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.
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- 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
Got something like this?
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