Smarter Week

How to automate it

How to automate “track onboarding tasks and chase customers for data and access”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, every day
55%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Run onboarding from a shared plan the customer can see

Rocketlane, GuideCX, Arrows or a shared Asana or Monday template give the customer their own task list with reminders, so you stop chasing by email.

Typically saves about 45% of the time3 h to set up
  1. 1Turn your onboarding checklist into a template with owners and due dates.
  2. 2Share the customer-facing view (Rocketlane, GuideCX, Arrows, or a shared Asana or Monday board).
  3. 3Let the tool send reminders for overdue customer tasks.
  4. 4Use its status view in your internal updates.

Tools: Rocketlane · GuideCX · Arrows · Asana · Monday

Fix 2 of 2

Automation

Send reminders for missing data and access automatically

A simple flow checks for overdue onboarding tasks and emails the customer contact, so you only step in when reminders fail.

Typically saves about 45% of the time1 h to set up
  1. 1Track onboarding tasks in one place with due dates and owners.
  2. 2Build a rule (Asana, Monday or HubSpot workflow, or Zapier) to email the owner when a task is overdue.
  3. 3Escalate to you after two reminders.
  4. 4Use a file request link (Box, Dropbox, SharePoint) so documents land in the right folder.

Tools: Asana or Monday automations · HubSpot workflows · Zapier or Power Automate · Box or Dropbox file requests

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Implementation / Onboarding Specialist

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Implementation / Onboarding Specialists