Every project starts by understanding how the company works. Sometimes the problem is already defined; other times we first have to reconstruct the operation, find where to intervene, and only then design the solution.
Discovery · AI · Software · Automation · Integrations
Ordering an operational decision before automating it
The context
Service coordination depended on information scattered across the internal partner management system, operational spreadsheets, service records, staff records, WhatsApp, calls, notes and the team's knowledge.
The challenge
At first glance, the problem might have looked like "speeding up coordination and contact with caregivers". But when we mapped the full process, we found the most complex work happened before the message.
Verify the request and the service conditions
Gather scattered information
Determine who could actually cover the service
Apply rules and priorities
Consider availability, shifts, rest periods, certifications and restrictions
Handle rejections, silences and changes
Keep active services running
Preserve traceability between coordinators
The problem wasn't sending messages faster. It was ordering the decision that happened before.
How we worked
Solvo first reconstructed how coordination actually worked. Through meetings, examples and the tools the team used, we documented people, systems, information sources, stages, decisions, rules, exceptions and friction points.
The diagnosis concluded that digitizing a spreadsheet or speeding up WhatsApp wasn't enough. We had to first organize the information, the rules, the owners, the traceability and the decision.
What we built
An internal system to support service coordination.
Centralizes operational information
Manages caregivers, status and availability
Manages requests and active services
Applies eligibility rules
Ranks candidates by defined criteria
Presents recommendations
Controls rest periods and operational restrictions
Logs contact attempts, responses, assignments and changes
Keeps history and traceability
Prepares WhatsApp contact
Keeps the final decision with the coordination team
The system prepares the message and makes contact easier from within the coordination flow itself, keeping review and decision in the team's hands.
Operational change
SEPECO went from coordinating with scattered information and heavy dependence on individual knowledge to working on a system that structures information, formalizes criteria, makes candidate selection easier and preserves traceability for every service.
Technology doesn't replace the coordinators' judgment: it organizes it and gives them a clearer basis to decide.
Financial information scattered and manual work to consolidate cash flow.
What we built
A flow that takes reports and documents loaded in Drive, extracts and normalizes the information and feeds a central structure for financial control.
Operational change
Less manual work and a more organized way to consolidate financial information without forcing the team to immediately replace their usual way of working.