AnyxKey takeaways
- Give every renovation project its own client group and a separate internal crew group.
- Ask people to confirm material choices and schedule changes in writing, even after a phone call.
- A daily Anyx note per group collects decisions, supplier questions and schedule changes, and is never posted to the group.
- Anyx only sees chats it is part of and does not capture phone calls, so a short written recap matters.
To manage a renovation project through WhatsApp, give each project its own client group and a separate crew group, and ask everyone to confirm material choices and schedule changes in writing. Then read one short summary a day instead of scrolling. An AI agent such as Anyx can email you that summary, but only for groups it is in.
Disclosure: this is the Anyx blog. The contractor, the project and the chat below are fictional. The note example is real Anyx output on synthetic data.
Why do renovation projects get lost in WhatsApp?
A renovation runs on many small decisions made by many people. The client picks tiles, the supplier asks which grout, the electrician moves his day, and the plumber sends a photo of a pipe nobody expected. Most of it happens in WhatsApp, because everyone already has it.
The trouble is that WhatsApp keeps everything in order of time, not importance. Three things tend to slip:
- Material choices. The client approves grey tiles at 22:00, in a reply to a photo. Two weeks later, nobody can find it.
- Supplier questions. Someone asks whether the broken boxes were reported. Nobody answers, and the window for a credit closes.
- Schedule changes. The client asks to move the kitchen installation. The request sits under 40 other messages until the installer shows up on the wrong day.
Here is a morning in a fictional crew group:
- DanaUpdate: the client chose the grey tiles, not the whiteDecision08:40
- AviTwo boxes of tiles arrived broken. Did anyone send the photos to the supplier?Question09:15
- NoaThe client is asking if the kitchen installation can move to ThursdayQuestion11:02
- AviAnyone? The supplier needs the photos to give us a creditQuestion13:10
A decision, a schedule change and a supplier question asked twice, all before lunch, in one of several groups.
How should a renovation contractor set up WhatsApp?
Open one group per project
Name it by the address, for example Gefen St. 12 · Client. One project per group keeps choices and dates from mixing between clients.
Keep a separate crew group
Prices, supplier problems, delays and who is on site tomorrow go in an internal group, such as Gefen St. 12 · Team. The client does not need to see every broken box.
Keep supplier questions in writing
Ask suppliers in a group, or post their answers in the crew group, so a question and its answer live in one place.
Add Anyx and tell the members
Add Anyx to each group you manage, tag it once from your own number, and tell the members it is there and that it sends you a private summary.
Get notes daily
Every 24 hours is the default. In a busy week, switch to every 12 hours. Send each group's note to you and your site manager, up to 5 recipients per group.
Write down phone decisions
After a call, post one line in the group, such as: per our call, installation moves to Thursday. Anyx does not capture phone calls.
The setup guide has a ready-made message to send to the group. In a client group it matters even more: the client should know Anyx is there and that notes are never posted to the group. Our privacy checklist covers what else to tell them.
What goes in the client group, and what stays in the crew group?
| Client group | Crew group | |
|---|---|---|
| Members | The client, you, your project manager | You, your site manager, crew leads, key subcontractors |
| What belongs there | Material choices, approvals, schedule changes the client must agree to | Deliveries, supplier problems, who is on site, costs and delays |
| Who gets the note | You and your project manager | You and your site manager |
| What to watch in the note | Decisions, and client questions nobody answered | Supplier questions, forgotten follow-ups, passed deadlines |
A rule of thumb: if the client should approve it, it goes in the client group. If it would only worry the client, it stays in the crew group. And don’t add the client as a recipient of the crew group’s note: recipients see the whole note, including Worth checking.
How does a daily note track choices, questions and changes?
Once Anyx is in a group, it emails you one note per group on your schedule. Notes are never posted to the group, so the client does not see the crew group’s note. Each part of the project lands in a section:
- Material choices go under Decisions, with who made them.
- Supplier questions nobody answered go under Unanswered, with the name of who was asked, or under Needs your attention, as in the example below.
- Schedule changes still being discussed show up as Open questions or under Needs your attention. Agreed ones go under Decisions.
- Promises such as “I’ll order 12 more tiles” go under Action items, with an owner, and a due date if someone said one. Anyx is designed to leave the date empty rather than guess.
- Older promises nobody followed up on go under Forgotten / no follow-up.
Open questions and action items carry forward to the next note until the group resolves them. When a deadline has passed and no message says the task was done, Anyx asks you to confirm whether it was completed. On a site that matters: the tiles may have been ordered by phone.
Here is a real note Anyx wrote for a synthetic renovation group about the same issues, translated from Hebrew:
Needs your attention
Can the kitchen installation move to Thursday, as the client asked?
Why it matters: It needs coordinating with the client and checking against the project schedule.
Suggested next step: Check the schedule and reply to Noa about the delay.
Were the photos of the broken tiles sent to the supplier?
Why it matters: The supplier needs early notice to issue a credit or a replacement in time.
Suggested next step: Confirm with Ronen that the photos were sent.
Decisions
Grey tiles chosen instead of white.
Why it matters: It sets the flooring and lets the finishing work move ahead.
Worth checking
Is the remaining stock of whole tiles enough to cover the planned area without waiting for the broken boxes to be replaced?
34 messages in this period. Based only on captured messages.
The kitchen date and the tile photos come first, the grey tiles are recorded as a decision, and Worth checking raises a question worth asking: whether the remaining whole tiles cover the planned area.
A few habits make notes more useful on a project:
- Before a client meeting, use Generate notes for a date range in the group’s Notes tab to review the past week.
- On site, open the note in your account and tap Send to my WhatsApp to read it in your private chat with Anyx.
- For a project already underway, remember that Anyx only sees messages from after it joined. Import the older chat as text, then generate a note for that date range.
From your private chat, you can also turn an item into a reminder:
Remind me tomorrow at 8:00 to answer Noa about moving the kitchen installation to Thursday.
Anyx is set up to confirm the details before it saves the reminder. To turn a whole note into a task list with owners and dates, see how to turn WhatsApp conversations into action items.
What can’t Anyx see on a renovation?
- Groups it is not in. Anyx only sees chats it is part of. A supplier question in your private chat with the supplier, or in a group without Anyx, will not appear.
- Phone calls and site talk. Phone calls are not captured, and neither is what was said on site. Post a short recap in the group.
- Everything in a photo. Voice notes are transcribed. For images, documents and videos, Anyx uses what it can read, such as captions and extracted text. A photo of a crack with no caption may add little, so add a line of text.
- Your schedule. A note summarizes what the groups wrote. It does not replace your project schedule, your quotes or your contract.
- Stored data. While Anyx is in a group, it stores that group’s messages. Pausing or removing it does not delete stored data; deletion is by request to support@anyx.app.
- Group limits. With a client group and a crew group per project, three projects are six groups. Starter covers up to 4 groups for $35 a month, Pro up to 30 for $60, and Max up to 120 for $120. New subscribers get a 7-day free trial.
FAQ
Should the client and the crew share one WhatsApp group?
Usually not. Keep a client group for material choices, approvals and schedule changes, and a separate crew group for suppliers, deliveries and problems. With Anyx, each group gets its own note.
Can Anyx track decisions made on the phone?
No. Anyx only sees chats it is part of, and phone calls are not captured. After a call, post a one-line recap in the group, such as the new installation date, so it can appear in the next note.
Will the client see the notes?
Only if you add the client as a recipient. Notes go to your account email, or to up to 5 recipients per group, and are never posted to the group. Recipients see the whole note.
How many groups does a renovation contractor need?
One client group and one crew group per project is a good start, so three projects make six groups. Starter covers up to 4 groups, Pro up to 30 and Max up to 120.
Can I add Anyx to a project that is already underway?
Yes. Anyx sees messages from after it joined. For older messages, export the chat without media, import it in the group’s settings and generate a note for that date range. Only text is imported.