Intake and onboarding for coaching clients involves receiving forms, manually extracting data, creating CRM records, setting up folders, and scheduling calls. Manual handling causes delays, data errors, and scattered communication across multiple tools.
Automation captures form submissions, validates and routes data directly into the CRM, provisions client folders, sends welcome emails, and schedules onboarding calls in parallel. Clients gain instant access and same-day scheduling; staff reclaim hours each month.
The full workflow, from trigger to completion.
Submission triggers the workflow automatically when a new client completes the intake form.
The automation parses the form submission, validates email and phone format, and extracts coaching goals and background information.
The validated data is sent to create a new contact record with all client details and assigned coach.
A new folder is created with the client name, templates are copied in, and sharing permissions are set.
A personalized welcome email is sent to the client with folder link, login credentials, and onboarding timeline.
A booking link is sent to the client to self-schedule the onboarding call with the assigned coach.
A message is sent to the assigned coach with client name, goals, and onboarding call confirmation.
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