Call suppliers for ship dates. Mail and call for recall answers.

HappyRobot voice agents call suppliers about open PO lines, and call the hospitals, distributors and dealers that haven’t replied to a recall notice. Waterspyder mails those notices through PostGrid and tracks each one through USPS. Every recall answer taken by phone is confirmed by letter. Routine answers are recorded; the rest go to your buyer or recall coordinator.

Open the demo Alder Bay’s risk board Recall ABM-2026-014

The samples are three fictional manufacturers. Alder Bay Medical, shown here, runs both programs: its board shows Fairhaven Tubing’s PVC tubing past its ship date and unconfirmed, while recall ABM-2026-014 works through 12 accounts. The supplier board further down is Granite Ridge Motion Controls’. The app needs a demo sign-in, sent with the walkthrough.

Alder Bay Medical
1180 Harbor Way
Tacoma, WA 98421

Devon Price
Lakeshore Infusion Partners
1 E Erie St
Floor 4
Chicago, IL 60611

URGENT: MEDICAL DEVICE RECALL

Monday, September 28, 2026
Reference ABM-2026-014

Dear Devon Price,

Alder Bay Medical is recalling the product below. Our records show 180 units shipped to Lakeshore Infusion Partners.

Product	FlowSure 3 infusion set, 10 drops/mL
Affected	lots 25F112 through 25F140
Reason	The bond between the spike and the drip chamber can leak, which can delay therapy or let contaminants in.

What to do: Stop using and distributing sets from these lots, set them aside marked do not use, and ask us for a prepaid return kit. If you passed any on, tell us where they went.

Tell us within 10 days how many units you have and what you did with them, by calling (253) 555-0190 and quoting ABM-2026-014. Please answer even if you have none.

Sincerely,
Riley Chen, Quality and Regulatory
Alder Bay Medical

PrintingSep 28
In the mailSep 30
Out for deliveryOct 5
10 days after mailing, no answerOct 10
HappyRobot callOct 12Simulated
Answered by phoneOct 1272 on hand, quarantined
Confirmation mailedOct 14

The notice to Lakeshore Infusion Partners, one of 12 accounts in the sample, as the app renders it; PostGrid prints the addresses. The mail steps and the call are simulated. From the call’s summary: Devon Price has 72 units, pulled from use and quarantined. The other 108 went to customers; sending the list. Wants a return kit.

Both programs chase an answer from someone outside the company

A supplier that hasn’t confirmed a ship date and a hospital that hasn’t answered a recall notice are the same job: someone outside owes you an answer, and someone inside has to keep asking. Waterspyder runs both on the same client record, the same HappyRobot call setup and the same call rules: weekday business hours in the other party’s time zone, a do-not-call flag, a daily cap, and a call that says it’s automated and recorded.

Supplier follow-up and recall notices compared
Question	Supplier follow-up	Recall notices
Who it reaches	The supplier’s contact for open PO lines	The accounts that received the product: hospitals, distributors, dealers
What it asks	Reconfirm the ship date on up to 8 lines, and the reason for any slip or split	Units on hand, what was done with them, and a current address if the notice came back
How	A HappyRobot call	A letter through PostGrid; a HappyRobot call if there’s no answer (same day for Class I); a letter confirming what was said
Who starts it	A buyer, from the risk board	A recall coordinator, from the recall page
Recorded without you	Answers that keep a line on or ahead of its date	Answers given on a call, with the confirmation letter filled in from them
Waits for you	Slips, splits, short quantities, unclear answers	Accounts that decline, ask for a person, or don’t answer after three calls and a certified notice

Supplier follow-up on open purchase orders

Every open PO line answers one question: will it be at the plant by its need date? The board works that out from the supplier’s ship date, transit time and on-time record. A buyer starts the call from there, and a HappyRobot voice agent asks the supplier to reconfirm each line.

One call per supplier contact: The agent covers up to eight lines that need an answer, most urgent first: lines without a firm date, lines at risk, and confirmed lines about to ship. It asks the supplier to reconfirm each ship date on file.

Six PO lines on the Granite Ridge sample risk board on October 19, 2026
Supplier	Part	Need by	Risk	Why
Ironbridge Gear WorksPO 45-11070, line 2	Planetary gearhead, 5:1GR-GBX-5	Nov 16	At risk	Arrives Nov 19, 3 days after it's needed
Bluewater Bearing Co.PO 45-10493, line 2	Deep groove ball bearing 6005GR-BRG-6005	Nov 20	At risk	Arrives Nov 23, 3 days after it's needed
Summit Sheet Metal WorksPO 45-10655, line 1	Drive enclosure, powder coatedGR-ENC-500	Oct 27	At risk	Was due to ship Oct 15 and hasn't. Shipping Oct 20, it arrives Oct 26, 1 day before it's needed
Keystone Precision CastingsPO 45-10231, line 1	Aluminum motor housingGR-HSG-220	Oct 26	Watch	Not confirmed and due to ship in 1 day
Northfield Cable AssembliesPO 45-11182, line 1	Motor power cable, 3 mGR-CBL-PWR3	Oct 30	Watch	Not confirmed and past its PO ship date of Oct 16. Shipping Oct 20, it arrives Oct 22, 8 days before it's needed
Harbor Point ElectronicsPO 45-10722, line 1	DC power supply, 48 VGR-PSU-48	Dec 2	Watch	Arrives Nov 25, 7 days before it's needed, and this supplier ships on time 74% of the time

Six of the 73 lines on the Granite Ridge Motion Controls sample board on Monday, October 19, 2026: 4 are at risk, 11 to watch and 58 on track, 29 of those not yet confirmed. The risk levels and reasons are the app’s own.

Open the sample risk board

Recalls stall on the accounts that never write back

A letter is slow but carries legal weight; a call is fast but leaves no paper. Accounts that don’t answer the letter get a call, and every phone answer is confirmed by letter.

A recall notice goes to the accounts that received the product: hospitals, clinics, distributors, dealers. Some answer within days. The rest need another letter, a phone call or a new address, and someone has to keep track of which one each account needs.

FDA’s recall guidance has firms check that accounts got the notice and acted on it, to a depth the recall strategy sets (21 CFR 7.42(b)(3)). Waterspyder keeps a record for each account: every letter, USPS scan, call and answer, with its date. Reports to FDA stay with your regulatory team.

What happens to each account

Each account stays in this loop until it answers or reaches your team. A coordinator sends the letters and starts the calls from the app, which shows the accounts that are due.

The recall starts The notice goes to each account by first-class mail, or certified if the recall is set up that way. USPS scans show it in the mail, out for delivery, or returned to sender. Who does it: Waterspyder via PostGrid
No answer in the response window A HappyRobot voice agent calls, says the call is recorded, and restates the product, lots and hazard. It asks how many units are on hand and what was done with them: quarantined, returned, destroyed or corrected, or that none were on hand. The window is set per recall: 10 days in the Alder Bay sample. Who does it: HappyRobot
A Class I recall The first call is due the day the notice is sent, before the letter can arrive. Who does it: HappyRobot
An answer on the agent’s call A confirmation letter restates what the contact said (units on hand, the action taken, whether a return kit is coming) and repeats the product and what to do. Who does it: Waterspyder via PostGrid
The notice comes back The agent calls for a current address. The next letter goes there: the notice again or, if the contact answered on the call, the confirmation. Who does it: HappyRobot, then Waterspyder
Three calls, no answer A second notice goes by certified mail. An account with no phone on file gets it without the calls. Who does it: Waterspyder via PostGrid
Still no answer The account goes to your team, marked Needs a person. So does a call where the contact declines, turns out to be the wrong person, or asks for one. Who does it: Your team

Where each account stands

Seven of the 12 accounts in the Alder Bay sample on Monday, October 19, 2026. The stage names and reasons are the app’s own.

Seven accounts in sample recall ABM-2026-014 on October 19, 2026
Account	Units shipped	Stage	Why
Silver Sage Regional HospitalLas Vegas, NV	300	Awaiting answer	Notice in the mail 3 days. A call follows at 10 days without an answer.
Prairie Oncology AssociatesOmaha, NE	120	Call due	No answer on 1 of 3 calls.
Gulf Coast Medical DistributorsHarahan, LA	2,400	Address needed	The notice came back undeliverable. The agent calls for a current address.
Bluegrass Dialysis CenterLexington, KY	90	Follow-up due	No answer on 3 calls. A follow-up letter goes by certified mail.
Northwind Ambulatory CareMinneapolis, MN	45	Follow-up sent	Follow-up letter sent. Waiting for an answer.
Sun Valley Home HealthPhoenix, AZ	75	Confirm in writing	Answered by phone. A letter confirming the call is due.
Lakeshore Infusion PartnersChicago, IL	180	Answered	Answered by phone and confirmed in writing.

Across all 12 accounts that day, the app counts 10 notices mailed and not returned, 1 returned letter, and 5 answers, 2 of them on the agent’s calls.

What HappyRobot does, and what Waterspyder adds

Every call is a run of a HappyRobot workflow. When a buyer or coordinator starts a call, Waterspyder starts the run with the facts, a supplier’s open PO lines or an account’s product, lots and units shipped, and the answers come back to Waterspyder. Supplier follow-up is a use case HappyRobot already offers manufacturers; Waterspyder supplies the open lines, the risk ranking that shows who is due a call, and the buyer’s queue for answers that need a decision. What Waterspyder adds is printed mail for recall and safety notices: the notice, the certified second notice, and the letter confirming a phone answer.

HappyRobot

The voice agent, which places the call and holds the conversation.
The outcome: answered, voicemail, no answer, wrong contact, declined, or needs a person.
The answers taken from the call: whether the notice arrived, units on hand, the action taken, a return kit, a corrected address.

Waterspyder

The letters, sent through PostGrid: the notice, the certified second notice, and the call confirmation.
USPS tracking for each letter, including returned mail.
Each account’s record across the weeks between letters and calls. A HappyRobot run handles one call.
When an account is due for a call, a second notice, or a person.

Rules every call and letter follows

The agent never commits for the manufacturer: It is instructed never to agree to a price, quantity or date change. Slips, splits and short quantities go to the buyer; an account that declines or asks for a person goes to the recall coordinator.
The AI never writes a letter: On a call, the agent works from the recall’s facts: product, lots, reason and instructions. Every letter comes from a fixed template filled in with those facts, and no letter text comes from the model. A call’s answers fill in the confirmation letter and can replace the address on file.
Designed around FDA’s recall guidance: FDA’s guidance on recall communications (21 CFR 7.49) describes a written notice, follow-up with accounts that don’t respond, and phone answers confirmed in writing. The loop is designed around those steps. URGENT is printed at the top of the letter for Class I and II recalls; the envelope carries no marking. This is not legal advice.
Calls in business hours: Weekdays, 8 a.m. to 5 p.m. in the supplier’s or account’s time zone. Every call opens by saying it’s an automated assistant calling for the manufacturer, and that it’s recorded.
Business calls only: Calls go to suppliers and to the businesses that received a product: hospitals, distributors, dealers and integrators. Consumer notification is out of scope.
A person starts every call and letter: A buyer or recall coordinator sends each call and letter from the app. The only automatic calls are voicemail retries on supplier calls, and they’re off in the demo.
In the demo: Letters are simulated or sent in PostGrid test mode, which never prints; returned mail is always simulated. Scripted calls are labeled Simulated. Live demo calls dial one allowlisted number, and the business-hours check is off.

Three sample manufacturers, each running both programs

The companies, their suppliers and their accounts are fictional. Each has a supplier board and a recall or safety notice with accounts at different stages.

The three sample manufacturers
Company	Supplier board	Recall or notice	Product	Notice by	Accounts
Alder Bay Medical	Risk board	Class II medical device recallABM-2026-014	FlowSure 3 infusion set, lots 25F112 through 25F140	First-class mail	12
Larkspur Provisions	Risk board	Class I food recallLP-2026-007	Harvest Oat Bars, 6-count box, best-by dates Mar 2 through Mar 19, 2027	First-class mail	6
Granite Ridge Motion Controls	Risk board	Product safety notice, not an FDA recallGRMC-FSN-2026-03	SD-40 servo drive, firmware 4.1.x, serials SD40-2504-0001 through SD40-2509-2210	Certified mail	4

The app needs a demo sign-in, sent with the walkthrough.