Sample Automation Build

Client Onboarding Workflow

Automated onboarding triggered by an intake form — records the client in Airtable, creates tasks in Zapier, and builds a Notion project workspace without manual steps.

Role

Systems Designer

Timeline

4 Days

Four steps from problem to system.

Map the current onboarding

Documented every manual step the owner was doing to onboard a new client — messages, folder creation, task setup, and tool access.

Design the automation sequence

Defined the trigger (form submission), the records to create, the task templates to apply, and the welcome message to send.

Build & integrate

Connected Tally → Airtable → Zapier → Notion, set up the email confirmation, and built the reusable project template.

Test & hand over

Ran through the full onboarding sequence with test submissions, verified all tools received correct data, then documented the system.

Context

What this was built to solve.

Every new client required the owner to manually send welcome messages, create task lists, set up Notion workspaces, and invite the client to tools. The process was inconsistent, time-consuming, and entirely dependent on the owner remembering each step.

Outcome

Cleaner onboarding, faster setup, and better client handoff into delivery.

Sample Build disclosure: This is a structured demonstration built to show a Rue Solutions capability. The workflow, tools, and metrics are representative of real operational scenarios. This is not a real client engagement. No client names, real business data, or commercial outcomes are claimed.

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