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Automation Studio / How it works

Inside the studio.

This is where automations are set up, tested and controlled. We build the first version with you from your case. After that the controls are yours: what is automatic, what is drafted, and what always goes to a person.

From your case to a running automation

  1. 01Case profile.We record your hours, staff, appointment types, escalation contacts and languages.
  2. 02Templates.You start from messages, sequences and rules written for your industry.
  3. 03Rules.Each topic is set to automatic, draft for approval or human-only.
  4. 04Test mode.Simulated calls and messages run against your rules before a customer sees anything.
  5. 05Live.The automation runs. Your staff watch the console, and we tune it with you every month.

Topic rules

Set the limits before anything goes live.

One screen lists every topic a customer can raise and what the studio may do with it. Nothing reaches a customer outside these rules.

  • Three settings per topicAutomatic, draft for approval, or human-only.
  • Locked topicsCost, clinical advice, prescriptions and complaints cannot be automated.
  • Earned automationA draft topic can be promoted after a run of correct drafts.
Topic rulesIllustrative screen, sample data

Staff console

One queue for everything that needs a person.

When the studio hands something over, it arrives with the full conversation, the reason it was handed over, and the customer's details from your system of record.

  • The reason is shownEvery item says why it reached a person: a locked topic, a draft, or no response.
  • The full threadCalls, texts and emails for that customer sit in one history.
  • Draft approvalApprove, edit or discard a drafted reply in the same place.
Staff consoleIllustrative screen, sample data

Studio tools

The rest of the toolkit.

  • A

    Case profile.

    Hours, staff, appointment types, escalation contacts and languages in one record. Every automation reads from it.

  • B

    Industry templates.

    Starting messages, sequences and rules for your industry, so you edit a working default instead of a blank page.

  • C

    Flow designer.

    Build each automation as a visual flow of triggers, messages, Brain steps and logic, with MCP connectors, database queries and CRM records as nodes.

  • D

    Test mode.

    Run simulated calls and messages against your rules before anything reaches a customer.

  • E

    Change history.

    Every change to a message or rule is versioned and can be rolled back.

  • F

    Multi-location.

    One account, several locations. Templates are shared, and local details stay in each case profile.

Connections

It runs on the systems you already have.

You do not move your records. The studio sits between your system of record and the channels your customers use.

Source of truth

Your system of record.

Dentrix, Open Dental, Eaglesoft and others through one connector.

  • Schedules
  • Recalls
  • Treatment plans
  • Balances
In the middle

Automation Studio.

Reads what each automation needs, applies your rules, and writes bookings and outcomes back so your records stay complete.

Where customers are

Your channels.

  • Phone and SMSOn your own numbers.
  • EmailThrough your business mailbox.
  • Reminder toolsAlongside the reminder and review tools you use today.
  • Sync health alertsIf the link to an on-site system goes stale, the studio warns your team.
  • Text message registrationText messaging needs carrier registration before the first message. We file it at the start of setup.

Rollout order

Read-only first. Customer-facing last.

We switch things on in order of risk, so your staff see the benefit before anything automated speaks to a customer.

  1. Discovery callWe map your case: hours, staff, systems and rules.
  2. ConnectWe link your system of record, phone numbers and mailbox.
  3. BaselineWe measure calls, response times and follow-up results as they are today.
  4. Briefing goes liveRead-only reports start. Nothing is sent to customers yet.
  5. Follow-up and messagesSequences and text and email replies go live, with new topics starting in draft.
  6. CallsAfter-hours and overflow calls first, then booking by phone.

What comes with it

  • Setup by the YourCase team, starting from the discovery call
  • Staff training and a closely monitored go-live period
  • Monthly tuning of messages, rules and call quality
  • A named contact on your side who owns the rollout

Tell us your case.

Tell us which system you run on and what your front office handles every day. We will walk you through the studio set up for a business like yours.

Tell us your case[YOUR CONTACT EMAIL]

Screens shown are illustrative and use sample data.