The Problem
Every new client requires the same setup: create their account, send welcome emails, collect their details, schedule an intro call, set up their workspace, and assign a team member. It takes 2-4 hours per client. For a business signing 10 new clients a month, that's 20-40 hours of repetitive work.
The Solution
Build an automated onboarding flow that triggers the moment a new client signs up or a deal closes in your CRM.
The Flow
Trigger: New deal marked "Won" in your CRM, or new signup on your website.
Step 1: System creates the client's account (in your portal, project management tool, or custom system).
Step 2: Welcome email sequence fires. Email 1: welcome + login details. Email 2 (Day 2): getting started guide. Email 3 (Day 5): check-in.
Step 3: Onboarding form sent to collect remaining information (brand guidelines, access credentials, preferences).
Step 4: Intro call scheduled automatically based on team availability.
Step 5: Internal notification sent to the assigned team member with client brief.
Step 6: Project workspace created with default folder structure and templates.
How to Build It
For simple flows, Zapier or Make can connect your CRM to your email tool and calendar. For more complex onboarding with custom logic, a purpose-built system using the Claude API can handle the decision-making and personalisation.
The Result
Onboarding goes from 2-4 hours per client to near-zero manual time. Every client gets a consistent, professional experience. Your team focuses on the actual work, not the setup.
Need This Built?
OrcaScale builds custom onboarding systems for SMEs. Automated, branded, and integrated with your existing tools.