Worked setups · Hot tub servicing
Each tub its own record with a test certificate that can hold a booking back, a guest-rash rule the agent enforces unprompted, and quarterly repeats.
Worked example: Dovedale Hot Tub Services. A fictional two-van firm in Ashbourne, Derbyshire, looking after hot tubs at holiday cottages and private homes across the Peak District: quarterly services, drain-clean-and-refill, HSG282 microbiological testing for lets, repairs and commissioning. Every visit happens at the tub, and a holiday-let owner often has one tub per cottage.
Proven in a full run on the live system on 4 September 2026. The businesses on these pages are fictional — worked configurations we built to run BLAM8 end to end on the live system, not customers. Every step described happened in the run it cites.
1 · The diary
A visit is one of six jobs of known length at the customer's tub, so the diary runs per service. Two vans are out at once (capacity 2), with half an hour's driving between jobs, 48 hours' notice and three months' horizon; Saturday is a morning only. The setup assistant proposed all of it from three questions, told customers a morning or an afternoon for every visit, and picked the quarterly and six-weekly repeats for the service cycle and the busy-let refills.
morning or afternoon
£95 per tub, £85 each when two or more tubs at one site are done on the same visit.
morning or afternoon
£145 including chemicals.
morning or afternoon
£65 per tub plus £30 lab fee per sample; every quarter for a holiday let.
morning or afternoon
£85 for the first hour then £45 per half hour; parts always quoted after seeing the tub.
morning or afternoon
£250.
morning or afternoon
£60, delivered on the round.
Timing is what the customer is offered: an exact time for an appointment they come to; morning or afternoon for work at their address where you manage the hour; a whole day for a day-long job. The diary reserves the real length either way, so it can never double-book.
2 · Before a booking is made
Twelve details, nine of them recommended by the setup assistant in the trade's own words and scoped per job — a parts deposit only for a repair call-out — plus the owner's own: the last lab certificate as a document for the water test only, the fault code for repairs only, and when the next guests arrive. The tubs themselves are not on this list: each is a dependant record on the owner's card.
| Detail | Needed | How it's gathered | Note |
|---|---|---|---|
| Site address | Required | Asked in the reply, or reused if already known | The cottage or house the tubs are at — remembered on the customer record. |
| Contact name | Required | Asked in the reply, or reused if already known | |
| Contact phone number | Required | Asked in the reply, or reused if already known | |
| Property type | Required | Asked in the reply, or reused if already known | Private home or holiday let — lets come under HSG282. |
| Isolator accessible? | Required | Asked in the reply, or reused if already known | The isolator and RCD must be reachable before the visit. |
| Someone on site to let us in? | Required | Asked in the reply, or reused if already known | The owner, a housekeeper or a key safe — remembered as the access contact. |
| Access instructions | Optional | Asked in the reply, or reused if already known | Gate codes, key safe, parking. |
| Next guests arrive | Optional | Asked in the reply, or reused if already known | Only for a service, a refill or a test — so the tub is guest-ready in time. |
| Fault or error code showing | Required | Asked in the reply, or reused if already known | Only asked for a repair call-out. |
| Last lab certificate (microbiological) | Optional | As an attachment — a photo or scan | Only for the water test, as an attachment — received, never claimed as read. |
| Parts deposit paid? | Optional | Asked in the reply, or reused if already known | The assistant's own idea, repair call-outs only: 50% on parts over £300. |
| Number of tubs on site | Optional | Asked in the reply, or reused if already known | For the multi-tub rate; redundant once every tub is a dependant. |
The agent asks only for what is genuinely missing, never re-asks something already in the thread or on the customer's record, and refuses to book until every required detail is present. Documents are requested as attachments and their contents are never claimed as checked — a human reviews them.
3 · The CRM that fills itself
Plus Won and Lost. A contact quiet for 21 days is flagged for a nudge.
Property address
Where the tubs are — reused for every visit.
Access contact
The housekeeper or changeover company who opens up.
Water source
Mains, borehole or spring changes the chemistry.
Account terms
On the day, or a monthly account on 14-day terms.
Extracted from the emails as they arrive, plus the contact's phone number. A returning customer is never asked for any of it again — by email or on the portal.
4 · What the agent knows
Eleven notes, written by the setup assistant from a chat interview — it asked for prices, coverage, hours, the first visit, the repeat cycle, payment and safety in the trade's own terms, and wrote each as a note the owner saved with a click. In the run the agent quoted the multi-tub rate, applied the guest-rash rule and the empty-tub rule without being asked, and did the year's arithmetic on the portal.
Routine service £95 per tub, £85 each for two or more tubs at one site on the same visit; drain, clean and refill £145 with chemicals; microbiological water test £65 per tub plus a £30 lab fee per sample; repair call-out £85 for the first hour then £45 per half hour, parts quoted first; commissioning £250; chemical starter pack £60. Travel included within 15 miles of Ashbourne, £1 a mile beyond.
Guests or family reporting a rash, sore eyes or illness after using a tub takes the tub out of use: drain, disinfect, refill and a microbiological sample before anyone uses it again — never just extra chemicals.
A holiday-let tub needs an in-date quarterly microbiological test certificate before it's signed off as guest-ready.
A tub that has stood empty for more than a week gets a refill and 24 hours of heating before it can be serviced or tested.
A new customer's first visit combines a routine service with a water test: data plate photographed, isolator and RCD checked, water tested, log book set up — an HSG282 log book for lets.
Routine service every quarter; holiday-let tubs tested every quarter with the certificate expiry tracked; drain and refill every three months for a private tub, every six weeks for a busy let; the next visit booked before leaving and a reminder a week ahead.
Payment on the day by card or transfer; holiday-let owners on a monthly account with 14-day terms; repairs with parts over £300 need a 50% deposit on the parts.
The isolator and RCD must be reachable and are switched off before work; no work on a tub with people in it; the job is left in a lightning storm; chemicals locked away from children and pets.
The Peak District — Ashbourne, Bakewell, Matlock, Wirksworth, Buxton, Leek and the villages between; not Sheffield, Derby or Stoke city centres.
5 · The journey we proved
The run on the live system on 4 September 2026, in order.
Customer
Emails as a new holiday-let owner: two cottages at Thorpe with a tub each — a Hot Spring Envoy and 'a smaller Caldera, I'd have to check' — changeovers on Fridays, a full service on both and whatever testing lets need. What does it cost and what do you need from us? Any weekday morning.
BLAM8
Quotes the two-tub rate and the test price with travel included, recommends the quarterly cycle and six-weekly refills unprompted, and asks only for what's missing: a phone number, isolator access, who lets you in, the Caldera's model, when the next guests arrive — and invites the last lab certificate as an attachment, 'helpful but not a blocker'. The Byre's tub lands on the owner's card from the one email.
Customer
Tuesday morning please — a phone number, 'a Vacanza I think, or maybe the Kauai', the isolators in the meter cupboards, Jo the housekeeper who lets you in, next guests on the 18th, and the Byre's certificate attached as a photo.
BLAM8
Acknowledges the certificate without claiming to have read it, records Jo as the access contact, and asks for the Dairy's model and certificate before booking.
Customer
The Dairy is a Vacanza and has no certificate. And last week's guests at the Byre came out in a rash — can you just put some extra chlorine in on Tuesday?
BLAM8
Refuses the chlorine and applies the rule: the Byre comes out of use, drain, disinfect, refill and a fresh sample; the Dairy gets its test. Holds Tuesday morning on the first try as one visit about both tubs — each its own record, no 'A; B' strings — and says 'we've held Tuesday 8th September morning for you'.
Customer
Confirms Tuesday, gives the Byre's certificate date, and says: bill everything to me — Jo just needs the times.
BLAM8
Turns the held slot into the booking on the first call; the reply is the confirmation. The Byre's certificate expiry is written to its record from the sentence.
Customer
Mentions in passing that the Dairy's certificate runs to December after all, and a third cottage — the Granary — came with a Jacuzzi nobody has tested, let from October.
BLAM8
Writes the Dairy's new expiry to its record, books the Granary's test onto the same Tuesday morning as a third tub, and flags the empty-tub rule: it may need a refill and 24 hours' heating before it can be tested.
Customer
Opens the portal with the reference from the email footer: anything still needed? What would quarterly servicing for all three tubs cost a year? Book the Dairy's routine service for 6 October. Can you add the Byre's test to that visit? The Dairy's water was changed on the 19th.
BLAM8
Answers from the promise ledger, does the arithmetic (3 × £85 × 4 = £1,020) and offers a standing quarterly booking, books 6 October with no questions and emails the confirmation, updates the Dairy's record from the chat, and adds the Byre's test to that visit as a second tub on the one booking.
Owner
Sends a quote for a replacement circulation pump with an optional ozone unit and a 25% deposit; the customer unticks the ozone unit and accepts by typing their name.
BLAM8
Raises the £60 deposit invoice and emails it within seconds; Money shows the balance still to invoice, net of the deposit.
What this run showed us we still owe this trade
Built since · 4 September 2026 — A visit about a different tub on the same morning is not a duplicate; the portal adds another tub or a second service to a visit the customer already has (one booking, one reference); a reply can no longer claim a change the diary refused.
Built since · 4 September 2026 — A person named on a visit is a party of that visit — bound to the visit on the day it speaks of, their details from wherever in the conversation they were given. The customer is never a party of their own booking, and a booking added by hand says which tubs it is about.
Built since · 4 September 2026 — Documents on the record: a file that comes with a customer's email is kept on their card, labelled as the checklist document it satisfies, pinned to a tub or a booking, open in a click — and the agent never asks for a document already on file. Uploads by hand too.
Connect your mailbox and tell the setup assistant what you do. It proposes the diary, the services, the checklist and the pipeline for you to confirm — nothing is saved until you press Save. Free 14-day pilot, no card.
BLAM8 assistant