C.L.E.A.R. Business Rules Questionnaire

Tell us how your business handles inquiries, appointments, and customers. Your answers will help us configure Ignite to follow up consistently, coordinate your team, and recover missed opportunities, even when you’re unavailable.

First Name *

Last Name *

Phone *

Email *

Date & time 9oxx *

1. What services should this system handle? Please list each service and indicate whether customers should book directly, request an estimate, or speak with someone first. *

2. Where do you serve customers? Include cities, ZIP codes, service radius, or whether you serve customers remotely. *

Address

Street Address

Country

State

City

Postal Code

3. What makes an inquiry a good fit, and what would disqualify it? Consider service requested, location, minimum project size, or other requirements. *

5. What counts as urgent, and what should happen when an urgent inquiry arrives? Please include who should be notified and the expected response deadline. *

6. Who should receive each type of inquiry? If that person is unavailable, who is the backup? Please list Service → Primary Owner → Backup Owner. *

7. What are your business hours and timezone? How should inquiries received outside those hours be handled? *

8. Where should qualified prospects book, and which appointment should they choose? Please provide the calendar or booking link for each service if applicable.

9. If a prospect doesn’t respond, how often should we follow up, through which channels, and when should we stop? Please include timing and maximum attempts. *

10. When someone replies, who should take over—and how quickly? Should automated follow-ups pause while that conversation is handled?

11. What should customers receive before an appointment? *

Please provide any specific instructions or details customers should receive.

12. What should happen when an appointment is canceled, rescheduled, or missed? Please explain what should happen for each situation, including whether we should offer another appointment, notify staff, or require manual review. *

13. How do you send estimates, and how should unanswered estimates be followed up? Include timing, maximum attempts, expiration date, and when staff should call. *

15. What must a customer complete before service can begin? Identify required forms, documents, payments, approvals, or appointments. Please indicate which items are required versus optional. *

16. Who confirms the customer is ready for delivery, and who receives the handoff? Should readiness be determined automatically from completed requirements or approved by staff? *

17. What confirms that the service is complete, and what should happen afterward? Include feedback, review requests, and any staff follow-up. *

18. When should an unanswered inquiry be treated as unresolved? How many attempts should happen before it goes to staff or is closed?

19. How long can an opportunity stay in each sales stage before someone should intervene? Please list Stage → Number of Days → Responsible Person → Action. *

20. When should past customers hear from you again? Is the timing based on a service interval, renewal date, specific due date, or a general check-in? Please provide the rule for each service if applicable. *

21. What tone should messages use, and what should automation always refer to a person? Include complaints, unusual requests, pricing exceptions, or sensitive situations. *

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