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Dec 1, 2024
Operations
Report Generation
Problem
Our client, a business that provides coaching and strategic guidance to professionals, wanted to streamline their process of generating ideal client profiles. Their goals included automating the collection and formatting of client information, eliminating repetitive manual tasks, and integrating the solution into their existing tech stack, specifically Google Docs and HubSpot.
Manually managing the process required substantial time, involved repetitive copy-pasting, and was error-prone, making it a significant bottleneck for scalability and efficiency.
Solution
Data Collection Automation
A Google Form was set up to collect client information, which was directly logged into a Google Sheet upon submission.
Automated Profile Creation
Using a pre-designed prompt, the form responses triggered an automation that sent the data to an AI system. This system generated a comprehensive client profile and output it in Markdown format.
Document Integration and Formatting
The AI-generated profile was automatically formatted and added to a Google Doc, eliminating the need for manual copy-pasting.
HubSpot Integration
The automation checked HubSpot for an existing contact based on the email address.
If found, it updated the contact's property with a link to the Google Doc.
If not, it created a new contact with essential details and updated the property.
Streamlined Sharing
The generated profile document was shared via a public, view-only link, ensuring accessibility and ease of collaboration.
Results
Time Efficiency
Saved an estimated 60+ hours per new coaching cohort ( 20 - 30 reports), enabling the client to focus on high-value tasks.
Accuracy and Consistency
Automation reduced errors, delivering consistent and professional outputs every time.
Scalability
Empowered the client to scale their operations and manage higher volumes of clients without adding resources.
Improved Workflow
Simplified the process, ensuring simple integration with Google Docs and HubSpot.
Problem
Our client, a business that provides coaching and strategic guidance to professionals, wanted to streamline their process of generating ideal client profiles. Their goals included automating the collection and formatting of client information, eliminating repetitive manual tasks, and integrating the solution into their existing tech stack, specifically Google Docs and HubSpot.
Manually managing the process required substantial time, involved repetitive copy-pasting, and was error-prone, making it a significant bottleneck for scalability and efficiency.
Solution
Data Collection Automation
A Google Form was set up to collect client information, which was directly logged into a Google Sheet upon submission.
Automated Profile Creation
Using a pre-designed prompt, the form responses triggered an automation that sent the data to an AI system. This system generated a comprehensive client profile and output it in Markdown format.
Document Integration and Formatting
The AI-generated profile was automatically formatted and added to a Google Doc, eliminating the need for manual copy-pasting.
HubSpot Integration
The automation checked HubSpot for an existing contact based on the email address.
If found, it updated the contact's property with a link to the Google Doc.
If not, it created a new contact with essential details and updated the property.
Streamlined Sharing
The generated profile document was shared via a public, view-only link, ensuring accessibility and ease of collaboration.
Results
Time Efficiency
Saved an estimated 60+ hours per new coaching cohort ( 20 - 30 reports), enabling the client to focus on high-value tasks.
Accuracy and Consistency
Automation reduced errors, delivering consistent and professional outputs every time.
Scalability
Empowered the client to scale their operations and manage higher volumes of clients without adding resources.
Improved Workflow
Simplified the process, ensuring simple integration with Google Docs and HubSpot.