Onboarding Automation: What is it?
The Onboarding Automation System is designed to significantly reduce the time it takes to onboard new clients, streamlining the process to improve efficiency and boost the company’s sales cycle. Previously, the onboarding process could take over a week, involving multiple calls and manual data collection. This delayed the company’s ability to fully onboard clients and slowed down their sales team’s efforts to close deals quickly.
With the new automation in place, the entire onboarding process now takes a maximum of one day. The system collects all the necessary information after invoice payment, creates essential assets, sets up communication channels (Slack and email), schedules onboarding calls, and ensures that all relevant employees have the information they need to begin working with the client.
By leveraging OpenAI to generate draft proposals and forms to gather client details, the system has created a seamless, hands-off onboarding experience.
The Problem: Slow Onboarding and Sales Cycle
Lengthy Onboarding Process: The previous manual onboarding system could take over a week to complete, delaying the start of client projects and impacting overall customer satisfaction.
Sales Cycle Delays: Salespeople had to make 2-3 calls to close deals, partly because of the delays in onboarding and getting the client fully set up, which caused bottlenecks in the sales cycle.
Manual, Time-Intensive Processes: The team spent considerable time gathering client information, preparing assets, and manually setting up communication channels, slowing down their ability to focus on other high-value activities like client relationship building and sales.
The Solution: Fully Automated Onboarding
Automated Information Gathering and Asset Creation: Once an invoice is paid, the system gathers all necessary client information from forms and existing communications. It then creates key assets, such as internal documentation, client proposals, and any other materials needed to start the project.
Instant Setup of Communication Channels: The automation system sets up Slack channels and email threads for internal and client communication, ensuring that everyone is connected and organised from the very start.
Automated Scheduling of Onboarding Calls: After the client’s details are collected, the system automatically schedules an onboarding call at a time that works for both the client and the team, further speeding up the process.
OpenAI for Proposal Drafting: By leveraging OpenAI, the system can quickly generate draft proposals, reducing the manual workload and providing the team with ready-to-use documents, ensuring faster client engagement.
Instant Information Delivery to Employees: The system ensures that all relevant employees receive the necessary client information instantly, so there are no delays in project kick-off.
Deliverables
Faster Onboarding Time: The onboarding process, which previously took over a week, now takes a maximum of one day, allowing the team to begin serving clients faster and enabling the sales team to move on to new prospects more quickly.
Increased Sales Efficiency: Salespeople can now close deals faster, reducing the number of calls needed from 2-3 calls to just one, improving the overall efficiency of the sales cycle.
Significant Time Savings: The automation saves the company an estimated 20-30 hours per week, freeing up the team to focus on higher-value tasks like client relationship building and business development.
Improved Organisation and Communication: By automating communication setup via Slack and email and ensuring that all relevant information is in the hands of employees, the system improves organisation and ensures that client projects start smoothly.