03 // SERVICE
Votel Agency Setup
Your agency's Votel instance, configured end to end and launched under your brand.
The build that has to happen once, properly, before you put your name on the platform and start selling seats. We configure the agency level (domain, branding, app, help docs, rebilling), design the sub-account structure you'll reuse for every client, fill it with working pipelines, calendars, forms, and workflows, then run the launch checks and hand you a runbook. You finish with a platform that looks like your product and an account template you can clone, not an empty instance and a login.
Agency-level configuration
Done once, at the top of the account, so every sub-account you create afterwards inherits your brand rather than Votel's.
- Custom domain and DNS records pointed and verified
- Logo, colours, and login screen set to your brand
- White-labeled PWA / mobile app branding
- Branded help docs and onboarding video setup
- Pricing, plans, and rebilling configuration
- Team roles and permissions for your staff and ours
Sub-account blueprint
The part that decides whether client thirteen takes an afternoon or another full rebuild. We design one account structure around how you actually sell, then make it cloneable.
- Pipelines and stages matched to your offer, not a generic template
- Calendars, availability, and booking rules per service
- Intake forms, surveys, and the fields they write to
- Custom fields and tags agreed before anything is built on them
- Core automation workflows: lead response, reminders, no-show follow-up
- A saved template or snapshot so the next account starts populated
Launch checks and handover
Nothing goes live on our say-so. We test it the way a client would use it, then write down how it works.
- End-to-end test: form submission through to booked appointment
- Notification, reminder, and rebilling checks against real triggers
- Branding verified on desktop, mobile app, and outbound email
- A written runbook covering how to open and configure account number two
- A walkthrough call with whoever on your side will run it day to day
After launch, if you want it
Setup ends. Support doesn't. Ongoing account management is a separate, optional engagement, priced separately, and most agencies add it once the first few clients are live.
- Per-sub-account onboarding for each new client you sign
- Day-to-day ticket handling under your agency's name
- Proactive account health checks
- Escalation handling so only the hard cases reach you
- A written record of every request against the right sub-account
How we run it
- 01
Scope
A short call, then a written scope and quote. Nothing starts until you've approved it.
- 02
Deliver
The work happens inside Votel, white-labeled to your brand, with a direct line to whoever's doing it.
- 03
Hand off & support
Your client sees your agency. We stay on for ongoing support whenever you want it.
What you get at the end
- A live, branded Votel agency instance on your own domain
- One reusable sub-account template, populated and tested
- A completed launch checklist you keep a copy of
- A written handover runbook for opening further sub-accounts
- A recorded walkthrough of the structure we built and why
What this doesn't cover
Said up front so it isn't a surprise on the scoping call.
- Your Votel subscription itself, which stays in your name and on your card
- Writing the offer or the pricing you sell to your clients
- Content, creative, and ad spend (see Ads Management)
- Ongoing support after handover, unless you add account management
Questions buyers ask
- How long does a Votel agency setup take?
- Typically two to three weeks from the kickoff call to handover, assuming we get domain access and your answers on structure without long gaps. The agency-level configuration is fast. What takes the time is agreeing the sub-account blueprint, because that is the decision everything afterwards is copied from.
- We already started setting Votel up ourselves. Can you pick it up?
- Yes, and it is usually cheaper than starting over. We audit what is already configured, tell you plainly what is worth keeping and what will cause problems at ten clients, and then build from there. Picking up a part-built instance scopes lower than a blank one.
- Will our clients ever see VotelOps or Votel?
- No. The domain, login screen, mobile app, help docs, and outbound email all carry your brand. We work inside your instance under your agency's name. Verifying that on every surface is one of the launch checks.
- What do you need from us to start?
- Admin access to your Votel account, DNS access for the domain (or someone who has it), your logo files and brand colours, and roughly an hour to walk us through what you sell and to whom. Everything else we can draft and bring back for approval.
- What happens if Votel changes the platform after handover?
- Your build keeps working; platform changes rarely break existing configuration. Keeping up with releases is part of our job because we only work in Votel, so if something does change materially we will tell you. Applying those changes to a live instance falls under account management rather than the original setup.
- Do you set up the AI agent as part of this?
- Basic automation workflows, yes. Conversational AI is its own build: knowledge, conversation design, escalation rules, and testing. That is scoped separately as Votel AI Agent Setup, and plenty of agencies add it once the platform itself is live.
More on how engagements are quoted is on the pricing page, or bring the question to a scoping call.
Other services
Need Votel Agency Setup?
Tell us about your sub-accounts and what's already in place, and we'll scope it on a call.