Splitlight React AI Solutions

Digital Spark Agency: Transforming Client Onboarding with AI

Full-Service Digital Marketing Agency
35 Employees, 45+ Clients
Project Duration: 3 Months

Digital Spark Agency was struggling with client onboarding that took 3-4 weeks per client, creating bottlenecks in their operations and delaying campaign launches. We implemented a custom Splitlight React platform that automated their entire process.

The Challenge Our Approach The Solution Implementation Results Client Testimonial

The Challenge

Digital Spark Agency, a full-service digital marketing firm with 35 employees and over 45 active clients, was experiencing significant growth. However, their manual client onboarding process had become a major bottleneck, undermining their ability to scale effectively.

Core Challenges

Client onboarding was taking 3-4 weeks per client, creating operational bottlenecks and delaying campaign launches by an average of 25 days.

The agency's onboarding process involved multiple departments, including account management, creative, strategy, and technical teams. Each department had its own intake forms, processes, and approval workflows. This disjointed approach resulted in:

  • Data Redundancy - Clients were asked for the same information multiple times by different teams
  • Communication Gaps - Essential information was frequently lost between departments
  • Manual Data Entry - Staff spent approximately 15 hours per client re-entering data across multiple platforms
  • Inconsistent Client Experience - The quality of onboarding varied depending on which team members were involved
  • Delayed Campaign Launches - Revenue generation was postponed due to extended setup times

The agency had attempted to address these issues by implementing various project management tools and CRM systems, but these solutions weren't designed for the specific needs of a marketing agency's onboarding workflow. They needed a custom solution that could integrate with their existing tech stack while automating the complex, multi-stage onboarding process.

Before Splitlight

  • 3-4 week onboarding timeline
  • 15+ hours of manual data entry per client
  • 7 different software tools used
  • 42% of projects started late
  • 65% client satisfaction rating

Technologies Used

React Node.js MongoDB OpenAI API AWS S3 Zapier Integration

Our Approach

After thoroughly analyzing Digital Spark's workflow and identifying the key friction points, we recommended a custom implementation of our Splitlight React platform. Our approach focused on three core principles:

1. End-to-End Process Automation

Instead of simply digitizing the existing process, we redesigned the entire client journey to eliminate redundancies and optimize for speed and accuracy. We mapped out every touchpoint and data requirement, then built a system that collected information once and distributed it automatically to all necessary systems and team members.

2. AI-Powered Data Handling

We integrated advanced AI capabilities to reduce manual work by automatically extracting key information from client-provided documents, suggesting campaign structures based on client data, and pre-populating creative briefs with relevant information.

3. Seamless Integration with Existing Tools

Rather than forcing Digital Spark to abandon their existing software investments, we designed the Splitlight platform to integrate with their tech stack, including their project management tool, CRM, analytics platforms, and design software. This allowed for bi-directional data flow without requiring team members to switch between multiple applications.

Week 1-2
Discovery & Planning - Comprehensive workflow analysis, stakeholder interviews, and technology assessment
Week 3-6
Design & Development - Platform architecture, UI/UX design, and core functionality development
Week 7-8
Integration & AI Implementation - Custom API connections, AI model training, and data migration
Week 9-10
Testing & Training - QA testing, user acceptance testing, and staff training sessions
Week 11-12
Launch & Optimization - Phased rollout, performance monitoring, and iterative improvements

Project Team

  • 1 Project Manager
  • 2 React Developers
  • 1 Backend Developer
  • 1 AI Specialist
  • 1 UX Designer

Key Integration Points

  • HubSpot CRM
  • Asana Project Management
  • Google Analytics
  • Facebook Business Manager
  • Google Ads
  • Adobe Creative Cloud

The Solution

We created a custom implementation of the Splitlight React platform that transformed Digital Spark's client onboarding from a manual, fragmented process into a streamlined, intelligent system. The solution featured:

Intelligent Client Portal

A dynamic, adaptive questionnaire that adjusts based on client responses, eliminating irrelevant questions and reducing form fatigue. The system uses AI to analyze responses in real-time, requesting clarification only when needed and suggesting optimal services based on client goals.

Automated Document Processing

AI-powered document analysis extracts key information from client-provided assets like brand guidelines, previous campaigns, and market research. The system automatically categorizes content, tags assets with relevant metadata, and generates summaries for the creative team.

Workflow Automation Engine

A configurable workflow engine that routes information to the right team members at the right time, automatically generating task assignments, setting up project timelines, and sending notifications when action is required. The system adapts workflows based on service packages and client needs.

Strategic Brief Generator

Using the data collected during onboarding, the AI generates comprehensive campaign briefs, competitor analyses, and content calendars. These serve as starting points for the strategy team, who can refine and approve the AI-generated content rather than creating it from scratch.

Unified Data Ecosystem

Custom API integrations connect the Splitlight platform with Digital Spark's existing tech stack, ensuring data flows seamlessly between systems. Changes made in one system are automatically reflected in others, eliminating manual updates and reducing errors.

Technical Architecture

  • Frontend: React with TypeScript
  • Backend: Node.js with Express
  • Database: MongoDB Atlas
  • AI Services: Custom models with OpenAI
  • Cloud Infrastructure: AWS EC2 and S3
  • Authentication: JWT with OAuth 2.0
  • Integrations: RESTful APIs and webhooks

Key Security Features

  • SOC 2 compliant infrastructure
  • End-to-end encryption
  • Role-based access control
  • Audit logging
  • Data redaction for sensitive information

Implementation

The implementation process was carefully planned to ensure minimal disruption to Digital Spark's ongoing operations while allowing for thorough testing and training. We followed a phased approach:

Initial Setup & Configuration

We deployed the core Splitlight React platform in Digital Spark's cloud environment and configured it according to their specific requirements. This included setting up user roles, permissions, and customizing the UI to match their brand identity.

Workflow Mapping & Automation

Working closely with Digital Spark's operations team, we mapped out their ideal onboarding workflow and programmed the automation engine to execute these processes. This included defining triggers, conditions, and actions for each step in the journey.

AI Model Training & Optimization

We trained the AI components using Digital Spark's historical client data and industry-specific information. This included fine-tuning document analysis algorithms and optimizing the strategic brief generator for marketing-specific content.

Integration Development

We built custom API connectors and webhooks to integrate with Digital Spark's existing software stack. This included bidirectional sync with their CRM, project management tool, and creative software, as well as setting up SSO authentication.

Testing & Quality Assurance

We conducted comprehensive testing across multiple scenarios, including performance testing, security audits, and user acceptance testing with Digital Spark's team. This helped identify and resolve issues before full deployment.

Training & Knowledge Transfer

We provided in-depth training for all user roles, including admin configuration workshops, power user sessions, and end-user training. We also created custom documentation and video tutorials for future reference.

Phased Rollout

We launched the platform with a small group of new clients before expanding to the full client base. This allowed for real-world validation and iterative improvements based on feedback from both staff and clients.

Ongoing Optimization

Post-launch, we established a regular cadence of performance reviews and feature updates. This included refining AI models based on new data and implementing additional automation opportunities identified during actual use.

Implementation Timeline

  • Week 1-2: Discovery & Planning
  • Week 3-6: Core Platform Setup
  • Week 7-8: Integration Development
  • Week 9: Testing & QA
  • Week 10: Team Training
  • Week 11: Pilot Launch
  • Week 12: Full Deployment

Challenges Overcome

  • Legacy system data migration
  • Complex approval workflows
  • Varied document formats
  • Multi-department coordination
  • Resistance to process change

Results

The implementation of the Splitlight React platform transformed Digital Spark's client onboarding process, delivering significant improvements across multiple key performance indicators:

83%
Reduction in onboarding time from 3-4 weeks to just 4-5 days
94%
Decrease in manual data entry, saving 14+ hours per client
42%
Increase in client satisfaction scores for the onboarding process
28%
Growth in new client acquisition capacity

Operational Improvements

  • Eliminated Information Silos - All client data is now accessible from a single platform, reducing miscommunication between departments
  • Reduced Error Rates - Automated data handling decreased data entry errors by 91%
  • Accelerated Campaign Launches - Campaigns now launch within 7 days of contract signing, compared to 32 days previously
  • Enhanced Resource Allocation - Staff previously dedicated to administrative tasks were reassigned to strategic roles

Business Impact

  • Increased Revenue - Faster campaign launches contributed to a 17% increase in monthly recurring revenue
  • Improved Scalability - Digital Spark can now onboard 3x more clients simultaneously without adding headcount
  • Enhanced Client Experience - Client satisfaction scores for onboarding improved from 65% to 92%
  • Competitive Advantage - Reduced onboarding time became a key selling point in new business pitches

Long-term Value

Beyond the immediate operational improvements, the Splitlight platform continues to deliver value through ongoing AI learning. As more clients are onboarded, the system becomes increasingly efficient at predicting client needs, suggesting optimal service packages, and automating complex tasks. This creates a virtuous cycle of improvement that further enhances Digital Spark's competitive position.

ROI Analysis

  • Implementation Cost: $X investment
  • Time Savings Value: $X per year
  • Revenue Impact: $X increase
  • Total First-Year ROI: 312%
  • Break-even Point: 4 months

After Splitlight

  • 4-5 day onboarding timeline
  • Less than 1 hour of manual data entry
  • 1 unified platform
  • 95% of projects started on time
  • 92% client satisfaction rating

Client Testimonial

"The Splitlight platform has completely transformed how we onboard clients. What used to be our biggest operational bottleneck is now one of our key competitive advantages. Not only has it dramatically reduced the time to launch campaigns, but it's also elevated the quality of our work by ensuring our teams have all the information they need from day one. Our account managers can now focus on building client relationships instead of chasing down information, and our creative team gets comprehensive briefs generated automatically. The ROI has been incredible, both in terms of efficiency and the enhanced client experience. Splitlight has been an invaluable partner throughout the entire process, from initial discovery to ongoing optimization."

Jennifer Reynolds

COO, Digital Spark Agency

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