Context & Challenge:

Maya oversees client onboarding at a rapidly expanding marketing agency that specializes in launching high-impact campaigns for fast-growing startups. With each new engagement, her team needed to align on brand guidelines, define target audiences, clarify messaging frameworks, and finalize creative assets—all within compressed timelines.

As demand surged, Maya’s team found themselves repeating similar alignment calls and re-explaining campaign briefs, which resulted in miscommunication, slow campaign rollouts, and inconsistent client expectations.

Key pain points included:

Complex Campaign Briefs: Clients often misunderstood what was needed to get campaigns off the ground, causing delays, misaligned expectations, and repeated clarifications.

Time-Consuming Onboarding: Multiple back-and-forth meetings and email threads were required just to gather the basic inputs needed for launch.

Inconsistent Kickoffs: The lack of a standardized process meant some clients skipped key steps, impacting creative quality and project flow.

Limited Capacity: With much of the team’s time tied up in repetitive onboarding activities, the agency couldn’t scale its client intake without risking delays in delivery.
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Campaign Modules: Maya structured the onboarding into five focused modules—each designed to walk clients through a critical campaign planning step. These included: Brand Immersion (understanding tone, voice, and identity), Target Audience Deep Dive (refining personas and audience segments), Messaging Strategy (establishing positioning and core themes), Creative Brief (detailing deliverables and asset needs), and Campaign Timeline (outlining milestones and review cycles).

Interactive Content: Each module was designed to engage clients through rich, multi-format content—explainer videos for visual learners, editable templates to encourage hands-on participation, annotated slide decks for guided walkthroughs, and checklists to ensure nothing fell through the cracks.

AI Assistant: The AI assistant served as a 24/7 support resource, answering client questions like “Where do I upload brand assets?” or “What’s the ideal audience persona format?” with instant, tailored responses. It was trained on Maya’s agency workflows and campaign standards, enabling it to deliver advice that matched the team’s guidance while reducing back-and-forth with account managers.

Automated Workflows: Wizly’s backend was integrated with Maya’s project management tools, automatically triggering task assignments and checklist updates as clients completed modules. The system also flagged stalled progress and sent real-time alerts to account managers, allowing for timely intervention and keeping every campaign on track.
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Outcomes & Business Impact:

The implementation of Wizly’s onboarding collections drove significant operational and client-facing improvements for Maya’s agency. The average campaign onboarding duration was reduced from four weeks to just 2.5 weeks, a 37.5% acceleration that allowed clients to go to market faster.

Client questions during onboarding decreased by 60% due to proactive AI assistance, enabling account managers to shift focus from support to strategy. Satisfaction scores jumped from 78% to 93%, reflecting a better onboarding experience with fewer friction points.

Additionally, the percentage of delayed campaign launches dropped from 22% to 14%, thanks to clearer expectations and structured handoffs. Most importantly, the agency’s client capacity grew by 25% without the need for additional hires, showcasing how process automation directly supported revenue growth and scalability.

Campaign Onboarding Duration: Reduced from 4 weeks to just 2.5 weeks—a 37.5% improvement that helped clients activate faster and positioned the agency to scale delivery without bottlenecks.

Client Questions: Decreased by 60% as the AI assistant proactively handled common onboarding inquiries, reducing the communication load on account managers and streamlining the client experience.Client Satisfaction: Rose from 78% to 93%—demonstrating stronger alignment, reduced onboarding friction, and a clearer, more confident start to each client relationship.

Launch Delays: Dropped from 22% to 14%, a 36% reduction achieved by aligning client expectations early, standardizing briefing steps, and proactively resolving bottlenecks with AI guidance.

Client Capacity: Expanded by 25% without increasing headcount, thanks to streamlined onboarding workflows, reduced manual intervention, and AI-assisted client enablement.By turning onboarding into a structured, AI-powered experience, Maya’s agency established a clear competitive edge, winning more business through faster time-to-value, consistent client delivery, and a more scalable engagement model.
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