Automated Client Onboarding to Reduce Bottlenecks for VisionWorks
"The workflow automations they implemented freed up so much of our time. We can now focus on client work instead of repetitive tasks."
VisionWorks, a creative services company, faced challenges with their manual client onboarding process, which often led to delays, miscommunications, and a heavy administrative load on the core team. They wanted a system that would help them onboard clients efficiently without sacrificing the personalized touch that was central to their brand.
We began by mapping their current onboarding workflow, identifying where tasks were getting stuck and where information was being lost. The audit revealed multiple repetitive manual steps, including data entry, follow-up reminders, and internal notifications that consumed valuable team time.
Our approach was to simplify the process without removing personalization. We built automated workflows using their existing CRM and project management tools, creating clear client intake forms, automated reminders for both clients and internal teams, and status updates that kept everyone informed without manual intervention.
We also introduced a standardized onboarding checklist to ensure consistency while maintaining the flexibility needed for custom client needs. Training sessions ensured the team could manage and adjust workflows independently, building confidence in using automation as a tool for quality service delivery.
Within a few weeks, VisionWorks reduced their client onboarding time from 7 days to just 2 days, freeing up over 15 hours per week for the team to focus on creative and strategic work. The experience for clients also improved, as they received prompt updates and a clear, organized onboarding journey.
By aligning workflow automation with their brand promise, VisionWorks was able to scale client intake while maintaining the high-touch experience their clients valued, all while reducing operational chaos internally.
