From days to minutes: A full client onboarding flow
Challenge
Be Known needed to onboard new clients faster and more reliably. Their existing process was fragmented, relying on forms, spreadsheets, documents, manual calendar updates, and follow-up emails across multiple tools. This led to inconsistent execution and hours of repetitive work for every new client.
Be Known needed to onboard new clients faster and more reliably. Their existing process was fragmented, relying on forms, spreadsheets, documents, manual calendar updates, and follow-up emails across multiple tools. This led to inconsistent execution and hours of repetitive work for every new client.
Solution
We developed a fully-automated onboarding pipeline using Make.com, built around JotForm submissions. The automation integrates with 7 platforms and is designed to be modular, reliable, and scalable — once a client submits the form, a series of automated actions create profiles, folders, metrics trackers, calendar events, and send notifications — all within minutes. It automates everything from CRM creation to document generation and ensures error handling with Slack alerts and fallback logic.
We developed a fully-automated onboarding pipeline using Make.com, built around JotForm submissions. The automation integrates with 7 platforms and is designed to be modular, reliable, and scalable — once a client submits the form, a series of automated actions create profiles, folders, metrics trackers, calendar events, and send notifications — all within minutes. It automates everything from CRM creation to document generation and ensures error handling with Slack alerts and fallback logic.
Results
This automation completely changed how the company welcomes new clients. What used to be a stressful process now happens smoothly in the background. Team members got back hours of their week previously spent doing repetitive paperwork. Clients receive everything they need right away without delays or mistakes.
The system handles everything automatically, freeing up 40+ hours/month for the team, allowing them to focus on high-value client relationships instead of repetitive data entry. The system allows for scaling effortlessly, handling 10+ new clients/month without additional overhead, setting the stage for sustainable growth.
Key metrics:
- 95% faster onboarding
- $18k/year saved
- 40+h/month reclaimed for strategic work
This automation completely changed how the company welcomes new clients. What used to be a stressful process now happens smoothly in the background. Team members got back hours of their week previously spent doing repetitive paperwork. Clients receive everything they need right away without delays or mistakes.
The system handles everything automatically, freeing up 40+ hours/month for the team, allowing them to focus on high-value client relationships instead of repetitive data entry. The system allows for scaling effortlessly, handling 10+ new clients/month without additional overhead, setting the stage for sustainable growth.
Key metrics:
- 95% faster onboarding
- $18k/year saved
- 40+h/month reclaimed for strategic work