Feature

Every event with its invitation, its reminders and its survey afterwards

Wednesday, 18:00. Management sets up Thursday's talk at 20:30 in the dashboard, with compulsory attendance, for every resident of the colegio mayor (a Spanish hall of residence with a formative programme). Each of them receives the invitation on WhatsApp with three buttons: "Voy" (I'm going), "No voy" (I'm not going) and "Tal vez" (Maybe). Whoever presses "No voy" is asked for the reason, and their answer stays on the event's record. On Thursday, an hour before, the reminder goes to those who said they were going or might, and once it has started, management asks for feedback with a button.

What happens with each event, and what Bedel does

What happens	What Bedel does
A resident asks "what time is the gala dinner?"	It answers with the time and place: it has the events of the next 14 days in its context. If that event has a poster and there is no doubt which one it is, it sends it
She presses "Voy" on the invitation	She is down as attending. The dashboard shows who is going, who is not, who is unsure and who has not answered, and whether the message was delivered and read
She presses "No voy" for a compulsory event	It asks for the reason. What she writes in the following hour is saved as the justification; if she answers later, the AI links it to the event while the question is still open
There are 24 hours to go	A reminder to those who said "Voy" or "Tal vez", without asking again, and another one an hour before. Those who said "No voy" are not reminded
The time of the event changes after it was announced	A single line with what is new, only to those who received the invitation and without repeating the button card. Before announcing, the dashboard warns if the description gives a different time
The event has started	The team asks for feedback with a button and everyone who said "Voy" receives a personal link to four questions, single-use and valid for seven days
A new month begins	The kitchen receives the month's birthdays and special days on WhatsApp, one line per date, to put in its diary

Inviting and confirming

The event is set up in the dashboard with its title, place, date and type; who it is for (residents, families, staff or everyone); whether it is compulsory; whether it repeats weekly, fortnightly or monthly; and, if wanted, a poster. Bedel sends the invitation with "Voy", "No voy" and "Tal vez", and through an approved template with the same three buttons to anyone whose 24-hour window is closed.

Families only receive it if they are verified and have given their consent.
It is not sent to members of staff who are outside their working hours, unless the event is urgent.
Before sending, the dashboard warns if the event has already passed or if the description gives a different time from the one on the record; the centre confirms and carries on.
The front desk can add by hand someone who confirms in person, and that person no longer receives the invitation.

Reminders 24 hours and one hour before

If the event has the reminder switched on, it goes out twice: 24 hours before and one hour before, once each. It goes to those who said "Voy" or "Tal vez", with the same event text and no buttons, because they have already answered. If the event was never announced with buttons, nobody has been able to reply and its whole audience is reminded.

The dashboard's remind button follows the same rule as the automatic one, so that the two cannot decide differently.
Those who have not answered are not reminded: they are asked again, which is a separate action.
Resending to everyone asks for confirmation and says how many people who have already answered will get it again.
It respects the centre's notice allowance and WhatsApp's sending limit; the dashboard warns before announcing if not everyone fits.

Compulsory events: the reason for not going

For a compulsory event the invitation says so in plain words: "⚠️ Asistencia obligatoria. Si no puedes venir, te pediré el motivo" (attendance is compulsory; if you cannot come, I will ask you why). Whoever presses "No voy" or "Tal vez" is asked, and their answer is saved on their row for the event, which management sees in the dashboard.

What they write in the following hour is saved as the reason, word for word.
If they answer the next morning, the AI knows there is a reason pending and links it; whether there is a row to write is decided by the database, not by the model.
The question stops being open one day after the event starts, and never lasts more than seven days.
Attendance can be downloaded as CSV or Excel: name, answer, source, delivery status and whether it was read.

The survey afterwards, anonymous by design

Four questions: what they thought of the activity, what they thought of the trainers or staff who ran it, whether they found it useful and what they would improve. Each has its options plus "Otros" (Other), which opens a comment. It is answered through a link, not in the chat, because everything that passes through the chat stays in the dashboard conversation.

Only those who said "Voy", or whom the front desk added by hand, receive it: nobody who did not go is asked what they thought.
The conversation records that feedback was requested, without the link, so that nobody on the team can answer on their behalf.
Only the hash of the link is stored, and the answer is stored with no phone number, no link and no time: there is no column joining them.
With fewer than three answers the dashboard says how many are missing instead of showing the ones there are, and comments are shuffled.

Birthdays and special days, to the kitchen

At the start of each month, the kitchen receives on WhatsApp the dates that month when it has to prepare something: birthdays and the centre's special days, one line per date with the day of the week. It is the same monthly notice that brings Maintenance its dated inspections, in a block of its own: see preventive maintenance.

The notice tries to go out every day until it does, and is not repeated within the same month.
If it goes out late, it only carries what is still ahead that month.
If it reached nobody in the post, it is tried again the next day.
The dates are loaded by Bedel when setting up the centre, from the list the centre provides.

What it does not do, said before the demo

It does not launch the survey on its own: the team asks for it with a button once the event has started.
It is not answered inside the chat: the survey goes by link, so that the answer does not stay in the conversation.
It does not handle capacity, waiting lists or payments for an activity: it confirms attendance, it does not register or charge.
It does not send automatic reminders for an event unless they are switched on for that event, nor to those who said "No voy".
There is no screen for the centre to upload birthdays: they are loaded when the centre is set up.

Frequently asked questions

Who receives an event invitation?

The audience chosen when it is set up: residents, families, staff or everyone. Families only if they are verified and have given consent. It is not sent to staff outside their working hours, unless urgent. Anyone the front desk has already added by hand does not receive the invitation.

What happens if someone cannot attend a compulsory event?

When they press "No voy" or "Tal vez", Bedel asks for the reason. What they write in the following hour is saved as the justification. If they answer later, for example the next morning, the AI links their message to the pending event and saves it all the same. The question stops being open one day after the event starts.

Is the survey really anonymous?

Yes, and not by hiding data but because it is never stored together. The link is personal and single-use, and only its hash is stored. The answer is stored with no phone number, no link and no time. The dashboard shows nothing with fewer than three answers, does not say who has answered, and the comments are shuffled.

When are reminders sent?

If the event has the reminder switched on, 24 hours before and one hour before, once each. They go to those who said "Voy" or "Tal vez", with no buttons. If the event was not announced with buttons, the whole audience is reminded. Those who have not answered can be asked again from the dashboard.

What if we change the time after announcing it?

The change is announced from the dashboard: a single line with what is new goes out, only to those who received the invitation, without sending the button card again to people who have already answered. Also, before announcing, the dashboard warns if the event description gives a different time from the one on the record.

Does the invitation reach someone who has not written to the centre for days?

Yes. Outside WhatsApp's 24-hour window, the invitation goes out through an approved template that carries the same three buttons, so it looks and is answered the same way. What does count is the centre's notice allowance: if not everyone fits, the dashboard says so before announcing.

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