Client Onboarding System with Trello

Project Overview

We designed a system that automates the creation of a Trello board for each new client as soon as payment is confirmed. Using Make.com, we integrated Trello with other tools to automate tasks like sending welcome emails and logging client information into a Google Sheet. This approach provides a clear and organised onboarding process, improving communication and ensuring no steps are missed.

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Here’s what we did:

• Automated Trello Board Creation: Upon payment confirmation, a new Trello board is automatically generated for each client. This board is pre-populated with tasks tailored to the onboarding process, such as setting up accounts, providing necessary documentation, and scheduling kickoff meetings.
• Welcome Email Automation: Once the Trello board is created, the system automatically sends a welcome email to the client. This email includes a personalised message and a link to their Trello board, guiding them through the initial steps of onboarding.
• Centralised Client Information Logging: The system also logs all client information into a Google Sheet, creating a centralised sales dashboard that helps keep track of all clients and their onboarding progress.
• Task Automation and Integration: Pre-defined tasks on the Trello board include sending a welcome gift and recording a personalised video introduction. These tasks ensure a personalised onboarding experience and are automatically assigned to team members with clear deadlines and instructions.

The Impact

The implementation of this automated onboarding system drastically improved the client onboarding process. By using Trello in combination with automation tools, the company could provide a seamless and professional experience for new clients.

Impact Highlights:

1. Streamlined Onboarding Process: Automation reduced the manual effort needed to set up new clients, speeding up the onboarding process and reducing the risk of human error.
2. Enhanced Client Experience: Personalised communication and organised onboarding tasks ensured that clients felt welcomed and informed from the start, increasing satisfaction and retention.
3. Improved Team Efficiency: By automating routine tasks, the system freed up team members to focus on more strategic activities, improving overall productivity.
4. Better Record Keeping: The integration with Google Sheets ensured all client information was accurately recorded and easily accessible, enhancing transparency and allowing for better tracking of client progress.

How it Works

The Client Onboarding System is powered by Trello and automated through Make.com. Once a client completes payment, the system triggers the creation of a new Trello board tailored to the client's needs. The board is populated with predefined onboarding tasks, which are organised into categories like "To Do," "Doing," and "Done."

Simultaneously, the system sends a personalised welcome email to the client with a link to their Trello board, ensuring immediate engagement. All client details are automatically logged into a Google Sheet for easy tracking and management. This automated workflow not only speeds up the onboarding process but also enhances client satisfaction by providing a clear, organised, and professional experience.

Results

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