Client Overview
Shoplinks, a company that supports Shopify stores with affiliate outreach and marketing, needed a more efficient way to handle their client onboarding and scheduling process. As their client base grew, manually managing new sign-ups, gathering key information, and creating project schedules became increasingly time-consuming and prone to errors.
The Challenge
Shoplinks was using a manual process for onboarding clients, collecting essential details like contact information, Shopify store access, and project expectations. This approach slowed down project kick-offs and created delays in getting clients set up for success. Additionally, keeping track of client project schedules, ensuring accurate documentation, and timely updates was difficult to manage, which affected overall efficiency.
The Solution
We built an automated onboarding and scheduling system using no-code tools that streamlined every aspect of the process. The system used Jotform to collect client information during sign-up, such as company details, Shopify store access, and SEO goals. Once the form was submitted, the data was automatically integrated into Google Drive and Google Sheets for seamless tracking and scheduling. Here’s how the system works:
- Automated Scheduling: After the form submission, a tracking document was created for each client in Google Sheets, which included the client’s progress and the timeline for their project.
- Seamless Updates: The system automatically updated this document and notified both the Shoplinks team and the client with a link to the tracking sheet, ensuring everyone stayed on the same page without the need for manual follow-ups.
- Centralised Management: All client documents and schedules were stored in a dedicated Google Drive folder, ensuring easy access and collaboration between team members.
The Results
- Time Savings: The automation reduced the time spent manually onboarding clients and creating project schedules by more than 50%.
- Improved Accuracy: By automating the scheduling and documentation process, human errors were drastically reduced, improving project management efficiency.
- Better Client Experience: Clients received their project timelines and tracking documents immediately upon signing up, which led to faster project kick-offs and a smoother overall experience.
