Case Studies > Sites at Scale
How Sites at Scale Transformed its Onboarding Process to Save 15 Hours of Work Each Week
Find out how Sites at Scale uses Motion.io to eliminate bottlenecks and make it easier, faster, and more transparent for clients to provide the information their team needs during onboarding.
15
hours
saved each week across teams
2 x
faster
collection of client information
90%
fewer
client meetings
during onboarding
during onboarding
About Sites at Scale
Sites at Scale specializes in crafting websites that are not only easy on the eyes but work like a charm.
The team at Sites at Scale is a mix of coding ninjas and design rockstars who love a good challenge.
They focus on making the online presence of the businesses they work with shine and have worked with over 800 businesses around the world.
Industry:
Marketing
Company size:
107 employees
Location:
United States, Australia, Southeast Asia
Use case:
Onboarding
The Problem They Wanted to Solve
While Sites at Scale’s reputation for building beautiful websites that deliver results is no secret to the 800+ businesses they have worked with, CEO Justin Kavanaugh and his team faced a unique problem as they prepared to scale the operation further: collecting the information they needed from customers during onboarding often required a significant amount of time and manual work for their team.
The Tools They Used Before Motion.io
Before implementing Motion.io, Sites at Scale relied on a combination of tools for client onboarding. However, this approach created bottlenecks and inefficiencies, especially when it came to collecting client documents and information during onboarding.
As Justin pointed out, “Before Motion.io, we were using our front-end CRM for the initial stages of a customer relationship and then transitioning that relationship to email and Zoom calls for onboarding. It was a very synchronous process that started to cause bottlenecks because we were getting on calls to tell clients what information we needed before they would provide it.”
In addition to solving the problem of collecting client documents and information during onboarding, Sites at Scale had been searching for a software tool to improve client visibility into projects. They had tried to use a client portal built on Teamwork.com but found it lacked the ability to inform clients of what tasks they needed to complete and what tasks the Sites at Scale team was working on for them in a scalable and automated way.
The Motion.io Solution
Upon implementing Motion.io into their workflow, Sites at Scale transformed their onboarding process into an asynchronous process that saves their team an average of 15 hours per week and empowers clients to provide the information they need without additional clarification or follow-ups.
Streamlined Onboarding
With their previous process, Sites at Scale relied heavily on Zoom meetings and follow-up emails to successfully onboard clients.
With Motion.io, the team has eliminated much of this manual work and can focus solely on delivering clients the best experience and final product possible.
As Justin mentioned, this has had significant benefits for their organization:
“The ability to productize a service using Motion.io for onboarding has been a game changer for us. It’s allowed us to set up repeated tasks with automated follow-ups to ensure customers provide the information we need by the due dates we set.”
Happier & More Engaged Customers
By giving clients a clear roadmap of what tasks they must complete and making it easy to provide the information and documents their team needs, Motion.io now serves as Sites at Scale’s central hub for client onboarding.
Justin pointed out that because customers can access their client portals—white-labeled to the Sites at Scale brand—without logging in or creating an account, the transition from their old process was seamless and has already resulted in significantly happier and more engaged customers.
Faster & Clearer Feedback on Deliverables
In addition to increasing project visibility and creating happier and more engaged customers during onboarding, Motion.io has made another positive impact in the later stages of each project.
Using Motion.io’s Feedback and Approval Tool, Sites at Scale now has clients pin annotated comments directly on website mockups and designs the team uploads to their portals.
Not only has this resulted in more precise feedback from clients, but it’s also allowed them to get feedback from clients sooner:
“The client being able to pin annotations on top of the actual page or graphic has made the feedback process much clearer because our team can see the exact changes the clients are trying to articulate. When you do that synchronously – on Zoom, on the phone, or even by email, you lose the connection to the actual work.”
Looking to the Future
Looking ahead to the future, Sites at Scale continues to explore additional areas of client projects where Motion.io can slot in to optimize and streamline their team’s workflow.
In highlighting this future initiative, Justin said:
“When a company is looking to make a major shift in its marketing, it can seem very overwhelming. If we can break it up into digestible chunks for them, it becomes more doable, and we start to build some momentum. Once we start building momentum, clients get excited and start wanting to deploy the work and get it back to us.”
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