Purpose
1. Automate detection of clients with incomplete onboarding steps in a land surveying office’s intake process, ensuring timely follow-up via multiple channels.
2. Deliver automated reminders to prompt document submission, form completion, e-signature, or scheduling tasks.
3. Reduce manual follow-up work, minimize drop-off rates, and accelerate project commencement.
4. Maintain compliance and accuracy by automating communications and tracking client onboarding statuses.
Trigger Conditions
1. Client record flagged as “incomplete onboarding” in CRM, spreadsheet, or form system.
2. Time-based trigger (e.g., 24 hours since last step, 3 days since invitation sent).
3. Specific onboarding task remains unfilled (missing document upload, unsigned contract).
4. User status update from integrated platform indicating incomplete onboarding.
Platform Variants
1. Twilio SMS
• Feature/Setting: Automate SMS reminders using Twilio Programmable Messaging API; configure messaging webhook to send reminder with client-specific merge fields (e.g., “Hi [Name], please complete your onboarding…”).
2. SendGrid
• Feature/Setting: Automate email follow-ups; use SendGrid’s v3 API with dynamic transactional templates pre-filled based on client onboarding status.
3. Slack
• Feature/Setting: Automated DM or channel alert using Slack Incoming Webhooks API for internal staff reminders on incomplete onboardings.
4. HubSpot
• Feature/Setting: Automate workflow action using HubSpot Workflows; trigger outreach tasks or emails on incomplete onboarding in Contacts pipeline.
5. Salesforce
• Feature/Setting: Automate process builder flow; initiate Task or Email Alert on Leads or Opportunities tagged “onboarding-incomplete”.
6. Microsoft Teams
• Feature/Setting: Automate chat notifications using Teams Connector API for staff when onboarding is stuck.
7. Google Sheets
• Feature/Setting: Automate row-based triggers using Google Sheets API to monitor onboarding checklist columns and send follow-up.
8. Office 365 Outlook
• Feature/Setting: Automate email via Graph API using condition-based flows to notify clients about incomplete steps.
9. Trello
• Feature/Setting: Automate card creation or comment with Trello API for each client needing onboarding follow-up.
10. Zoho CRM
• Feature/Setting: Automate workflow rules, triggering actions like SMS/email when onboarding field is “Incomplete”.
11. Mailgun
• Feature/Setting: Automate transactional email triggers via Mailgun’s HTTP API for timely onboarding follow-ups.
12. ActiveCampaign
• Feature/Setting: Automate automations using conditional logic to launch sequences for incomplete onboarding.
13. Typeform
• Feature/Setting: Automate follow-up reminder using Typeform Webhooks when user leaves a partial response.
14. Google Forms
• Feature/Setting: Automate email reminders triggered via Apps Script on incomplete form entries.
15. Monday.com
• Feature/Setting: Automate notifications and item status changes using Monday.com API for onboarding columns.
16. DocuSign
• Feature/Setting: Use Connect webhook to automate reminders if signature request not completed within X hours.
17. Calendly
• Feature/Setting: Automate email reminders using Calendly Webhook when invitees fail to schedule required meetings.
18. Intercom
• Feature/Setting: Automate targeted messages to users with incomplete onboarding using Intercom’s messaging API.
19. Zendesk
• Feature/Setting: Automate support ticket creation or follow-up email if onboarding request ticket remains unsolved.
20. Airtable
• Feature/Setting: Automate record watcher using Airtable’s API to monitor onboarding status linked fields; auto-email on trigger.
Benefits
1. Automate reduction of manual intervention and human error in onboarding follow-up.
2. Automate consistent, timely client communication, improving onboarding completion rates.
3. Automates internal accountability through staff reminders for stuck processes.
4. Automatically escalate or reassign incomplete onboardings, streamlining project pipelines.
5. Automate data synchronization across multiple systems for precise onboarding status tracking.
Client Onboarding & Intake