Automate new client onboarding from contract signature to project kickoff. Brief collection, team assignment, task creation, and access provisioning happen automatically. Faster time-to-revenue.
Digital agency reduced new client onboarding from 2 weeks to 3 days through automated intake and setup workflows
Automated checklists eliminated missed steps in access provisioning, brief collection, and team onboarding
Operations capacity increased without new hires through elimination of manual project setup work
5 digital agencies deployed intake automation in Q4 2024
Project manager manually creates project in Monday/Asana, sends brief questionnaire via email, provisions access to client tools, assigns team, schedules kickoff. Takes 5-10 days. Revenue delayed while admin work completes.
Sales notes scattered across email, CRM, proposal documents. Delivery team recreates discovery questions. Client frustrated repeating information. Project starts with misalignment.
Team assigned but not notified. Client access not provisioned. Brief incomplete. Kickoff happens with missing context. First week wasted on setup that should have been done pre-launch.
Contract signature triggers project creation in PM tool with templates based on service type. Team assigned based on capacity and expertise. Access provisioning requests sent automatically. Kickoff scheduled.
Client receives branded brief questionnaire automatically. Responses flow directly into project workspace. No email chains, no duplicate questions. Complete context before kickoff.
Sales notes, proposal details, and client context transfer automatically to delivery team. No information loss in handoff. Project starts with complete alignment.
"We went from 2-week client onboarding to 3 days. Our team focuses on doing great work, not chasing brief responses and scheduling kickoffs."
— Operations Director, Creative Agency
Automated workflow from contract signature through project kickoff. Creates project workspace, assigns team based on capacity, collects client brief, provisions access, transfers sales context, and schedules kickoff. Built for consistent, fast onboarding at scale.
Includes: Contract signature trigger, project template application, team assignment logic, brief collection forms, access provisioning workflows, CRM to PM tool data transfer, kickoff scheduling automation, client welcome sequences, onboarding status tracking.
Unlike project management tools that require manual setup, this is a complete onboarding system. We connect your CRM, PM tool, access management, and communication platforms into one automated sequence. Setup happens once, onboarding happens infinitely.
Week 1: Map current onboarding process and identify automation opportunities. Build project templates by service type. Week 2: Configure integrations between CRM, PM tool, and access management systems. Build brief collection forms. Week 3: Deploy with pilot clients, train team on new workflow. Week 4: Roll out to all new projects with monitoring and optimization.
Integrates with CRM for contract data and client context, project management tool (Asana, Monday) for project creation, email platform for brief collection and notifications, calendar for kickoff scheduling. Webhooks trigger workflows instantly on contract signature.
Timeline
3-4 weeks to production deployment
Templates handle 80% of common setup, automation routes to appropriate template based on service type. Custom elements added by PM during review period before kickoff. Automation handles consistent parts.
Automation suggests team based on capacity and expertise, PM approves before client notification. Intelligence assists decision, doesn't replace it. Eliminates manual scheduling coordination.
Automation handles logistics—access, briefs, scheduling. Kickoff call itself is still personal and strategic. Your team spends kickoff time on strategy, not collecting information they should already have.
See how automated onboarding works for your agency