What's now

Thank you for the 16 answers and for the detailed questions. Answers below, in the order you asked. Where we need something from you, it's marked “From you”.

1Admin access to Meta: where can we get it?

Whoever manages Color Café's Facebook or Instagram page usually has it.

1. Open business.facebook.com/settings and choose Color Café.
2. Users → People → Add. Enter khinkis13@gmail.com, choose “Full control”, send the invite.
3. While you're there: Accounts → WhatsApp accounts. If you see the account with your number 054-766-0617, it's yours. If the list is empty, tell me: I'll check from the CommBox settings, read-only, where it sits.

If nobody has a Meta Business account for Color Café, tell me and I'll send step-by-step instructions.

From you: the invite, or a note that there's no such account.

2WhatsApp Business Account (WABA): who owns it and how is it billed?

The same check answers it. If the account is in your Meta Business (step 3 above), it's yours. Billing: in WhatsApp Manager → Payment methods. If your card is there, WhatsApp is billed to you directly; if there's no card, you most likely pay through the CommBox invoice. Before launch, Color Café's card goes onto the account: Meta charges for messages that start a conversation from your side (template messages); replies to guests within 24 hours are free. If the account sits in CommBox's Meta Business, moving the number may need a step on their side; we'll know after the check, and we plan it so it happens only on launch day.

3CommBox contact or integrator

Not needed: we don't contact CommBox (see the top of this section). Instead:

• Who sends the WhatsApp link after a phone call: I check it in the CommBox settings, read-only. From you: which phone provider your studio number is with.
• Turning off the CommBox bot, auto-replies and auto-closing for WhatsApp: your team does it on launch evening in your CommBox admin, a few settings; I send the exact steps.
• Switching back: turning the same settings back on, a few minutes. We rehearse the rollback on the test number before launch, so we know the exact time.

4Production accounts in Color Café's name: what's needed and how

Every account is opened in Color Café's name with your card; you're the owner, I'm a member you can remove at any time. I send step-by-step instructions for each one (about 10 minutes each):

• Server: a Hetzner Cloud account (EU), around €10–20 a month. You invite me as a member.
• Anthropic (the AI): an account at console.anthropic.com with your card and a monthly spending limit. You invite me as a developer.
• Code: a GitHub organisation for Color Café (free, private). You invite me.
• Subdomain: for example inbox.<your website domain>. Whoever manages your website adds one DNS record that I send.

Backups go to the same Hetzner account.

From you: who opens them on your side.

5Automatic readiness check, Ontopo, full tracking (one answer for the three questions)

There are three levels:

• In this project: the assistant collects the order number (or name, branch and painting date) and customer service gets a ready card, so nobody asks the guest again.
• Readiness check: the assistant looks the order up itself and answers “ready / not yet / there's an issue with the piece”. Since your “ready” SMS goes out through Ontopo, which already has the booking data, connecting to Ontopo is the natural way. We planned this topic for later, but I'm glad to start working it out now. To find out whether it's technically possible, I need:
  1. The person who manages Ontopo on your side, to ask your Ontopo account manager whether they offer an API or integration for reading bookings and the status of sent SMS messages.
  2. Screenshots of the Ontopo screen where you see the SMS groups and dates per branch (guest names can be covered).
  3. Where the damaged-pieces table and the “UNLOADED” status live: in Ontopo, a Google Sheet, on paper?
  4. In the Tel Aviv branches, where the green and black checkmarks are marked: which system?
  After that I come back with how it can work and an estimate.
• Full piece tracking and the automatic “ready” message: every piece followed from painting through the kiln to pickup, and the “ready” message sent automatically instead of SMS groups. That's step 2, a separate project.

6How you decide a piece is ready (what you described)

Thank you, this goes into the knowledge base: each branch has an SMS group with a ready date; the SMS goes out through Ontopo; pieces are kept 1 month from the first SMS and 2 weeks from the second; a longer hold is arranged through customer service. The Tel Aviv checkmarks and the damaged-pieces table stay internal: the assistant doesn't see them until there's a readiness check.

7Weekend pickups and holding pieces

Yes. When a guest asks to pick up on Friday or Saturday or to hold a piece longer, the assistant collects the name, order number (or branch and painting date) and the day they want, and hands it to customer service as a card in the inbox, tagged. Customer service decides, since these are exceptions. A separate spreadsheet isn't needed: all such requests can be filtered by tag in the inbox.

8Deliveries

Suggestion:

1. The guest asks to send a courier. The assistant collects the order details and the day the courier would come, and tells the guest the team will check the order is packed and confirm.
2. Customer service gets a card tagged “courier” and checks with the branch.
3. Once the branch confirms, customer service sends the guest “you can send the courier” (the assistant prepares this reply, they just send it).

The guest arranges the courier, as today.

9The assistant's first message

Agreed. The first message says it's Color Café's AI assistant and answers the question, without offering a person. A person still steps in when needed: complaints, refunds, exceptions, or when the guest asks.

10“No inbox built from scratch”

It's only about the screen where your team sees and answers chats: we don't write it from zero, we use Chatwoot, an existing open-source product, on your server. It doesn't limit anything: your team can write to a guest first (more than 24 hours after the guest's last message, WhatsApp requires a Meta-approved template). And yes, the assistant itself is built on your knowledge base and your team's experience.

11Where the code and documentation will be

On GitHub, in a private Color Café organisation (see 4). You're the owner, I'm a member.

12“Services and data”

It's the list of outside services the system uses and which guest data each one sees (WhatsApp, the AI, the server and so on). Our agreement (sections 4 and 7) asks me to list them, and approving the scope means approving this list.

13Your own copy of the CommBox history

We already have a copy of all conversations from 20 June to 22 October 2026 (about 10,100), made through your admin account, read-only, without contacting CommBox. We can give you this copy as a file and refresh it right before launch, so it's complete. If you need an older period, tell me which.

14Your answers to the short questions: how we understood them

All 16 answers are going into the assistant. Two we read from your notes rather than the option you ticked; correct us if we got them wrong:

• Protected space (9): there's a protected space next to all four branches.
• Kiryat Ono (10): step-free entrance and a large toilet with a sink; no grab rail inside yet.

And three working rules: handovers wait 15 minutes, 30 on Sundays; a chat customer service has answered stays with them and never goes back to the assistant; the backup person and the times will be a setting you can change as shifts change (we plan to keep it in the same sheet as prices and hours).

Still open: the backup person (question B).

15Launch date

The 2–3 November launch depended on Meta admin access by 27 October. It hasn't arrived yet, so the date moves by the same amount; once access arrives, I give you the new date. Work on the test number continues meanwhile.