From Manual Admin to Frictionless Client Onboarding: Reducing Coaching Operations by 85%

We replaced manual process with a "Zero-Touch" sytem for a Coaching client—automating the journey from Stripe payment to instant client access.

Results

100%

Automated onboarding

300+

Hours saved annually

30%

Increase in capacity

Project Overview

Starfish Coaching faced a scaling plateau caused by manual administrative overhead. Every new client required an hour of manual setup across CRMs, spreadsheets, and email. We built a unified ecosystem using n8n to bridge the gap between their monday.com sales pipeline and a custom-built Softr client portal, ensuring a seamless transition from prospect to new client.

Problems

The Post-Purchase Gap

Clients often waited 24 hours for welcome emails and resource links after paying their first invoice.

Lack of Centralization

Without a dedicated portal, clients had no “source of truth” for their curriculum, tasks, or billing, resulting in constant manual back-and-forth via email.

Manual Provisioning

Our client’s team would have to create new private Google Drive workspaces and assigning “Week 1” tasks was a repetitive, error-prone manual process.

Our Solution

We designed and built a custom Softr "Zero-Touch" client onboarding system that triggers the moment a Stripe payment is verified:

Custom Softr Client Portal: We replaced fragmented manual spreadsheets with a branded Softr client portal, engineered specifically to handle the client’s complex requirements for gated curriculum and interactive roadmaps.
A “White-Glove” First Impression: Instead of a generic receipt, clients receive an immediate personalized welcome email with secure login credentials and “Week 1” milestones pre-loaded into their dashboard.
Instant Time-to-Value: By eliminating the “Post-Purchase Gap,” clients no longer wait 24 hours for access and are instead redirected to their private Softr portal the moment the Stripe transaction is verified.
Frictionless Account Provisioning: Using n8n, we automated the generation of secure credentials and links, allowing clients to dive straight into their curriculum without the frustration of manual account setup or lost emails.

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Services Provided

Lead Gen

We engineered the bridge between sales and service, transforming the Stripe payment confirmation into a high-speed trigger for the entire client onboarding sequence.

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Automation

We developed an end-to-end automated system that replaces manual client setups with triggering instant account onboarding setup the moment a Stripe payment is verified.

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Optimization

We redesigned the legacy onboarding journey to eliminate friction, providing a premium first impression by granting clients immediate access to a client portal.

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What We Created

Below is some of the items we delivered and created for this project, featuring custom n8n workflows, Monday.com CRM updates, and a Softr client onboarding application.