Onboarding — Procivex Smart Revenue Systems

The Standard vs Procivex

Most Automation Tools Give You a Template. We Build You a System.

Generic automation tools ask you to sign up, pick a template, and figure out the rest yourself. The result looks like every other business using the same tool — because it is.

The Procivex onboarding process was designed around a single principle: every detail that makes your business different should be reflected in the way your system works. Your assistant name. Your services. Your tone. Your calendar. Your FAQ answers. Your brand colour. The languages your customers speak.

None of that is optional. None of it defaults to a generic setting. Every field feeds directly into configuration decisions made by our team before your system goes live.

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Generic automation tool

Pick a template. Configure it yourself. It responds the same way to every customer in every language in every industry. Support is a FAQ page.

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Chatbot plugin

Installed on your site. Handles basic queries. No CRM. No follow-up. No reviews. No brand voice. No multilingual detection. Abandoned within 3 months by most businesses.

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Procivex Pulse

Built from your onboarding answers. Your assistant name, your brand colour, your services, your FAQ answers, your calendar, your notification preferences — all configured before it goes live. Actively maintained every month.

The Onboarding Form

Six Sections. Every Field Earns Its Place.

The onboarding form was designed with one goal: to give our team every piece of information needed to build a system that performs from the moment it goes live. No follow-up calls. No guesswork. No generic defaults.

Your Business

⚙️ Foundation — everything else builds on this

The first section establishes who your business is. Your WhatsApp number is where the system will respond from — it's the primary channel for every automation. Your business hours inform when certain flows trigger and how the system frames its responses outside those hours. Your sector determines which niche qualification flow we apply.

Business Name

WhatsApp Business Number

Business Hours

Industry / Sector

Geographic Service Area

Website URL

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What this configures: Your WhatsApp API connection, your outside-hours messaging behaviour, and the sector-specific qualification flow your customers will experience from their very first message.

Your Services

📋 Determines your system's core qualification flow

This section decides whether your system guides customers towards a booked appointment or captures their details for a callback — and what options they'll see when they interact. Your core services become the menu customers navigate. Your average transaction value helps us calibrate the system's follow-up urgency. If you take bookings, your calendar platform and booking link are connected directly here.

Core Services List

Booking or Callback Preference

Average Transaction Value

Calendar Platform

Appointment Types

Booking Link

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What this configures: The variant of your system — Pulse with Booking or Pulse with Callback Capture. Your service options in the WhatsApp flow. Calendar connection and appointment type configuration if applicable.

Your Branding

🎨 Your system should feel like your business — not ours

Everything a customer sees when they interact with your system carries your brand — not Procivex. The assistant name is what your system introduces itself as in every WhatsApp message. The brand tone shapes how it communicates — whether that's professional and formal for a law firm or warm and conversational for a wellness clinic. Your brand colour is applied across your dashboard and all client-facing elements. The language selection determines which of the five supported languages your system actively engages in.

Logo Upload

Automated Assistant Name

Brand Tone

Primary Brand Colour

Customer Languages

Secondary Brand Colour

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What this configures: Your assistant's name and communication style across all channels. Your brand colour applied to your dashboard. Multilingual detection activated for the languages your customers actually speak.

Your Channels

📡 How and where your system alerts you

When a lead contacts your business, you need to know about it instantly. This section configures exactly who gets notified, how, and where. Primary and secondary notification emails ensure the right people are looped in. Your active social and Google Business channels tell us which platforms to connect your review management to. This section also initiates the WhatsApp Business API verification process — which requires a brief window for Meta to approve your number, something our team manages with you from the moment your form is submitted.

Primary Notification Email

Secondary Notification Email

SMS Notification Number

Facebook Business Page

Instagram Account

Google Business Profile

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What this configures: All owner notification triggers — email and SMS. Google review request and automated response connections. WhatsApp API verification initiated immediately on form receipt.

Your FAQ Content

🗣️ Your system answers questions — in your words

This is one of the most underestimated sections in the form — and one of the most impactful. Every business gets asked the same questions repeatedly. Pricing. Location. Opening hours. How to book. What services are available. Without this section, your system would give generic responses. With it, your system answers in your voice, with your exact information, instantly — at 2am on a Sunday as confidently as at 9am on a Monday. Three required FAQs and two optional ones — each one you complete reduces a moment where a customer might give up and call a competitor instead.

FAQ 1 — Question & Answer

FAQ 2 — Question & Answer

FAQ 3 — Question & Answer

FAQ 4 — Optional

FAQ 5 — Optional

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What this configures: Your instant FAQ responder — the part of your system that answers your most common customer questions automatically, around the clock, in your words and your tone. Every optional FAQ you complete is one fewer question that needs a human to answer it.

Final Details

🔎 The context that makes the difference

The final section is deliberately open. Every business has something that doesn't fit neatly into a form — a seasonal service, an unusual booking requirement, a specific type of customer they want to prioritise or avoid. This field exists because our team reads every submission carefully before building anything. A detail added here frequently changes a configuration decision that would otherwise have been made by assumption. The more specific you are, the more precisely calibrated your system will be.

Anything else we should know?

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What this configures: Any bespoke adjustments — custom qualification logic, routing preferences, service restrictions, or edge cases specific to your business. Our team reviews every response before a single automation is built.

The Build Process

Once Your Form Is Submitted, This Is What Happens.

Your form answers go directly to our team. Every piece of information is reviewed before the build begins. Nothing is assumed. Nothing is left on a generic default.

Step 1

Account setup — ~10 mins

Your Branded Environment Created

Your sub-account created and isolated — fully white-labelled under Procivex

Your logo uploaded and applied across your dashboard and all client-facing elements

Your brand colour applied throughout your system interface

Your assistant name set — the name your customers will see in every automated message

Response tone configured from your brand tone selection

Step 2

Variant configuration — ~30 mins

Your Flow Built Around Your Business

Booking variant: appointment types configured from your services list, calendar connected, confirmations and reminders set

Callback variant: capture flow built with your service areas, owner notification configured to your specified contacts

FAQ responder configured with your exact questions and answers

Multilingual detection activated for your specified customer languages

Follow-up sequences built and timed for your sector and transaction value

Step 3

Channel connection — ~30 mins

Every Channel Connected and Configured

Missed call WhatsApp response trigger configured — fires within 60 seconds of any unanswered call

Inbound WhatsApp automation flow activated from your business number

Website chat widget installed and matched to your WhatsApp flow

Review request workflow built — triggers post-job, routes to your Google Business Profile

Automated review responses activated in your brand voice

All owner notifications connected to your specified email and SMS contacts

Step 4

End-to-end testing — ~20 mins

Every Flow Tested Before You Go Live

Missed call trigger tested — inbound call made, response verified to fire within 60 seconds

WhatsApp inbound flow tested — message sent, instant response and correct routing verified

Website chat tested — full flow completed, lead captured, notification fired

Language detection tested in each of your specified customer languages

Booking or callback flow completed end-to-end — confirmation, calendar entry, notification all verified

Nothing goes live until every active channel passes. No exceptions.

Your System Doesn't Go Live Until It Works.

Every channel is tested end-to-end before your system is deployed. If something doesn't pass, it gets fixed before it reaches your customers. This isn't a deployment protocol — it's a commitment to the quality of what you receive.

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Every channel tested independently

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Language detection verified per language

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CRM record creation confirmed on every test

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Go-live confirmation sent to you directly

Why the Form Matters

The Form Isn't Admin. It's the Blueprint.

Every field you complete is a configuration decision removed from assumption. The more precise your answers, the more precisely your system performs from day one.

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Precision Over Defaults

Generic systems apply defaults when they don't have information. Procivex doesn't use defaults — your onboarding answers replace every default with something specific to your business. Your service list. Your assistant name. Your FAQ answers. Your tone. None of this is assumed.

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Faster to Live, Better from Day One

A complete, detailed onboarding form means our team can build without pausing to ask follow-up questions. The more you give us, the faster and more accurately your system gets built. A thorough form submission is the single biggest factor in a first-class go-live.

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Performance That Compounds

The configuration decisions made at onboarding are the foundation everything else builds on. A system built on accurate, detailed information captures better leads, qualifies more precisely, follows up more relevantly, and generates reviews that sound genuinely like your business. Every month of performance starts here.

Your System Is Built from Six Sections of Deliberate Configuration.