Case Studies > Rocketstay
How Rocketstay Made It So One Team Member Can Do the Work of Four Onboarding 200+ Clients Each Month
Find out how Rocketstay uses Motion.io to reduce the time it takes to onboard clients from 10 days to 3 and allow a single person to do the work of a four-person team.
3
fewer
full-time employees needed for client onboarding
70%
decrease
in onboarding time from initial signature
3x
faster
collection of client data and signatures
About Rocketstay
After launching in 2015 as a hotel revenue management company, Rocketstay started listing its portfolio on Airbnb and, soon after, entered the short-term rental space with ten units that grew into hundreds.
Today, Rocketstay provides full-service distribution and management to owners of luxury condos, multi-family buildings, hotels, and resorts. Their Hotel Connect Service, launched in 2020, makes it easy for hotels to connect with emergent marketplaces.
Industry:
Marketing
Company size:
100 employees
Location:
United States
Use case:
Onboarding
The Problem They Wanted to Solve
Rocketstay has over 100 team members operating across three primary divisions. Its flagship offering, Hotel Connect, assists hotels in connecting and servicing inventory across short-term rental websites.
The Hotels that Rocketstay typically works with have multiple stakeholders and departments who must provide critical information, making the onboarding process complex.
In an interview, Vice President Wade Lindquist noted this, saying:
The onboarding form we were using previously would typically take over an hour for a client to fill out. It was daunting. It wasn’t broken up in a clean, user-friendly kind of way.
Even when clients did promptly submit this form, an additional set of challenges would emerge:
Because multiple departments must provide information during onboarding, Rocketstay’s sales and onboarding teams constantly bounced between their customers’ accounting teams, revenue managers, and sales managers – following up with each stakeholder individually for the needed information.
Our sales team was constantly chasing down customers for information instead of being able to focus on new business.
The Tools They Used Before Motion.io
Before implementing Motion.io, Rocketstay relied on a patchwork of tools, including DocuSign for signatures, Zoho Forms for data collection, and Google Sheets to manually track and organize onboarding information.
While functional, this previous tech stack created its own set of problems:
- Time-Intensive: Lacking a central hub that allowed all hotel stakeholders to sign documents, upload files, and complete forms, the Rocketstay team relied heavily on email, which created the need to follow up to get the information they needed constantly.
- Fragmented Systems: Information lived across multiple platforms, creating inefficiencies when locating specific client data and uncertainty about whether or not the client provided it in the first place.
- Manual Data Entry: In their previous process, tracking a customer’s progress through the onboarding phase required the Rocketstay team to manually update spreadsheet data as clients completed tasks and provided information.
The Motion.io Solution
As Rocketstay scaled up to begin onboarding 200+ new clients each month, the limitations of their previous setup became even more glaring. Searching for a solution that could simplify the onboarding process for clients while reducing the amount of manual work required of their team, Rocketstay discovered Motion.io.
Upon full implementation of Motion.io as the sole tool to manage both the client-facing and internal aspects of onboarding, Rocketstay saw an immediate positive impact:
Central Hub for Collaboration
With Motion.io, Rocketstay consolidated the tools they were using, eliminating the need for Zoho Forms, DocuSign, and Google Sheets. By centralizing all data collection and onboarding workflows into a single platform, Rocketstay reduced unnecessary friction in the client onboarding experience.
Now it [Rocketstay’s Onboarding Process] all lives in one spot. There’s no more Google Sheets. Everything is secure inside of Motion.io.
Faster Client Onboarding
The built-in automation tools provided by Motion.io proved to be a game-changer. Follow-ups and reminders are now handled automatically, eliminating the need for the sales and onboarding teams to chase stakeholders for information.
It’s taken the time from when we deploy a service agreement to getting someone signed up and onboarded from over ten days to just three.
The dramatic reduction in turnaround time has allowed Rocketstay to onboard clients faster, increasing their overall capacity.
Increased Team Efficiency & Capacity
Motion.io didn’t just save time—it freed up valuable team resources. Previously, onboarding and data entry required three to four team members. With Motion.io, that process has been reduced to just one person. The other team members have been reassigned to revenue-generating roles, adding greater value to Rocketstay’s operations.
“It used to be three to four people would have to do that. Now, it’s one person. The other two or three people are in different roles now that are more revenue generation-focused for us.”
Looking to the Future
With Motion.io in place, Rocketstay is positioned to continue scaling its operations efficiently. The improvements to their onboarding process have not only enhanced client satisfaction but also unlocked additional capacity for their team to focus on strategic initiatives and revenue growth.
It’s taken the time from when we deploy a service agreement to getting someone signed up and onboarded from over ten days to just three.
Rocketstay’s success story highlights the power of Motion.io in solving real operational challenges, saving time, and enabling teams to work smarter—not harder—as they scale.
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