Systems & InfrastructureCustom Apps & Solutions

There was no process at all. Now one system runs every client, from first access to post-launch performance.

A full onboarding system built from nothing. Clients move through access, strategy, creative, and build on their own, backed by an AI help desk, a full messaging system, and an account dashboard once they launch.

Open the live demo

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The agency console: every onboarding client in one queue, with access, strategy, creative and build status per clinic and a count of who is waiting on whom

18: connected tools, one client system
4: onboarding phases, client-driven
1: click to approve strategy or creative
3: queues running the agency side

The problem

Before this, there was no onboarding process at all. Clients submitted files through a single shared Google Drive folder, and every access request, like Meta Business or a calendar connection, went back and forth over WhatsApp. There was no structure and no way to see who was stuck, or where. Approving a strategy meant a long, dragged out conversation before anyone could move forward. The setup worked, barely, for one client. It could not hold up past that.

What shipped

Replaced a shared Google Drive folder and WhatsApp threads with one structured system
Strategy and creative approvals went from a long back and forth conversation to one click
An AI help desk answers onboarding questions and hands off to a person the moment it should, with its own performance dashboard for the team
A full messaging and announcements system, so no client conversation lives outside the portal
A review queue, a revision queue, and an activity queue give the team one view across every client
Every client has an assigned ads owner and tech owner, with Slack notifications routing questions and updates automatically
A post-launch portal shows clients how their account is performing after they launch, not just how their onboarding went