Client Ascension
Onboarding automation for a 20-person coaching team.
Where Client Ascension was stuck
Client Ascension runs a $5M+ coaching program for agency owners with a team of 20 expert coaches. When a new student enrolls, they need instant assignment to a Student Success Coach and immediate access to resources — the onboarding experience sets the tone for the entire engagement. But because the team is spread across 20 people, coordinating this manually in Slack was creating delays and inconsistent experiences. Andre tried building automations via Slack-to-Zapier but hit every limit.
What we built
In one week, we built an onboarding automation using Make, Trello, Airtable, and Zapier that: assigns new students to a Student Success Coach automatically based on current capacity (how many students each coach is currently managing), sends a personalized welcome email introducing the assigned coach (and only the assigned coach), and kicks off the full onboarding sequence without any manual intervention from Andre.
What happened next
New student onboarding went from delayed and manual to instant and automatic. Every new student gets the same high-quality first impression regardless of when they enroll or who's available. Coach workload stays balanced automatically. Andre — who described himself as an operations expert himself — called it something that "shouldn't have been possible" and said it demonstrated OpsKings could solve problems he didn't believe had technical solutions.
“As an operations guy myself, I'm beyond impressed. I looked at this problem and said 'I tried everything, there's just no way to automate it.' It was just one of those things that has to be done manually. It just wasn't the case. Within a week, Ryan turned around and built this system that completely automated the onboarding process.”
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