From 5 Hours to 30 Minutes: Automating Client Intake
A growing web design agency drowning in onboarding emails discovers how automation can transform their client experience.
📋 Example Workflow: This case study represents a typical scenario based on common agency challenges. It illustrates the kind of results agencies can expect with OnboardFlow.
Key Results
The Challenge
This agency was growing fast — from 8 to 25 employees in two years. But their onboarding process hadn't scaled. New clients received a PDF questionnaire via email, then followed up with design preferences via another email, then sent brand assets via WeTransfer, then scheduled a kick-off call. Information was scattered across email threads, cloud folders, and Slack messages. The average time from signed contract to project kick-off was 2 weeks.
The Solution
- Consolidated everything into one OnboardFlow onboarding flow with 4 clear steps
- Step 1: Business information & project goals (smart form)
- Step 2: Brand assets upload (logo, colors, fonts, style guides)
- Step 3: Content & copy (existing website content, new copy needs)
- Step 4: Technical requirements (hosting, domain, integrations)
- Each step has clear instructions and file upload capabilities
The Workflow
“We used to start every project with missing information. Now we have everything before the kick-off call. It's completely changed how we work.”
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