Notify staff about new client intake

Purpose

1.1. To automate staff notifications for every new client intake, ensuring timeliness in onboarding, minimizing manual communication errors, and maintaining a real-time overview of new pet boarding customers.
1.2. Automates the flow of client onboarding updates and communication to all relevant team members across channels (SMS, email, chat, collaboration tools).
1.3. Ensures no new client is missed, enables automated task assignment, and creates a proactive response environment for intake processes.
1.4. Supports compliance, centralized communication, and client satisfaction through streamlined automation strategies, automating documentation and user alerts.

Trigger Conditions

2.1. New client record creation in CRM, intake app, or webform submission.
2.2. Status update to “Onboarded” or similar in the pet boarding management system.
2.3. Automated intake via online scheduling platform or email capture.
2.4. Any digital form completion with mandatory pet and client info.

Platform Variants

3.1. Slack
• Feature/Setting: API – chat.postMessage.
• Configure automated staff notifications to relevant channels with client and pet details.

3.2. Microsoft Teams
• Feature/Setting: Webhook/Connector – Channel message post.
• Automate notifications to the staff team or role-based groups upon new intake.

3.3. Twilio SMS
• Feature/Setting: API – Messages resource.
• Automator sends automated SMS alerts to all or segment of staff with onboarding summary.

3.4. SendGrid
• Feature/Setting: API – Mail Send endpoint.
• Automatedly trigger emails to staff list with client details and necessary action items.

3.5. Gmail (Google Workspace)
• Feature/Setting: API – Send Message.
• Automate onboarding notifications and reminders for each new intake.

3.6. Outlook 365
• Feature/Setting: Send Email (REST API).
• Automated onboarding notifications are emailed to the designated staff group.

3.7. Discord
• Feature/Setting: Webhook.
• Automator posts configurable onboarding messages in a staff channel.

3.8. Zendesk
• Feature/Setting: Ticket Automation – Custom triggers.
• Automated creation of onboarding tickets for internal tracking and notification.

3.9. HubSpot
• Feature/Setting: Workflow Automation – Send Internal Email.
• Automates internal alerts when new contacts are added with pet boarding onboarding tags.

3.10. Salesforce
• Feature/Setting: Process Builder/Flows.
• Automates internal notifications based on onboarding lead or client object changes.

3.11. Asana
• Feature/Setting: API – Create Task.
• Automatically generates onboarding tasks and assignees for staff.

3.12. Trello
• Feature/Setting: Automation Rules (Butler) – Card creation.
• Automated notification when intake card is created.

3.13. Monday.com
• Feature/Setting: Automation – Notification.
• Notify via in-platform and email each time new onboarding is recorded.

3.14. Google Chat
• Feature/Setting: Webhook – Spaces message.
• Automated message sends onboarding alert to a staff space.

3.15. Zoho CRM
• Feature/Setting: Workflow Rules – Send Notification.
• Automates internal notification or email on client intake record creation.

3.16. Freshdesk
• Feature/Setting: Automations – Dispatch’r rule.
• Triggers onboarding alert ticket to staff on new client submitted.

3.17. PagerDuty
• Feature/Setting: Event API – Trigger Incident.
• Automates critical alerts for high-priority client intake (e.g., VIPs).

3.18. ClickUp
• Feature/Setting: Automations – Notify Team/Assignee.
• Automates notification to pet boarding team workspace on new intake.

3.19. Mattermost
• Feature/Setting: Incoming Webhook.
• Automates message posting with onboarding summary to relevant staff channel.

3.20. SMSGlobal
• Feature/Setting: API – Send SMS.
• Automated SMS notification directly to team or on-call mobile numbers.

3.21. Intercom
• Feature/Setting: Custom Bot/Automation – Inbox notification.
• Triggered in-app notifications or email to the support/onboarding team.

Benefits

4.1. Automates and accelerates communication around new clients to eliminate delays.
4.2. Automated notifications across platforms reduce manual labor and potential human error.
4.3. Ensures every staff member is reliably and consistently informed about each intake.
4.4. Automates role assignment and next steps in the onboarding workflow.
4.5. Improves response times, client satisfaction, and process compliance through end-to-end automation.
4.6. Enhanced scalability by automating communication regardless of intake volume.
4.7. Centralizes onboarding activity visibility with automatable alerts across applications.