How a Digital Agency Transformed Client Onboarding
Reducing onboarding from 2 hours to under 3 minutes while improving client satisfaction.
The Problem
Chaotic First Impressions
“Our onboarding was frankly chaotic. It took hours, and clients felt the pain from day one.”
Creating Consistency at Scale
The agency was signing 8–10 new clients every month, but onboarding was inefficient and error-prone. Each project setup involved:
- 2+ hours of manual preparation
- Frequent errors (wrong permissions, missing documents)
- No standardized welcome process
- Account managers stuck doing repetitive admin work
This created inconsistent client experiences, increased the risk of mistakes, and limited the agency’s ability to scale smoothly.
Automated Client
Onboarding System
Haipe delivered a system that automated the entire onboarding workflow.
Project Auto-Creation
Builds ClickUp projects with client-specific templates.
Document Generation
Creates folders and files with correct naming conventions.
Role-Based Notifications
Alerts the right team members instantly.
Welcome Sequences
Delivers resources and onboarding steps directly to clients.
The Results:
From Bottleneck to Breakthrough
The impact was immediate and measurable:
Faster Onboarding
Reduced from 2+ hours to under 3 minutes per client.
Error Elimination
No more missing documents or incorrect permissions.
NPS Increase
Onboarding satisfaction improved from 7.2 → 9.4.
Hours Saved Monthly
Account managers reclaimed valuable time for strategic work.
“Now onboarding feels like a well-oiled machine. Clients get a consistent experience, and my team reclaimed dozens of hours each month. The system paid for itself within weeks”
Onboarding
Without Friction
The Client Onboarding Excellence story proves Haipe’s promise: From Chaos to Flow.
With automation in place, onboarding dropped from hours to minutes, errors disappeared, and clients received a consistent, professional first impression.
The journey doesn’t stop here — the next chapter is about expanding automation across client lifecycle management, creating more freedom and scaling smarter.
Ready to onboard clients in minutes, not hours?
Book a free automation audit with Haipe — and discover the invisible systems that deliver visible results.