Client Onboarding Automation
This work showcases the development of a client onboarding system that leverages hidden APIs in ClickUp. The system automates the creation of client dashboards, renames them according to client details, and generates sharable links—all within the ClickUp platform. Additionally, the system integrates with Stripe to trigger the onboarding process upon new client subscription, sends automated emails to both the team and the client, and handles the entire workflow seamlessly.
Details
Project Objectives:
  • Automate Client Onboarding: Create a system that automatically generates a ClickUp dashboard for each new client upon subscription, renames it with client-specific details, and shares it with the client.
  • Leverage Hidden APIs: Utilize hidden API endpoints in ClickUp to achieve functionalities that are not directly available through standard API documentation or third-party integrations.
  • Seamless Stripe Integration: Trigger the onboarding process automatically when a new subscription is created in Stripe, ensuring that the client's data flows seamlessly into the system.
  • Automated Communication: Send automated emails to the internal team with client details and to the client with a welcome message and a link to their personalized ClickUp dashboard.
Key Features:
  1. Hidden API Integration:
  • Dashboard Duplication: The system uses hidden API endpoints in ClickUp to duplicate an existing template dashboard for each new client. This allows for the creation of a personalized client workspace without manual intervention.
  • Automated Renaming: After duplicating the dashboard, the system renames it using the client’s company name retrieved from Stripe, ensuring that each dashboard is uniquely identified.
  • Sharable Link Generation: Although ClickUp dashboards are not publicly sharable outside of the workspace, the system generates a link that can be shared within the workspace. If needed, the dashboard can be exported as a PDF for external sharing.
  1. Stripe Integration:
  • Subscription Trigger: The onboarding process is initiated when a new subscription is created in Stripe. The system watches for specific Stripe events related to customer subscriptions, ensuring that the onboarding workflow is triggered only when relevant.
  • Client Data Retrieval: Upon a new subscription, the system retrieves customer details from Stripe, including the company name, email, and any additional metadata. This data is then used to personalize the client onboarding experience.
  1. Automated Email Communication:
  • Team Notification: The system automatically sends an email to the internal team with all relevant client information, ensuring that everyone is informed of the new client and their requirements.
  • Client Welcome Email: The client receives a personalized welcome email that includes a link to their newly created ClickUp dashboard, along with any additional onboarding instructions or resources.
  1. Customizable Workflow:
  • Flexible API Calls: The system allows for customization, enabling different dashboards to be duplicated based on specific client needs. The hidden API endpoints can be adjusted to handle various scenarios, such as inviting users to the workspace or setting different permissions.
  • Scalable Design: The workflow can be easily scaled to accommodate a growing number of clients, ensuring that the onboarding process remains efficient and streamlined as the business expands.
Use Cases:
  • Digital Agencies: Automate the creation of client-specific dashboards for project management, ensuring that each client has a tailored workspace with relevant project details and metrics.
  • Consulting Firms: Create personalized client dashboards that track progress, deliverables, and key performance indicators, providing clients with real-time visibility into their projects.
  • SaaS Companies: Onboard new customers with a customized dashboard that tracks their usage, support tickets, and product performance, enhancing the customer experience.
Scalability and Customization:
  • Expandable API Use: The hidden API methodology can be extended to other functionalities within ClickUp or other platforms, offering a wide range of automation possibilities that go beyond the standard API offerings.
  • Integration with Other Tools: While this system is designed around ClickUp and Stripe, it can be integrated with other tools such as CRMs, email marketing platforms, and financial software, making it adaptable to various business environments.
  • Personalized Client Experience: The system’s ability to customize each client’s dashboard and communication ensures that the onboarding process feels personalized and professional, helping to build stronger client relationships.
Conslusion:
This client onboarding system leverages the power of hidden APIs to automate and enhance the onboarding experience in ClickUp. By integrating with Stripe and automating key processes, the system not only saves time but also ensures a consistent and professional onboarding experience for each new client. This approach offers a competitive advantage, particularly for businesses that require customized, scalable solutions for managing client projects and communications.
Trello Onboarding Automation
This project focuses on the creation of a highly efficient and automated client onboarding system leveraging Trello, email, and Google Sheets. This system is designed to streamline the onboarding process for new clients, ensuring that they receive immediate attention and a seamless introduction to your services. By automating key tasks such as board creation, task assignment, and personalized email communication, this system enhances client satisfaction, reduces churn, and frees up valuable time for your team.
Details
Project Objectives:
  • Automate Client Onboarding: Establish a fully automated workflow that triggers upon payment confirmation, creating a new Trello board, assigning onboarding tasks, and sending a personalized welcome email to the client.
  • Improve Client Experience: Provide a transparent and professional onboarding process that enhances client trust and reduces buyer’s remorse immediately after the purchase.
  • Seamless Task Management: Utilize Trello's Kanban board system to manage client-specific tasks, ensuring all onboarding activities are tracked and completed efficiently.
  • Centralized Data Logging: Record all client onboarding activities in Google Sheets for easy tracking, reporting, and further analysis.
Key Features:
  1. Automated Trello Board Creation:
  • Payment Trigger: The system starts automatically upon receiving a payment, simulating a Stripe or similar payment processing event.
  • Client-Specific Board Creation: A new Trello board is generated for each client, customized with the client’s name and pre-defined onboarding tasks.
  1. Task Assignment and Management:
  • Pre-Defined Onboarding Tasks: Automatically add specific tasks to the newly created Trello board, such as sending a welcome gift (e.g., a swag box) and recording a personalized video introduction.
  • Dynamic Task Allocation: Assign tasks to the appropriate team members, ensuring that all onboarding steps are handled promptly and efficiently.
  1. Personalized Email Communication:
  • Automatic Welcome Email: Send a personalized email to the client immediately after board creation, including a link to their dedicated Trello board. The email template is dynamically populated with the client’s information.
  • Transparency and Engagement: Highlight the unique value of providing clients with direct access to the project management board, fostering trust and encouraging active participation.
  1. Data Logging and Reporting:
  • Google Sheets Integration: Log all relevant client details and onboarding activities in a Google Sheets dashboard. This includes the client’s name, payment amount, contact details, and the responsible salesperson.
  • Real-Time Updates: Ensure that the Google Sheets dashboard is updated in real-time with each new onboarding, providing an up-to-date view of client activities for internal tracking and analysis.
Use Cases:
  • Agencies: Simplify the onboarding process for new clients, ensuring a smooth transition from sales to project execution. This system is particularly useful for agencies that manage multiple clients simultaneously and require a clear, organized approach to client management.
  • Service-Based Businesses: Enhance customer satisfaction by providing an immediate, personalized onboarding experience that sets the tone for a successful long-term relationship.
  • Project Managers: Use Trello’s intuitive Kanban boards to manage client projects from the outset, ensuring that all tasks are tracked and completed on time.
Scalability and Customization:
  • Scalable Workflow: This system can be easily adapted to accommodate a growing number of clients, with automated processes that scale effortlessly as the business expands.
  • Customizable Templates: The Trello board, tasks, and email templates can be customized to fit specific business needs, making the system versatile for various industries and client types.
Slack Approval Automation
This project showcases the development of an advanced Slack automation system using Slack’s interactive block feature and Make.com (formerly Integromat). The system enables real-time, interactive lead management within Slack by integrating with a CRM, such as ClickUp, to streamline the approval process for new leads. This automation is particularly valuable for businesses that rely heavily on Slack for internal communications, including coaching companies, agencies, and fast-moving startups.
Details
Project Goals:
  • To create a two-way interactive system in Slack that allows users to approve or deny leads directly from Slack messages.
  • To automate the communication between Slack and a CRM, reducing manual effort and speeding up the lead qualification process.
  • To provide a scalable solution that can be adapted for various business needs, including lead management, quality assurance, and project approvals.
Key Features:
  1. CRM Integration:
  • The system is integrated with ClickUp, acting as the CRM, where leads are tracked and managed.
  • When a new lead is added or updated in ClickUp, the system automatically sends a notification to a designated Slack channel.
  1. Interactive Slack Blocks:
  • Utilized Slack’s Block Kit to create interactive messages within Slack. These messages include details about the lead, such as their name, email, phone number, and a form response.
  • Added buttons for users to “Approve” or “Deny” a lead directly from the Slack message. This interaction triggers further automation based on the user's choice.
  1. Automated Lead Qualification:
  • Upon clicking "Approve" or "Deny," the system updates the lead’s status in ClickUp, marking them as "Qualified" or "Unqualified."
  • Ensured that the system is flexible, allowing for the modification of the approval process based on the specific needs of the business.
  1. Custom Slack App Development:
  • Developed a custom Slack app specifically for this automation. The app is connected to the Slack workspace, enabling the interactivity and message handling required for the automation.
  • Configured OAuth permissions and interactive components in Slack to ensure secure and seamless communication between Slack and Make.com.
  1. Scalability and Customization:
  • Designed the system to be easily customizable, allowing for changes in the message content, button actions, and the overall flow based on the unique requirements of different businesses.
  • The solution is scalable and can be expanded to handle multiple types of interactions, such as task approvals, content reviews, and other business processes.
Challenges and Solutions:
  • Challenge: Configuring the Slack app to handle interactive messages and ensuring that it could communicate effectively with the Make.com scenario.
  • Solution: Created a custom Slack app with the necessary OAuth permissions and set up interactive components to handle button clicks within Slack. Integrated the Slack app with Make.com to manage the workflow seamlessly.
  • Challenge: Parsing and managing data from Slack's interactive message payloads to ensure accurate updates in ClickUp.
  • Solution: Used Make.com’s parsing and Rex modules to extract and handle the necessary data from Slack’s JSON payload, allowing for precise updates to the CRM.
Tools and Technologies Used:
  • Slack Block Kit: Used to create interactive Slack messages with buttons for lead approval.
  • Make.com: Utilized to automate the workflow, connect Slack with ClickUp, and manage data parsing and updates.
  • ClickUp: Acted as the CRM for managing leads and their status based on Slack interactions.
  • Custom Slack App: Developed to enable secure and interactive communication between Slack and Make.com.
Impact and Results:
  • Efficiency: Significantly reduced the time required to qualify leads by allowing team members to approve or deny leads directly within Slack.
  • Automation: Eliminated the need for manual data entry and status updates in the CRM, ensuring that the lead management process is streamlined and error-free.
  • Scalability: Provided a flexible solution that can be adapted for various business needs beyond lead management, such as project approvals and task reviews.
Conclusion: This project demonstrates the power of integrating Slack with CRM tools like ClickUp using interactive blocks and automation platforms like Make.com. By enabling real-time, interactive lead management directly within Slack, businesses can streamline their workflows, improve response times, and enhance overall efficiency. This automation is particularly valuable for companies that rely on Slack for their daily operations, offering a scalable and customizable solution to fit their unique needs.
Click Up CRM & PM
This project showcases the development of an advanced and automated Customer Relationship Management (CRM) system using ClickUp as the primary platform, integrated with Make.com for powerful automations. Designed for businesses aiming to optimize their sales processes, this CRM system not only organizes customer data but also automates key actions, reducing manual effort and enhancing efficiency. This system is particularly suited for agencies, coaching businesses, or any organization that relies on effective lead management and customer follow-up.
Details
Key Features:
  1. Custom CRM Setup in ClickUp:
  • Tailored Fields and Columns: The CRM is structured with customizable fields, including lead details, status stages, contact information, and more. This flexibility allows the CRM to be adapted to any business model, ensuring that all relevant customer data is captured.
  • Stage-Based Lead Management: Leads are categorized into different stages of the sales pipeline—Intake, Meeting Booked, Awaiting Proposal, Proposal Sent, Won, and Lost—allowing for clear tracking of each lead’s progress.
  1. Automated Email Follow-Up:
  • Trigger-Based Communication: When a lead’s status changes to ‘Awaiting Proposal,’ an automated email is triggered to notify the prospect that a proposal will be sent shortly. This immediate follow-up helps maintain engagement and improves conversion rates.
  • Dynamic Personalization: The system dynamically personalizes the email content based on the lead’s details, ensuring a professional and tailored communication experience.
  1. Meeting Booking Integration:
  • Calendar Synchronization: Integration with Cal.com allows for seamless updating of lead statuses when a meeting is booked. When a prospect books a meeting through the calendar, the CRM automatically updates the lead’s status to ‘Meeting Booked,’ ensuring that the sales team is always up-to-date.
  • Smart Matching: The system matches calendar bookings with existing leads in the CRM based on email addresses, automating the transition between stages without manual input.
  1. Automated Client Management Transition:
  • Seamless Stage Transition: Once a lead is marked as ‘Won,’ the system automatically moves the lead from the CRM to a dedicated client management list. This transition ensures that only active sales prospects remain in the CRM, while clients are moved to a fulfillment-focused workflow.
  • Custom Client Fields: The client management list includes fields tailored to ongoing service delivery, such as client type, assigned team members, and source platform, providing a smooth handoff from sales to fulfillment.
Implementation Details:
  • ClickUp Setup: The CRM was created within ClickUp, utilizing custom fields and automated triggers to manage the sales pipeline effectively. The system is designed to be intuitive, with a clear structure that can be easily navigated by sales teams.
  • Webhook Listeners: Webhooks are employed to listen for changes in lead status or meeting bookings, which then trigger automated actions such as sending emails or updating records.
  • Task Management: The system uses Make.com to handle task updates, ensuring that the CRM is always reflective of the current sales process.
  • Data Parsing and Filtering: Advanced filtering and parsing techniques are used to match calendar bookings with CRM records, ensuring that the correct actions are taken for each lead.
Impact: This CRM system significantly enhances the efficiency and effectiveness of the sales process by automating repetitive tasks and ensuring that leads are managed consistently and professionally. The result is a higher conversion rate, reduced lead drop-off, and a more organized sales pipeline. This setup has been successfully deployed for multiple clients, contributing to their revenue growth and operational efficiency.
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