# Dozens of clients, one personal WhatsApp, nothing buried > An approval in a voice note. A revision in a reply to a reply. A deadline mentioned once, on a Friday. When a personal WhatsApp is also the client inbox, the work is all there and hard to find. Ask, and the assistant lays it out client by client. **An agency manager can give an AI assistant the client chats they choose with Circles** and get a client-by-client list of open decisions, promises and the latest approved brief, with draft replies to review. Read-only access is enough for triage and drafts; sending needs Pro and a chat opened for sending. Free for 2 chats, Pro $29 a month (₪99 in Israel) with 14 days free, as of October 2026. Source: https://usecircles.app/en/case-studies/marketing-agency · Updated 2026-10-31 **Based on real needs.** An illustrative workflow with identifying details adapted. Example quotations are labelled; the education story also includes verified early-user feedback. ## Where did the approved brief go? The agency is small and busy: a manager, a few designers and copywriters, and dozens of clients. Every client has the manager's number, and every client uses it. A restaurant group sends menu changes as photos. A clinic approves a campaign by voice note from the car. A fashion brand sends three versions of a brief, and the second one is the approved one. Monday at 9:00, the manager needs three things before the team stand-up: which clients are waiting for an answer, what was promised to whom and by when, and where the latest approved brief is for each campaign. The answers exist. They are spread over forty chats and a week of messages. - **Approvals hide in voice notes** and short replies like "go with that one". - **Promises are made in passing**: "I'll send the revisions Thursday". - **Briefs arrive in versions**, as PDFs, photos and long messages. - **Copying chats into an AI by hand** takes longer than reading them. ## How the Monday triage works Read first. Sending, if ever, comes later and chat by chat. 1. **Open the client chats, as read**: The manager opens the client chats and groups that matter. Family and friends stay hidden. In read-only chats the assistant can read and draft, and has no way to send. 2. **Ask client by client**: One question asks for the sender and time behind each client's open items: what they are waiting for, what was promised, where the latest brief is. Voice notes arrive as text and files are listed by name. 3. **Draft, review, reply**: The assistant drafts replies for review. The manager checks the original messages, then sends them, or, on Pro, opens a chat for sending and lets the assistant send there within a daily cap. ## The question to copy **Example request to the assistant** "Which clients are waiting for me, what did I promise, and where is the latest approved brief?" An example answer, shortened. The clients and messages are invented. - **Harbor Bistro.** Waiting since Friday for the revised winter menu post. You promised it "by Monday morning". Latest approved brief: the PDF from Thursday, *winter-menu-v3.pdf*. - **Clinic North.** Approved the campaign in a voice note on Saturday ("go with the blue version"). Waiting for the final files and an invoice date. - **Lumen Studio.** Asked two questions on Sunday about the launch date. No answer yet. The approved brief is the second version, sent Wednesday; the third was a draft they withdrew. Want drafts for all three? I will show them before anything is sent. "Monday starts with a list per client, and every promise I made is on it. Nobody has to remind me twice." Illustrative quotation for this scenario. ## What changes - **Context and reply in one place**: The draft is written with the client's last messages, the promise and the brief in view. - **The latest brief, found once**: The assistant lists the files in a chat and opens the one it needs. The search happens once. - **Approvals you can quote**: An approval given by voice note is transcribed, so the manager can quote it back to the client. - **Read first, send where allowed**: Drafts are reviewed. Sending is opened chat by chat, on Pro, with a daily cap and a log. ## What Circles does here, and what it leaves to other tools Circles gives the assistant the WhatsApp side of client work: the messages, voice notes and files in the chats the manager opened. It does not run campaigns, sync to a CRM or send messages in bulk, and it never sends on its own. If the agency wants a shared inbox for the whole team on a business number, a team inbox or the WhatsApp Business API fits that job better. [Circles or the WhatsApp Business API](https://usecircles.app/en/compare/whatsapp-business-api). ## What the assistant can see, and what it cannot - **Only the chats you open.** The manager opens the client chats and groups as read, and later, on Pro, may open a few for sending. Everything else stays hidden, and a hidden chat does not exist for the assistant: it is not listed, not searchable and never named. - **Read, or read and send, per chat.** A chat opened for reading has no way to send. Sending is a Pro feature, works only in chats you opened for sending, stops at a daily cap (5 messages by default, across all your agents) and is never retried automatically. - **HTTPS in transit.** Connections between your browser or AI client and Circles are encrypted with HTTPS. - **A dedicated IP.** Your account connects to WhatsApp through its own dedicated IP address, shared with no other Circles customer. - **Revocable at once.** Hide a chat or disconnect an assistant, and access ends immediately. Every request an assistant makes, refusals included, is in your activity log. [How Circles handles your chats and linked-device access](https://usecircles.app/en/security). ## Which plan fits Dozens of clients means Pro: $29 a month (₪99 in Israel) for every chat chosen, full history, and sending in the chats opened for it. A manager who only wants triage and drafts on a few key clients can start on Starter, $9.90 a month for up to 5 chats, read only, or Free with 2. Everyone starts with 14 days of Pro free, with no card. [Compare the plans](https://usecircles.app/en/pricing). Questions before you start, or while you set up? You talk directly to the team building Circles: [mayanc@3peaks.dev](mailto:mayanc@3peaks.dev). ## Questions and answers ### Can the assistant send messages to my clients automatically? Only on Pro, only in chats you opened for sending, and within a daily cap across all your agents. Circles never sends on its own, never in bulk, and never retries a send. ### Is read-only access useful on its own? Yes. In read-only chats the assistant can find what clients are waiting for, collect promises and briefs, and draft replies for you to send yourself. ### Does Circles sync with my CRM or run campaigns? No. Circles gives your assistant the WhatsApp chats you choose. Your CRM, campaign tools and other integrations stay separate. ### Can it find a brief someone sent as a PDF? Yes. Circles lists the files in your open chats and hands the one the assistant asks for, up to 50 MB. The assistant reads the file itself. ### Can my whole team use it? Circles is built for one person on one personal number, with their own agents. For a team sharing customer chats, a team inbox is the better tool. ## Keep reading - [An online gifts business](https://usecircles.app/en/case-studies/online-gifts-business): Customers, suppliers and couriers at holiday peak. - [WhatsApp AI on your phone](https://usecircles.app/en/guides/whatsapp-ai-on-mobile): Client triage from the phone, between meetings. - [Reply with permission](https://usecircles.app/en/use-cases/reply-with-permission): How sending works, chat by chat. --- 14 days free. Link your number, pick the chats, then connect Instinct with one tap or Claude, ChatGPT and Codex with one address. Start: https://usecircles.app/start?lang=en