End-to-End Sales & Onboarding Automation
From manual email requests and fragmented tooling to instant automated account creation in a unified fulfilment operating model.
Client: Transitionstudio
Client onboarding time
Manual steps in fulfilment
Survey products automated
Implementation checklist
The Situation
Transitionstudio sells access to their survey platform — to coaches and increasingly to end clients. Before this project, the entire fulfilment process was manual.
Every purchase request arrived via email. A support team member would manually create an account, configure survey access, write a personal email, and send login details. This introduced delays, errors, and a growing support burden.
What We Delivered
A fully automated order-to-access pipeline between WooCommerce and the survey platform, consolidating fragmented survey operations into one system.
Virtual Product Catalogue
8 purchasable survey products in WooCommerce, each mapped to the correct platform survey and access tier — available to coaches and end clients.
Automated Provisioning
On purchase, the automation engine instantly creates or maps the buyer's account, assigns survey access, and sends branded onboarding communications — all without human involvement.
Coach Mapping Logic
Intelligently handles both scenarios: creating a new coach account when needed, or mapping purchases to existing coaches and their client relationships.
Error Handling & Escalation
Any fulfilment failure triggers immediate alerts to the operations team, preventing silent failures and ensuring no client is left without access.
Weekly Automation Reports
Automated weekly summaries covering order volumes, provisioning outcomes, error rates, and system health — full visibility without manual monitoring.
Real-Time Monitoring
Live alerts on platform and automation health via integrated monitoring channel, enabling rapid response to any issue.
Technical Deep Dive
The automation layer is powered by n8n with custom API integrations and intelligent error handling.
n8n Automation Engine
Complex workflow handling the complete order-to-access pipeline with webhook triggers, API orchestration, and conditional routing for different product types.
WooCommerce Integration
Deep integration with WooCommerce REST API for order detection, product mapping, and status synchronisation across both platforms.
Multilingual Email System
File-based email templates supporting 6 languages (EN, NL, RU, ES, CN, LV) — branded invitations, onboarding, and password reset with async queue processing.
Order Deduplication
SQL-based tracking table (processed_orders) ensures each order is processed exactly once, preventing duplicate accounts or access grants.
Before vs. After
| BEFORE | AFTER |
|---|---|
| Manual email request per client | Instant automated account creation on purchase |
| Dependent on support team availability | Zero dependency on human availability |
| Hours or days to gain platform access | Full access delivered in under 1 minute |
| No visibility into fulfilment status | Real-time monitoring + weekly reports |
| Errors discovered only when clients complained | Immediate alert on any provisioning failure |
| Survey operations split across 6 disconnected systems | Unified operating model in 1 system, with a roadmap for full platform unification |
Individual Survey Distribution System
A complete coach-to-coachee workflow built on top of the automation layer — magic links, credit system, and full invitation lifecycle management.
Magic Links
Unique token-based links with configurable expiry (1-8,760 hours), pre-filled email addresses, and one-click survey access without account creation.
Credit System
Per-coach credit allocation with atomic deduction, automatic refund on deletion, and real-time balance tracking.
Invitation Lifecycle
Complete lifecycle management: Pending → Accessed → Inactive → Expired, with reactivation, resend, and result viewing capabilities.
Ready to Transform Your Business?
We map current constraints, design secure infrastructure and delivery architecture, then execute against measurable business outcomes and a realistic roadmap.
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