From a Two-Minute Wait to a Three-Second Send

Co-Founder, Dabster Labs · Client engagement, anonymised at the client’s preference

The situation

At a Cyprus training provider, operators send one-to-one emails while they are on live calls and callbacks. The problem was timing. When an operator hit Send, the message did not leave right away. It sat in a queue until the next batch run, which fired only every two minutes. During a live conversation, that lag made the tool feel unresponsive at exactly the moment a fast follow-up matters most.

What we built

A small file-watcher service that reacts the instant an email is queued. When the operator sends, the application drops a tiny flag file. The watcher sees it immediately and fires the sender for that single message, so it goes out in about three seconds instead of waiting for the next batch. The two-minute batch job stays in place as a safety net, and a file lock guarantees the watcher and the batch can never send the same message twice.

What changed

• Send time dropped from up to a two-minute batch wait to about three seconds.
• The tool now feels responsive during live calls and callbacks, when timing counts most.
• The existing two-minute batch job stays untouched as a fallback, so nothing is lost if the watcher is ever down.
• A file lock means the watcher and the batch can never send the same message twice.
• Nothing changed for the operator: they hit Send exactly as before.

How it works

The watcher runs as a background service that listens to a single folder. When an operator hits Send, the application records the message in the queue and drops a flag file naming that one message. The watcher notices the new file at once and triggers the sender for just that message. If the watcher ever misses something, the batch run still catches it on its next pass. A lock shared between the two paths ensures each message is sent exactly once.

Where it stands

Live. Every one-to-one send now leaves in about three seconds, the two-minute batch job keeps running as a safety net, and the lock guarantees no duplicate sends.

Want your own tools to respond the moment your team acts on them? Talk to Dabster Labs.

Related service: WhatsApp Automation