Build for the team that exists now.
Close system / Phase 1 proposal
VO2Family Barber
Phase 1 / Prepared for Graham van Zijl
Make every booking easier to run.
One barber. One clear schedule. One operating layer behind WhatsApp, bookings and follow-up.
The payment link remains inactive until VAT treatment and final commercial approval are confirmed.
01 / OPERATOR REALITYWhat needs to change
The bookings work. The system around them still depends on memory.
Service combinations change appointment length. Product requests need stock confirmation. Gym questions enter the same channel. Phase 1 gives each request somewhere useful to land.
Add capacity only when staff makes it real.
Final durations stay subject to Graham's approval.
02 / PHASE 1The smallest credible launch
Structure first. Then automation.
The first release is barber-first. Gym and product requests are routed safely without pretending those businesses have been fully automated.
Booking structureOne barber schedule that respects the work
One active barber launches first. Approved services, add-ons, buffers and combinations reserve the right amount of time without double-booking.
Conversation layerWhatsApp support with a clear human exit
The agent handles approved enquiries, bookings, rescheduling and cancellations, then hands over anything sensitive, unclear or exceptional.
Customer recordA record behind every conversation
Customer details, enquiry type, booking history and useful notes land in one CRM instead of disappearing into separate chats.
Follow-upThe small steps happen on time
Confirmations, reminders, review requests, rebooking prompts and human follow-up are prepared, tested and approved before activation.
Product enquiriesInterest captured before stock is promised
The agent collects the product request. Graham or the assigned person confirms stock before payment instructions and fulfilment updates are sent.
Gym routingUseful answers without pretending the gym is automated
A small approved set of gym questions can be answered or routed. Membership billing, contracts and access control stay outside Phase 1.
03 / COMMERCIALEstimate ORX-VO2-20260718-01
Pay for the setup. Start monthly billing at go-live.
This private partner arrangement removes the normal managed-service layer. Graham receives a self-managed platform after training and handover.
Setup, launch preparation, testing, training and handover within the agreed Phase 1 boundary.
Self-managed access to the configured workspace after handover. Ongoing new builds are excluded.
The connection fee starts when the approved WhatsApp channel is activated.
Fixed recurring baselineR1 350 / month
AI, Meta and channel usage is billed separately from actual usage. VAT treatment must be confirmed before an invoice or payment link is issued.
Open commercial explainer04 / DELIVERYA controlled launch
Seven to ten working days, after the inputs are ready.
The clock begins after payment, access and onboarding information. WhatsApp migration remains controlled until the replacement path passes testing.
Confirm and collect
Setup payment, access, official WhatsApp number, service matrix, hours and policies.
Build the booking foundation
CRM structure, one barber schedule, services, availability and booking rules.
Prepare the operating layer
Conversation AI, approved knowledge, follow-up rules and human handover.
Test and hand over
Acceptance tests, controlled WhatsApp cutover, training and go-live approval.
05 / OWNERSHIPClear responsibility
ORBITxi owns
- Configure the agreed Phase 1 foundation
- Prepare and test the approved journeys
- Run the handover and correct launch defects
VO2 Max provides
- Provide accurate services, prices, durations and policies
- Provide required account access and timely approvals
- Own day-to-day operation after training
Approve together
- Approve the WhatsApp number and cutover plan
- Approve customer messages, handover rules and acceptance tests
- Scope any new build before it starts
06 / BOUNDARYWhat R990 does not buy
Small scope. Clear finish line.
Anything outside the agreed release is reviewed and priced before work begins.
01
Unconfirmed extra barbers or multiple complex calendars
02
Large contact or historical data migrations
03
Live inventory, courier, accounting or custom integrations
04
Full gym membership, billing or access-control automation
05
Voice AI, paid advertising or website redesign
06
Unlimited support, agent retraining or new workflows after handover
07 / NEXT DECISIONConfirm Phase 1
Start with the booking system the business needs now.
Review the estimate. Complete the remaining onboarding information. Then pay the R990 setup fee once the approved payment link is issued.
Payment, deployment and any live platform activation remain subject to separate approval.