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How to use MaidCopilot

Guides for agency owners setting up the platform and coordinators managing day-to-day work.

For OwnersFor Coordinators
Agency Owners
Set up and manage your workspace
Owners have full access — connecting WhatsApp, managing team members, and viewing the audit log.
🏢

Create your agency workspace

Your workspace is isolated — only your team can see your data. It takes about 2 minutes to set up.

  1. Request access from Coreframes Lab — new agencies are onboarded by invitation
  2. When approved, you'll receive a sign-in link or credentials
  3. Sign in at coreframeslab.com/sign-in
  4. Complete agency setup on first visit if you're the workspace owner
📱

Connect your WhatsApp number

MaidCopilot connects to your existing WhatsApp Business number using Meta Embedded Signup. Your team can keep using the WhatsApp Business App on their phones — MaidCopilot mirrors incoming messages.

  1. Go to Settings → WhatsApp
  2. Click Connect WhatsApp — a Facebook popup will open
  3. Log in with the Facebook account that owns your WhatsApp Business Account (WABA)
  4. Follow the prompts to grant MaidCopilot access to your WABA
  5. Once done, your number will appear in Settings as Connected
Note: This does not remove your number from the WhatsApp Business App. Coexistence mode is always on — you keep your existing app.
👥

Invite coordinators

Add your team members as Coordinators. They can manage the inbox, cases, and biodata — but not system settings or billing.

  1. Go to Settings → Team
  2. Click Invite and enter their name and email
  3. They'll receive a magic link — they click it to join your workspace
  4. You can change their role or deactivate them at any time
📋

View the audit log

Every action in MaidCopilot is logged — who did what, and when. This supports MOM compliance and makes it easy to review coordinator activity.

  1. Go to Settings → Audit Log
  2. Filter by date range, user, or entity type (employer, maid, case, etc.)
  3. Each entry shows the action, the before/after values, and the user who made the change
  4. Contact us to export the full audit log as CSV for compliance reporting
Coordinators
Manage your day-to-day work
Coordinators handle conversations, biodata, matching, and cases. Here's how each part of MaidCopilot works.
💬

The shared inbox

All incoming WhatsApp messages from employers and maids appear in the Inbox — shared across your whole team so nothing gets missed.

  1. Go to Inbox to see all conversations
  2. Click a conversation to read the message history and reply
  3. Assign a conversation to yourself or a colleague using the Assign button
  4. Mark a conversation as Resolved when done — it moves to the Closed tab
Tip: If your owner uses the WhatsApp Business App on their phone and sends a message there, it won't appear in MaidCopilot's inbox (outbound from the Business App isn't mirrored). Replies from contacts always come through.
🗂️

Contacts (Employers & Maids)

Contacts are created automatically when a new WhatsApp message comes in. You can also add them manually.

  1. Go to Employers or Maids in the sidebar
  2. Click Add to create a new record manually
  3. Fill in the biodata fields — name, phone, nationality, skills (for maids)
  4. Upload documents (biodata PDF, work permit, IPA) from the contact's page
🔗

Matching employers and maids

A Match links an employer to a maid candidate. You can track where each match is in the pipeline and schedule interviews.

  1. Go to Matches and click New Match
  2. Select the employer and the maid candidate
  3. Add fit notes (optional) — e.g. "Employer prefers Tagalog speaker"
  4. Schedule an interview from the match detail page
  5. When both parties agree, click Create Case to move to the Case stage
📁

Managing a placement case

A Case tracks everything from offer acceptance through to deployment and beyond. Each case has a status pipeline and a notes history.

  1. Cases are created from a Match — go to the Match and click Create Case
  2. Move the case through status stages: offer_accepted → processing → deployed
  3. Add case notes for important updates — every note is timestamped and attributed to you
  4. Upload MOM-required documents directly to the case (IPA, work permit, insurance)
📨

Sending WhatsApp templates

WhatsApp only allows you to send outbound messages to contacts using pre-approved templates. Use templates to re-open conversations or send updates.

  1. Ask your Owner to set up templates in Settings → Templates
  2. Once a template is approved by Meta, it appears in the Send Template panel in the inbox
  3. Select the template, fill in any variable fields (e.g. employer name), and send
  4. The sent message appears in the conversation thread

Still stuck?

Reach out and we'll help you get set up. Usually respond within 1 business day.

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