Verb is a rapidly growing wellness and fitness company that serves as a marketplace connecting certified coaches and instructors with individuals seeking personalized health and wellness services. As Verb's platform expanded, they needed to onboard dozens of new coaches each month to meet growing demand from their client base.

Every coach joining the Verb platform required their own professionally designed web page featuring a detailed profile, biography, credentials, available services, and integrated payment processing through Stripe. This meant each new coach needed a custom Webflow page with multiple components, all properly configured and ready to accept bookings and payments.

With their ambitious growth targets, Verb's small operations team found themselves drowning in repetitive manual work, spending hours each week building nearly identical pages for new coaches instead of focusing on strategic growth initiatives.

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Verb's manual onboarding process was creating a significant bottleneck in their ability to scale. For each new coach, the team had to:

1. Collect detailed information about the coach's background, certifications, and service offerings through email exchanges and phone calls
2. Request and resize profile photos to meet website specifications
3. Manually create a new page in Webflow, copying from a template
4. Input all the coach's biographical information, formatting text appropriately
5. Upload and position the coach's profile image
6. Create individual Stripe products for each service the coach offered (some coaches offered 5-10 different services)
7. Manually link each Stripe product to the correct buttons on the Webflow page
8. Configure pricing, descriptions, and checkout settings for each Stripe product
9. Test all payment links to ensure they worked correctly
10. Coordinate with the coach to review and approve the final page
11. Publish the page and update internal tracking systems

This entire process took approximately 60 minutes per coach, and with 12-15 new coaches joining each month, Verb's operations manager was spending 12-15 hours monthly on this single repetitive task. The manual nature of the work also introduced opportunities for errors—missed services, incorrect pricing, broken payment links—which required additional time to identify and fix.

As Verb continued to grow, the team realized this approach was completely unsustainable. They needed a solution that would allow them to onboard coaches at scale without hiring additional operations staff or sacrificing quality.

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XRAY designed and built a comprehensive 100-step automated onboarding workflow using Make (formerly Integromat) that transformed Verb's coach onboarding from a tedious manual process into a streamlined, one-click operation.

The automation works seamlessly across multiple platforms:

Step 1: Data CollectionNew coaches receive a professionally designed Typeform survey that collects all necessary information in a standardized format:

• Personal and professional background
• Certifications and credentials
• Service offerings with descriptions and pricing
• Profile photo upload
• Bio and coaching philosophy
• Availability and scheduling preferences

Step 2: Automated ProcessingOnce a coach submits the form, the Make automation immediately springs into action:

• Receives the Typeform submission via webhook
• Processes and formats all text data for web display
• Optimizes the uploaded profile photo (resizing, cropping, and compressing for web)
• Stores all structured data in a central Airtable base for tracking and reporting

Step 3: Webflow Page GenerationThe automation then creates a complete coach profile page in Webflow:

• Generates a new page from the coach template
• Populates all text fields with the coach's information
• Uploads and positions the optimized profile image
• Formats the biography and credentials sections
• Creates a unique URL slug based on the coach's name

Step 4: Stripe Product CreationSimultaneously, the workflow creates all necessary Stripe products:

• Generates individual Stripe products for each service the coach offers
• Sets correct pricing for each service
• Adds service descriptions and metadata
• Configures checkout settings and payment options
• Creates unique payment links for each product

Step 5: Integration & TestingThe automation then connects everything together:

• Links each Stripe product to the corresponding button on the Webflow page
• Configures all payment flows
• Sets up tracking parameters for analytics
• Sends a notification to Verb's operations team with a preview link

Step 6: Review & PublishingThe operations team receives a notification with:

• A preview link to review the completed page
• Summary of all services and pricing
• One-click approval button

Once approved, the page is automatically published to the live site, and the coach receives a welcome email with their profile link.

The entire workflow includes sophisticated error handling, ensuring that if any step fails (such as an incorrectly formatted image or missing required field), the system notifies the team and provides clear instructions for resolution rather than silently failing or creating an incomplete page.

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The impact of this automation has been transformative for Verb's operations:

Time Savings:

• Reduced per-coach onboarding from 60 minutes to just 5 minutes (92% time reduction)
• Saves approximately 12 hours per month in manual work
• Over 43 coaches have been onboarded through the system to date
• Cumulative time savings of over 40 hours since implementation

Quality Improvements:

• Eliminated manual data entry errors
• Ensured 100% consistency in page formatting and design
• Removed broken payment link issues completely
• Standardized all coach profiles for a professional, cohesive brand experience

Scalability:

• Team can now onboard 3-4 coaches in the time it previously took to onboard one
• Removed the onboarding bottleneck from Verb's growth strategy
• Operations manager freed up to focus on strategic initiatives and coach relationship management
• System can easily handle 50+ coaches per month with no additional labor

Business Impact:

• Faster time-to-revenue for new coaches (they can start accepting clients within 24 hours instead of waiting days)
• Improved coach satisfaction due to streamlined onboarding experience
• Enabled Verb to accelerate growth without expanding the operations team
• Created a foundation for future automations across other business processes

The success of this project demonstrated the power of workflow automation to transform repetitive operational tasks into scalable systems, allowing Verb's team to focus on what they do best—building relationships with coaches and growing their wellness community.

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