Title WhatsApp Menu-Driven Operations System (Google Sheets + Drive + Calendar Integration) – Modular Build Overview We are looking for an experienced developer to build a WhatsApp menu-driven operations system for our company (Savanna Tanks). The solution must allow workers and supervisors to submit daily operational data using WhatsApp instead of paper forms. The system must integrate with: WhatsApp Cloud API (Meta) Google Sheets (as the primary database) Google Drive (for file uploads: photos, documents, proof, signed forms) Google Calendar (for reminders/expiry scheduling – partially scoped) We want this built in a modular way (so we can deploy and test module-by-module). Core Requirements Key Features WhatsApp keyword triggers open menus (example: STE#1, STM#1, STT#1) Interactive button menus + structured flows Auto-detect user identity from WhatsApp number Role-based access (employees have categories/roles) Save all captured data to Google Sheets Upload media/documents to Google Drive and store links in Sheets Notifications via WhatsApp + Email to management based on triggers Scheduled follow-ups/reminders based on dates (Apps Script or server-side scheduler) Clean audit logs (who submitted what, when, from which phone, GPS location when shared) MODULE BREAKDOWN (QUOTE PER MODULE) Module 1 — WhatsApp Bot Framework + Core Integrations (Mandatory) Goal: Build the foundation system that supports all menus. WhatsApp Cloud API integration (Meta setup support) Support triggers like STE#1, STM#1, STT#1 Button menu handler, flow routing Google Sheets read/write helpers Google Drive upload handler (photos, PDFs, voice notes) Notifications engine (WhatsApp + email) Logs + error handling + basic admin config Deliverable: Working WhatsApp bot framework with test menu and database. Module 2 — STE#1 Supervisor Operations Suite (Mandatory) Menu for Erection Supervisors + Directors Includes: 1) Vehicle Checklist (Daily) GPS capture when opened 4 vehicle photos required (front/back/side1/side2) Yes/No inspection questions Oil & water top-up amount question Save to Sheets + Drive photo links Notifications for issues/damage 2) Daily Diary Project + Site dropdown selection GPS capture Voice note/recording option within 24 hours Auto-name generation from WhatsApp number Vehicle selection by registration number dropdown Diary linked to vehicle checklist 3) Toolbox Talk Supervisor conducts session Attendance recorded PPE compliance check Task selection list (predefined categories) 4) Harness Register (Working at Heights) Capture harness owner/person Certificate number Photo of harness worn Photo of certificate/tag Condition rating with flags (excellent → useless) Notifications for dangerous conditions 5) Leave & Passout Requests Supervisors can apply for themselves or crew Crew dropdown restricted to Drivers + Erector Workers only Sick leave requires mandatory sick note upload (saved to employee history) Passouts recorded via start/end time (08:00–17:00) and auto-calculated hours Post-event verification automation: Employee confirms next day YES/NO Admin Manager or Accounts Manager verifies (either can do it) If not verified within 24h → reminder warning If still pending after 48h → escalate to Todd + Manager Annual passout totals must include VERIFIED HOURS ONLY (per year 2025, 2026, etc.) 7) Request for Money (MR System) Money Request numbers auto-generated Proof rules: mandatory vs optional categories Accommodation special fields: owner name, cell, omang photo, monthly amount, date, location optional owner confirmation via WhatsApp/SMS Allow receipts added to existing MR 60-day grace period for deductions Receipt accountability warning message mandatory 8) Proof of Expenses Upload Link receipts to MR numbers Reconciliation rules Outstanding warnings after 60 days 9) Summary of Expenses & MR’s Role-limited view (to be refined later) Deliverable: STE#1 suite fully functional with Google Sheets + Drive + notifications. Module 3 — STM#1 Projects & Sites + Design Management (Mandatory) Projects management must allow: View Active Projects Add New Project (captures full client/stakeholder details) Auto-create default site: {ProjectName} - Main Site Sites Management: add/disable/reactivate sites (active-only view) Disable project blocked unless all linked sites are disabled Reactivate project always allowed Design Stage Flow Capture tank specs for multiple tanks (one row per tank) Ground tank + High-level tank with stand details “TBA” allowed but must be included in engineer messages Engineer options: Savanna Tanks (internal) John Duncan (external) John Duncan receives ONLY high-level stand specs by WhatsApp + Email John Duncan required questions: Structural steel calculations needed? (Y/N) Geometric sketch needed? (Y/N) Target completion timeline: 7 or 14 days (calendar days) Internal engineer workflow: Auto-assign Technical Draftsman (first active) Send same design summary (ALL tanks) to Draftsman + Manager + Director Todd via WhatsApp + Email Follow-up automation: TargetDate + 1 day: ask Todd + Manager if design received YES/NO If NO → send reminder to engineer (JD or draftsman) Work Orders upload requirement: ask at end of design capture to upload work orders if design uploaded but work orders not uploaded, send reminder after +7 days to Draftsman + Manager + Todd Deliverable: Projects/Sites/Design management + automations implemented. Module 4 — Employee Management + Onboarding Compliance (Mandatory) Employee Management allows: Add/update/deactivate/reactivate employees Employee role categories include: Technical Draftsman, Driver, Erection Supervisor, Manager, etc. After role selection, capture onboarding: next of kin cell, start date mandatory uploads: omang, licences, passport, contract, inductions, handbook, chain of command, complaint etc. Upload docs to Drive: Employees/EMP-###/Documents/ Docs stored in EmployeeDocuments sheet Issue tracking (overalls + boots with issue dates, phone + sim) Bank registration (Botswana bank dropdown + account number + “loaded to head office”) Mandatory onboarding with 90-day grace: employee can access system for 90 days even if incomplete after 90 days → auto-block notify employee + Admin Manager + Todd + Juliet via WhatsApp + email auto-unblock once onboarding complete Employee HR tracking: leave totals (all submitted) passout hours totals (verified only) loans (amount/date/repayment period/balance) gratuity issued + notes + balance police fines wage increases (old/new rate + date) Deliverable: full employee admin + compliance + auto-block/unblock rules. Module 5 — Fleet Compliance + Maintenance + Calendar Reminders (Not yet fully scoped) Vehicles and trailers compliance tracking: registration numbers permit/licence types and expiry dates auto-calendar reminders (email + WhatsApp group notifications) maintenance logging and scheduled reminders integrate with trip compliance (Module 6) Deliverable: Fleet compliance system with calendar reminders. Module 6 — STT#1 Transport Control Operations + Trips (Not yet fully scoped) Trip opening flow: driver selection from list trip type (collection, delivery, crane, etc.) destinations dropdown Google Maps distance estimate (optional) checklists: vehicle docs, driver docs, compliance blocking Deliverable: Trip management module. Optional Module 7 — Customer Support / Sales Bot (Optional) triggers: hi/hello/i need/etc. welcome message auto-send marketing video enquiry flows for GS/GRP/special save leads to sheets and send brochure automatically notify Todd Deliverable: customer sales bot. Deliverables Required (All Modules) working WhatsApp bot deployed and testable Google Sheets template (tabs + formulas) Google Drive folder structure deployment instructions + documentation clean code and comments access/permissions logic error handling and logging ability to switch notifications on/off in a NotificationsConfig sheet Tech Preferences We are open to: Node.js / Express Python / FastAPI Google Apps Script (acceptable if scalable enough) Firebase / Supabase optional (if recommended) Must support: WhatsApp Cloud API webhooks scheduled jobs for reminders and follow-ups Google API integrations (Sheets, Drive, Calendar) Pricing Request Please quote: Cost per module total cost for full project estimated timeline per module ongoing support / hosting costs (monthly) Screening Questions (Must Answer) Have you built WhatsApp Cloud API bots before? Share examples. What architecture do you propose (Apps Script vs server)? Why? How will you handle WhatsApp template message approvals for outbound alerts? How will you securely store API tokens/keys? What is your recommended hosting option and monthly costs? Can you build this modularly and deliver Module 1 first? IMPORTANT NOTES WhatsApp outbound notifications may require approved message templates. We prefer clean modular development with frequent testing. We will provide Google Sheets templates and sample data.