Your automations, watched every day and backed up every night
Nightly off-site backups, a daily health check of every system, and alerts before your customers notice — run by the team that learned it the hard way.
“Everything looked fine — and we lost leads for weeks.”
Wakflow Care
Operations
Replaces
- “We'll look when it breaks”
- Backups nobody tests
- Hearing it from a customer
Measured, not promised.
Wakflow's own production systems, 6–26 Sep 2026
- nightly backups succeeded, all 7 databases each night
- 11/11
- daily health checks in 21 days
- 21/21
- customer records restored field by field
- 1,370
- full-system backup on the latest night
- 54 GB
What you say today. What changes.
Everything looked fine — and we lost leads for weeks.
Every lead accounted for, every morning.
Our server went down and nobody knew why.
A full health check every morning, and every fix on record.
We have backups… we think.
Backed up every night, off-site, and verified.
How it works, step by step.
5 steps, and our team does them with you, so you never manage the software.
Step 1: We map your systems
Every number, inbox, database, automation and lead path is listed.
Step 2: Backups start the same night
Databases, WhatsApp logins, settings and the full system go off-site, checked piece by piece.
Step 3: The daily check starts the next morning
Every system is inspected and you get a short summary.
Step 4: Alerts come to our team first
Failures, lost leads and disconnected numbers reach us, and we fix them — usually before you notice.
Step 5: Every incident becomes a check
What went wrong once is watched for every day after.
Everything it does. 34 features.
Nightly backups
- Nightly database backups
- Every database behind your WhatsApp, inbox, CRM and automations is copied every night and checked to be restorable before it is uploaded.
- WhatsApp login backup
- The saved WhatsApp sessions are backed up too, so numbers can be brought back without scanning a QR code again.
- Settings and configuration backup
- Every setting, configuration file and deployment recipe is included — the pieces that take longest to rebuild by hand.
- Full system backup
- Separately, the entire system is copied every night in verified pieces, so everything can be rebuilt on a new server if ever needed.
- Off-site and verified
- Backups go to secure cloud storage, and every file is compared with the uploaded copy before the backup is marked successful.
- 30 days of history
- Thirty daily copies and twelve weekly copies of your data, plus seven nightly full-system copies.
- Low-impact timing
- Backups run in the early morning (India time), wait politely if the system is busy, and never slow down your live chats.
- Restore help
- Written restore steps travel with every backup, and our team handles restores for you.
Daily health check
- Every system checked every morning
- WhatsApp numbers, team inbox, CRM, automations, backups and the server itself are inspected every day.
- Short daily summary
- A scannable message on Telegram or WhatsApp: a green tick, a warning or a red flag per system, and a clear "action needed" line when something needs you.
- Full written log
- Every check's detail is kept in a dated log, so any issue can be traced back to the day it started.
- Compares with yesterday
- Each check notes what is new, what is recurring and what has been resolved.
Lead-loss monitoring
- Every enquiry traced end to end
- For each new WhatsApp contact and website enquiry, we check it reached your lead sheet and then your CRM.
- Exact failure point named
- When a lead is missing, the check says where it broke — never reached the automation, automation crashed, sheet refused the row, or CRM rejected it — so the fix is fast.
- Overwritten records detected
- If a CRM record is ever overwritten by the wrong lead, it is flagged with the original details so it can be restored.
- Bookings reconciled
- Paid bookings in your sheet are checked against the bookings in your CRM.
WhatsApp and inbox monitoring
- Number connection checks
- Every connected WhatsApp number is checked, and a number that has logged out is flagged with how to reconnect it.
- Message sync checks
- We check that incoming WhatsApp messages — including messages from ad clicks — are reaching your team inbox.
- Known-fault watch
- Faults we have fixed before are checked daily so they cannot quietly come back.
- Background job health
- The inbox's background jobs are watched for failures and build-ups.
Automation monitoring
- Error alerts
- When an automation fails, our team gets an alert naming the automation, the step and the error.
- Hidden-error inspection
- Every day we open a sample of "successful" runs and read their results, catching failures that the system labelled as success.
- Wrong-destination guard
- We check that no old or duplicate automation has been switched back on and is writing to the wrong place.
- Self-cleaning routines
- Automations that manage calls and recordings sweep up stuck items every five minutes and report anything unusual.
CRM data protection
- Data-quality checks
- Daily checks that leads are filed under the right brand and source, and that every new lead has its follow-up task.
- Record recovery
- Any CRM change can be traced to its before-and-after values, so damaged records can be restored field by field.
Server health and security
- Load protection
- Server load is measured before anything heavy runs, and heavy jobs are capped so they can never starve your live systems.
- Security checks
- Daily checks for exposed admin panels, default passwords, pending security updates and unexpected changes.
- Disk and log hygiene
- Disk space, log sizes and stuck processes are checked daily.
- Website and routing checks
- Every public address is checked to still reach its application.
Maintenance and incident response
- Fixes with a paper trail
- Every change is made with a backup of what it replaces, recorded in a running system record, and verified after.
- Careful recovery
- In an incident we stabilise first, protect data, and bring services back in the right order.
- Updates and small changes
- Software updates, number re-connections and small changes to your automations are part of the plan.
- Monthly report
- A monthly summary of uptime, backups, leads processed and issues fixed.
Plugs into the rest of Wakflow.
Care talks to 16 other Wakflow products. Start with one; connect the rest later without starting over.
- WhatsApp ConnectNumber connection and message sync are checked daily, and WhatsApp logins are backed up every night so numbers can be restored without a new QR scan.
- InboxThe inbox database is backed up nightly, and message sync and background jobs are checked every morning.
- CRMThe CRM database is backed up nightly; overwritten records, wrong lead sources and missing follow-up tasks are checked daily.
- AutomateEvery automation is backed up nightly, failures raise alerts, and "successful" runs are inspected for hidden errors.
- Lead Capture & CRM SyncEvery lead from WhatsApp and the website is traced from message to sheet to CRM every morning.
- AI WhatsApp AgentThe agent's automations are monitored and its conversation data is included in the nightly backup.
- AI Voice Calling AgentA five-minute sweep releases stuck calls and checks recordings are saved, and call data is backed up nightly.
- Cold Email EngineCampaign data is backed up nightly and engine errors are sent as alerts.
- Lead FinderSearch automations and lead lists are included in backups and monitoring.
- Personal AI AssistantThe assistant runs the daily health check and sends the summary to Telegram, and its own memory and settings are backed up nightly.
- Instagram AutomationThe daily audit reports the Instagram credential status and confirms every lead reached the CRM.
- AI Carousel StudioThe studio's workflows are in the nightly backup, and failure alerts can be switched on the same way as our other automations.
- Bookings & Payment Follow-upsNightly backups of bookings, and a daily check that every online booking reached the register and the CRM.
- WhatsApp BroadcastsNumber health checks and alerts keep your sending number connected and safe, and its workflows are in the nightly backup.
- AI Video FactoryThe factory's workflows are backed up nightly, and automatic alerts for a stuck render can be switched on the same way.
- Dashboard WebsitesThe site's content and uploaded photos are included in the nightly full-disk backup, and the site is checked every day.
Where it earns its keep.
Stop losing leads
Traces every enquiry from message to CRM each morning and names the missing ones
Disaster recovery
Nightly off-site database and full-system backups with written restore steps
Keep WhatsApp numbers online
Daily connection checks and backed-up logins
Trust your automations
Error alerts plus daily inspection of "successful" runs
Protect CRM data
Detects overwritten records and restores them field by field
Avoid server overload
Measures load before heavy work and caps background jobs
3 more
Security hygiene
Daily checks for exposed panels, default passwords and pending updates
Owner peace of mind
One short message every morning: all good, or what needs action
Handover and audits
A written system record and incident history for any new team member
Travel and tour operators
Ad-click enquiries and paid bookings must never go missing in peak season
Clinics and diagnostics
Appointment and patient conversations need backups and uptime
Real estate
High-value leads from ads — one lost enquiry is a lost commission
Coaching and education
Admission-season enquiries arrive in bursts that stress systems
E-commerce and D2C
Order and support chats run all day; downtime is visible to customers
B2B distributors
Dealer orders on WhatsApp and CRM records are the business
2 more
Service businesses
Client records and documents in the CRM must be recoverable
Agencies running client systems
A daily check across every client stack, with a record for each
Questions about Care.
Anything else? Ask us on WhatsApp.
What exactly is backed up?
Every database behind your WhatsApp, inbox, CRM and automations, your WhatsApp logins, all
Where are the backups stored?
Off-site in secure cloud storage, not on the same machine. Each file is checked against the
How far back can you restore?
Thirty daily copies and twelve weekly copies of your data, and the last seven nights of the full
Will backups slow down my WhatsApp or inbox?
No. They run in the early morning, use a small, capped share of the server, and wait if the
How will I know if something is wrong?
You get a short daily summary. Our team gets alerts the moment something fails, and we contact
Can you tell me if we are losing leads?
Yes. Every morning we trace every new enquiry from the last day to your CRM and list any that did
5 more questions
What if my WhatsApp number disconnects?
We see it in the daily check and tell you exactly how to re-link it. Most reconnections take a
Do you fix problems or only report them?
Both. The daily check only observes, so it can never break anything. Fixes are made by our team,
Is my data safe with you?
Access is limited to our team, every change is recorded, and we never delete data without your
What does it cost?
A monthly plan based on how many systems and numbers you run with us, billed yearly or monthly.
Do I need Care if my systems are working fine?
Our own systems were "working fine" while leads were quietly going missing. Care is how you find
Know every morning that your business systems are safe
Tell us what's slowest in your business today, and we'll show you exactly which Wakflow products fix it — and how fast.
Or email [email protected]