Admin Shortstop
Your automated front office for every customer conversation.
Connect email, phone, text, AI, and your existing CRM so customer requests are logged, routed, followed up, and resolved without repetitive office work.
- Gmail
- Dialpad calls
- Dialpad SMS
- ServiceAutopilot
- AI providers
- Google Chat
Open tickets
12
+3
Pending
11
−2
Urgent
4
+1
Follow-ups due
8
6:15 AM
Unmatched
11
+4
Failures
3
1 dead
| # | Customer | Subject | Status | Age |
|---|---|---|---|---|
| 10428 | Ramirez, Yolanda | Charged twice for the July application | Urgent | 12m |
| 10435 | Prescott, Miles | Brown patches spreading across the back lawn | Open | 38m |
| 10442 | Okonjo, Adaeze | Nobody showed up for the scheduled visit | Urgent | 1h |
| 10449 | Lindqvist, Annika | Quote for aeration and overseeding this fall | Pending | 2h |
| 10456 | Bergstrom, Curtis | Please stop service after this season | Pending | 3h |
| 10463 | Nakamura, Hideo | Weeds coming back three weeks after treatment | Open | 4h |
- Gmail inbound → ticket16 processedjust now
- Dialpad SMS ingestion4 processed2m
- ServiceAutopilot syncHTTP 401 · retrying6m
- Routing AI decisionexisting_ticket · 0.948m
AI suggested reply ready
Drafted from 2 approved knowledge-base answers · confidence 0.87
14s
Median inbound email to CRM ticket
94%
Communications matched automatically
5
Channels unified into one queue
0
Spreadsheets required to run it
Unified communications
Every channel lands in the same queue
Email, phone calls, voicemail, and text messages arrive through different systems and end up in different places. Admin Shortstop pulls them into one operational surface, matched to the right customer before anyone opens them.
- Gmail push notifications rather than a polling loop, so inbound mail is visible in seconds.
- Dialpad call events arrive with the AI recap already attached, and SMS through a signed webhook.
- Signatures, quoted history, and form envelopes are stripped before anything reaches your CRM.
- Senders are matched across email, phone, and name — with a manual queue when the match is not certain.
- Ramirez, YolandaGmailCharged twice for the July application12m
- Okonjo, AdaezeDialpad callMissed visit · AI recap attached38m
- Lindqvist, AnnikaDialpad SMSNew gate code is 44171h
- Prescott, MilesWeb formQuote for aeration and overseeding2h
Automated ticket routing
New issue, or the same conversation?
The difference between a duplicate ticket and a clean thread is one judgement call, made hundreds of times a week. Admin Shortstop makes it consistently, and shows its reasoning every time.
- Recent active tickets for the account are retrieved and compared against the new message.
- The model decides only where a message belongs — never who it is assigned to or how it is categorised.
- When several tickets are open, the closest one is selected rather than the most recent.
- If the model is unavailable, deterministic fallback rules keep the queue moving.
Inbound email
“The weeds along the driveway are back again after the last visit.”
- #10463 · Weed control follow-upAppended as a note · confidence 0.94
- #10391 · Billing questionDifferent issue — not selected
AI-assisted support
Drafts from your answers, not the open internet
Suggested replies are written only from a knowledge base your team has reviewed and approved. Nothing is sent to a customer automatically — the draft exists so a person starts from something rather than nothing.
- Every entry carries an approved answer, an internal action, and an explicit do-not-say.
- Urgency, closure, and routing are separate decisions with separate thresholds and audit records.
- Closed tickets are summarised into training suggestions that require human approval before use.
- Each decision records the model, prompt version, confidence, and whether a fallback was taken.
“Creeping charlie is one of the tougher broadleaf weeds and almost always needs a second application. Re-treatments are included at no charge under your program — I have queued a free service call for the driveway strip within 5 business days.”
Never sent automatically. A person reviews, edits, and sends — the draft just removes the blank page.
Follow-up and resolution tracking
Tickets close because someone confirmed, not because time passed
Pending work quietly expands to fill the week. Admin Shortstop asks the customer directly, records the answer, and escalates when the answer is not good enough.
- A seven-day prompt with three clear outcomes, each behind a secure single-use link.
- A short change window means a mis-click can be corrected before anything is applied.
- Two consecutive Not Resolved responses escalate the ticket and alert management.
- Tickets created from staff email close silently, with no customer-facing prompt at all.
Day 0
Ticket moves to Pending
Day 7
Follow-up email sent with three outcomes
Day 7
Customer selects Resolved Normally
Day 7
Ticket closed, resolution logged for training
Day 9
Auto-close if nothing is heard back
Integration overview
Works with the systems you already run
Admin Shortstop sits between your inbox, your phone system, and your CRM. Nothing gets replaced, and nothing has to move first.
Gmail
LivePush notifications, thread history, labels, and outbound send.
ServiceAutopilot
LiveAccounts, leads, tickets, notes, status, and file upload.
Dialpad
LiveCall events with AI recap plus signed inbound SMS webhooks.
Google Chat
LiveEscalations, closed-ticket summaries, and failure alerts.
AI providers
LiveRouting, closure, urgency, and knowledge-base drafting.
Google Sheets
MigrationOne-way import from the spreadsheets you run on today.
QuickBooks Online
PlannedInvoice and payment context on the customer record.
Webhooks & API
PlannedSend events anywhere, or bring your own CRM adapter.
Operational visibility
When something fails, you find out from us
Automation that hides its failures is worse than no automation. Every event, retry, and dead letter is inspectable, and anything that could not be handled is queued for a person rather than dropped.
- A durable event record means a slow downstream system delays work instead of losing it.
- Failed events are retried with backoff, then dead-lettered with the full request and response.
- Unmatched senders go to a manual review queue that can be resolved and replayed.
- Connection health is monitored continuously, including credentials that are about to expire.
Events processed today
1,284
+18% vs last Tuesday
Median time to ticket
14s
Gmail push to CRM write
Matched automatically
94.2%
5.8% to manual review
Retries succeeded
27 / 29
2 in dead-letter queue
Every decision carries a correlation ID. Open any ticket and trace it back through the exact event, match, and model call that produced it.
Give the office back its afternoon
See Admin Shortstop running against a real support queue. We will walk through your channels, your CRM, and what the first thirty days of migration actually looks like.
- Tenant-isolated by design
- Phased migration, no big bang
- Runs beside your current setup