As businesses scale, client onboarding often becomes fragmented—form submissions land in inboxes, follow-ups depend on memory, and promising leads quietly slip through the cracks. Sales and onboarding teams spend hours sending repetitive emails, updating spreadsheets, and checking whether a client has responded.
Darosoft set out to change this.
We designed and delivered an end-to-end CRM automation workflow that transforms client onboarding into a structured, intelligent, and self-managing process—from the moment a lead submits a form to the point where human intervention is truly required.
The Challenge
The client needed a system that could:
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Respond to new leads instantly and personally
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Track every onboarding step without manual updates
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Ensure no follow-up was ever missed
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Alert teams only when human action was necessary
Manual processes were slowing growth, creating inconsistency, and increasing the risk of lost opportunities.
The Solution
Darosoft built a fully automated onboarding and follow-up workflow powered by n8n, AI, and real-time team notifications.
Every interaction is intentional. Every step is tracked. Every lead is accounted for.
How the Automation Comes to Life
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A Lead Enters the System
When a new client submits a custom onboarding form, the workflow captures key business information—who they are, what they need, and what success looks like for them over the next 90 days.
This submission becomes the single source of truth for everything that follows.
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AI Takes the First Conversation Forward
An AI agent powered by LangChain and Google Gemini instantly generates a personalized onboarding email, tailored to the client’s goals and context.
The message is:
- Structured
- Professional
- Human-sounding
- Automatically sent via Gmail
The client feels heard—without anyone typing a word.
Centralized Tracking Without a CRM Overhead
Each new lead is automatically logged into Google Sheets, where:
- Status is tracked in real time
- Follow-up dates are calculated automatically
- Escalation timelines are clearly defined
The system updates itself as interactions occur—no manual data entry required.
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Smart Follow-Ups That Never Forget
If a client hasn’t responded:
- A first follow-up is sent automatically after three days
- A final escalation email is triggered two days later
At this point, the system marks the lead for human takeover, ensuring sales teams focus only where they’re truly needed.
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Teams Stay Informed: Without Being Overloaded
Key moments trigger Slack notifications, including:
- New client onboardings
- Escalations requiring human action
This creates visibility, accountability, and confidence—without constant manual checking.
Built-In Intelligence & Reliability
The workflow includes:
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Error handling to prevent silent failures
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AI-driven personalization at scale
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Modular design to support multiple teams, forms, or regions
It grows as the business grows.
Business Impact
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Hours of manual work are eliminated every week
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Consistent, personalized communication for every lead
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Zero missed follow-ups or forgotten clients
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Clear ownership and visibility across sales and onboarding teams
What was once reactive and manual became predictable, intelligent, and scalable.
The Outcome
This automation doesn’t just move data—it orchestrates relationships.
It ensures that every client receives attention, every opportunity is followed up on, and every team member knows exactly when to step in.
That’s the power of intelligent automation—designed and delivered by Darosoft.
