Skip to content

CLIENT_SECRETARY_SETUP.md

Latest commit

 

History

History
190 lines (132 loc) · 4.44 KB

CLIENT_SECRETARY_SETUP.md

File metadata and controls

190 lines (132 loc) · 4.44 KB
Raw

Client Secretary System - Setup Guide

A comprehensive client work management system with automated WhatsApp reminders.

Features

  • Client Management - Store client info, industry, and contact details
  • Task Tracking - Assign recurring tasks (daily, weekly, monthly)
  • WhatsApp Reminders - Automatic notifications at set times
  • Completion Tracking - Mark tasks complete, view history
  • Dashboard - Overview of pending, overdue, and due-today tasks

Quick Setup

1. Database Setup

Run this SQL in your Supabase SQL Editor:

-- Run the complete setup script
\i SETUP_CLIENT_SECRETARY.sql

Or manually copy the SQL from SETUP_CLIENT_SECRETARY.sql and execute it.

2. Environment Variables

Add these to your .env.local:

# WhatsApp Business API (required for reminders)
WHATSAPP_ACCESS_TOKEN=your_whatsapp_token
WHATSAPP_PHONE_NUMBER_ID=your_phone_number_id
WHATSAPP_API_VERSION=v18.0
NEXT_PUBLIC_BASE_URL=https://thebreed.co.za

3. Set Up Cron Job

For automated reminders, set up a cron job to call:

GET https://thebreed.co.za/api/reminders/cron

Options:

Option A: Vercel Cron (Recommended)

Add to vercel.json:

{
  "crons": [
    {
      "path": "/api/reminders/cron",
      "schedule": "0 9 * * *"
    }
  ]
}

This runs daily at 9 AM. Adjust the schedule as needed.

Option B: External Cron Service

Use cron-job.org or similar to ping the endpoint every hour.

Option C: Manual Testing

Visit /api/reminders/cron in your browser to trigger manually.

4. WhatsApp Business API Setup

  1. Apply for WhatsApp Business API at Meta Business Suite
  2. Create templates for reminders (see below)
  3. Add your phone number as the recipient
  4. Configure the environment variables

5. Access the System

Go to: https://thebreed.co.za/admin/secretary

WhatsApp Templates

Create these templates in WhatsApp Manager:

Template: work_reminder

📋 *SECRETARY REMINDER*

Hi! This is your work reminder.

*Client:* {{1}}
*Task:* {{2}}
*Frequency:* {{3}}

⏰ This task is due today. Please complete and update the system.

Reply DONE when complete.

Variables:

  • {{1}} = Client name
  • {{2}} = Task name
  • {{3}} = Frequency (daily/weekly/monthly)

Usage

Adding a Client

  1. Click "Add Client"
  2. Enter name, company, industry, phone
  3. Save

Adding a Task

  1. Click "Add Task"
  2. Select client
  3. Choose a service or enter custom task name
  4. Set reminder frequency (daily/weekly/monthly)
  5. Set reminder time
  6. Enable WhatsApp reminders
  7. Save

Manual Reminders

Click the 📤 (send) icon next to any task to manually trigger a WhatsApp reminder.

Marking Complete

Click the ✅ (check) icon to mark a task complete. The system will:

  • Log the completion
  • Calculate next due date based on frequency
  • Update the task

Database Schema

Tables Created

  • clients - Client information
  • services - Services you offer
  • client_tasks - Tasks assigned to clients
  • task_completion_log - History of completed tasks
  • whatsapp_reminders - Log of sent reminders
  • secretary_settings - User preferences

Views

  • tasks_due_today - Tasks due today with client info
  • client_work_summary - Aggregated stats per client

Troubleshooting

Reminders not sending

  1. Check WhatsApp API credentials
  2. Verify template is approved
  3. Check /admin/secretary dashboard for errors
  4. Test manually via API: POST /api/reminders/send

Database errors

  1. Verify Supabase credentials
  2. Check that tables were created by running the SQL
  3. Check RLS policies are configured

Cron job not running

  1. Check Vercel dashboard for cron execution logs
  2. Verify the endpoint returns 200
  3. Test the endpoint manually in browser

API Endpoints

Endpoint Method Description
/api/clients GET, POST List/create clients
/api/clients/[id] GET, PUT, DELETE Manage single client
/api/client-tasks GET, POST List/create tasks
/api/client-tasks/[id] GET, PUT, PATCH, DELETE Manage single task
/api/services GET, POST List services
/api/reminders/send POST Send WhatsApp reminder
/api/reminders/cron GET, POST Check due tasks & send reminders

Support

For issues:

  1. Check browser console for errors
  2. Check Vercel function logs
  3. Verify all environment variables are set
  4. Ensure WhatsApp templates are approved