Case study | Webbies

I turned onboarding into one repeatable trigger instead of repeated setup across multiple tools.

Webbies needed a cleaner start to new client projects. I built an onboarding flow that creates structure, team context, and tracking automatically from one submission.

  • Service agency onboarding
  • Sheets, Asana, Slack, and Clockify
  • Repeatable setup in minutes
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Problem

New client onboarding depended on repeated manual setup.

Before automation, the team had to copy details into multiple tools, create project structure by hand, notify the team manually, and update tracking themselves.

Why it mattered

The first stage of delivery was wasting time and introducing avoidable mistakes.

When onboarding is manual, every new project starts with repeated admin instead of controlled execution. That slows the team down before real delivery even begins.

System built

I built one trigger that now creates the project structure automatically.

The workflow starts when a new row is added in Google Sheets and then creates the required structure across Asana, Slack, Clockify, and status tracking.

  • Asana template duplication with project-specific details
  • Slack channel creation for team context
  • Clockify project setup for delivery tracking
  • Status completion logic to prevent duplicate action

Onboarding map

[Client form / sheet row]
           |
           v
[Asana project created]
           |
           +--> [Slack channel]
           |
           +--> [Clockify project]
           |
           v
[Status written back]

Before vs after

The onboarding sequence became a system instead of a checklist people had to recreate.

Before

[Client form submitted]
         |
[Manual project setup]
         |
[Manual task notes]
         |
[Manual Slack setup]
         |
[Manual tracking project]
         |
[Manual status update]

After

[Client form submitted]
         |
[Onboarding flow starts]
         |
[Project structure auto-created]
         |
[Slack and tracking ready]
         |
[Status updated automatically]
         |
Team starts with context

Business outcome

The team now starts projects with more consistency and less manual friction.

  • Project setup launches immediately from a single trigger
  • Repeated admin across tools was removed
  • Team context is more consistent from day one
  • Founder feedback confirmed the process now runs in minutes