good customers and the strangers call at the same time, and crews get assigned in whatever order people got through. Work that could have been booked calmly two days earlier gets booked frantically on the day, or not at all.

What does this demonstration show?

This example follows a weather forecast through to booked work. Deptly notices snow is 48 hours out, checks which customers are on file for the service and what crew capacity actually exists, recommends an offer sized to that capacity, waits for approval, sends it, and books the replies. Labeled an example, not a customer result.

Signal to owner report, in eight steps

The same eight steps every flagship demonstration follows, including the approval gate, which is the step that separates a business partner from an automation.

Step 1 · Signal
A weather forecast shows significant snow arriving in roughly 48 hours across the company's service area.
Step 2 · Context Deptly considered
- Which existing customers are on file for snow services
- Which properties have current access notes and gate codes
- Real crew and equipment capacity for the forecast window
- Route density: which customers sit close to one another
- Who has an unpaid balance or a service pause on their account
- What the company promised these customers last season
Step 3 · Recommendation
Offer the forecast window to existing snow customers first, in route order, sized to the crews actually available, rather than opening it to everyone and sorting it out on the day. Hold a portion of capacity back for the contracted properties that must be serviced regardless.
Step 4 · Approval
The offer, the customer list, and the amount of capacity being opened all go to the owner first. Weather work commits crews to a specific window, so nothing is offered until a person confirms the company can genuinely deliver it.
Step 5 · Actions completed
- Built the customer list in route order from existing snow-service records
- Excluded accounts on hold and those with unresolved balances
- Reserved capacity for contracted properties before offering anything
- Sent the approved offer once the owner confirmed the crew count
- Handled replies and confirmed service windows as capacity filled
- Closed the offer automatically when the reserved capacity ran out
Step 6 · Systems updated
- Confirmed jobs written to the schedule in route order for the forecast window
- Each customer record updated with the offer and their response
- Crew assignments updated to reflect the committed capacity
Step 7 · Outcome
The forecast window was filled with existing customers, in route order, inside real capacity, booked calmly two days ahead instead of frantically on the morning.
Step 8 · What the owner received
A short report before the snow arrived: how many customers were offered, how many confirmed, which routes are committed, and how much capacity is left.

The workflow, step by step

Real product behavior with example names and details. The notes beside each step explain what is happening, including where Deptly asks instead of acting.

Monday 6:30 AM
Deptly
Snow forecast for Wednesday morning across your service area. You have 61 customers on file for snow services and four crews available that window.
The trigger comes from outside the business entirely. Nobody had to remember to check the forecast, and nobody had to cross-reference it against the customer list by hand.
6:31 AM
Deptly
Recommend offering Wednesday to existing snow customers in route order, sized to four crews, with capacity held back for the eight contracted properties that must be serviced regardless.
Capacity is the constraint, so the recommendation is sized to it before anything is offered. Reserving the contracted properties first prevents an obligation being sold to someone else.
6:32 AM
Deptly
Needs your OK
Confirm four crews for Wednesday and I will send the offer to 41 customers in route order. Approve, or adjust the crew count?
The owner is the only one who knows whether four crews is really four crews on Wednesday. Everything downstream depends on that number, so it is the thing Deptly asks about.
7:05 AM
Owner
Three crews, not four; Marco's truck is in the shop until Thursday. Send it.
One correction, and the whole campaign resizes around it. This is why the approval step is a question about capacity rather than a request to rubber-stamp a draft.
Monday–Tuesday
Deptly
Offer sent to 31 customers in route order. 22 confirmed, routes committed, offer closed when reserved capacity filled. 9 no reply.
The offer closes itself when capacity runs out. Overbooking a weather window is worse than underbooking it, because the promise is what the reputation rests on.
Tuesday 4:00 PM
D
Owner brief
inbox
Wednesday snow: 8 contracted properties reserved, 22 customers confirmed across 3 crews, routes set. Capacity is full; anything new tomorrow goes to a waitlist rather than a promise.
The owner goes into the storm knowing exactly what has been committed and what has not, which is the difference between a busy day and a bad one.

What the owner brief says

You don't watch this workflow run. It rolls up into your weekly brief alongside everything else that was handled: what closed on its own, and the few things waiting on you.

A full sample brief lives on the proof and examples page.

Your weekly brief

deptly · weekly summary

Example

Wednesday's snow window was filled two days ahead: 22 customers confirmed across 3 crews, in route order
The 8 contracted properties were reserved before anything was offered
Capacity is committed: new requests go to a waitlist, not a promise

Example: how this workflow appears in your weekly brief

How it ended

How it ended: the external signal was detected, capacity was checked and reserved, the offer was approved and sent, replies were handled, routes were committed, and the offer closed itself when the capacity ran out.

Closure means the loop is confirmed done, not that a message was merely sent. That standard, and everything behind it, is explained on trust and control.

The boundary this workflow ran inside

The steps above where Deptly asked instead of acting are the point, not a limitation. Every workflow runs within rules you approve, anything outside them waits for you.

Deptly handles

Routine steps like the ones above; replies, follow-ups, reminders, status updates, scheduling holds
Logging every action so the weekly brief writes itself
Chasing the open loop until it verifiably closes

Deptly asks first

Anything that touches price, scope, or an exception to your rules
Messages that fall outside the wording you approved
Situations the rules don't cover: flagged to you, not guessed at

Always human

Pricing, hiring, and how the work gets done
Sensitive customer conversations
Final say on anything Deptly flags

How those rules get set up in your first weeks is on how it works.

See this loop in context

Questions owners ask

Anything outside your own records that changes what your business should do next: a weather forecast, a seasonal turn, a local event. In this example it is snow; for another business it might be a heat wave, a frost warning, or a school calendar. Which signals matter is decided with you during setup.

The offer is sized to capacity before it goes out, and it closes itself when that capacity fills. In this example the owner corrected four crews to three and the campaign resized around it. Committing more work than you can deliver in a weather window is the specific failure this is designed to avoid.

Not in this example: the offer goes to existing customers already on file for the service, in route order. Who may be contacted, and on what basis, is a rule you set. Deptly does not go prospecting on a weather forecast.

They are recorded as no-reply and stay eligible for the next round; they are not chased repeatedly inside the same window. The report tells you how many there were, because that number is useful for judging whether the message or the timing needs to change.

As an example, with a status badge showing where external-signal triggers stand today. Weather-driven campaigns depend on integrations confirmed business by business, which is exactly the kind of thing a badge should tell you rather than a headline.

Your workflows next

What would this look like in your business?

Answer a few questions about where work waits in your week and get an honest read on which loop Deptly should close first.

See what Deptly could handle Talk through my business