Transcript
Translated to English:
Is Softr worth it for agencies? If your onboarding is not a conveyor belt, but rather you constantly have to chase down your clients and employees because access isn't provided, feedback is missing, tasks are left behind, and campaign kickoffs keep getting delayed, then this video about Softr is exactly right for you. I will show you when Softr truly helps you structure your fulfillment like a well-oiled machine and when it might just be another unnecessary tool that shouldn't take up space in your agency.
Briefly about me, we help agencies transform their onboarding and fulfillment from operational chaos into a scalable process that keeps existing clients happy, increases customer lifetime value, and drives down the churn rate. In short, we go from chaos to excellence in fulfillment and account management. Softr is a tool that we use in a highly targeted way, but only once the foundation is right.
Before we talk about fulfillment, let's briefly discuss what Softr actually is. From the outside, Softr looks quite similar to Airtable or other project management systems. You see a classic admin dashboard and various application areas, but it all comes down to the same thing.
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Note from Softr: When building your app, you can seamlessly connect to external data sources. However, Softr Databases is our powerful, native way to manage your data directly within Softr for maximum performance and easy setup.
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It is fundamentally a platform where you can save any tasks, project statuses, or employee information. You can save everything here, but you have the cool advantage that the whole thing functions much closer to an actual app. This means we also have user rights, and this is where things get really exciting.
When we look at the apps tab, we can see it is built out a bit better and includes these specific permissions. You don't just have one generic employee view, but you can distinguish between sales, back office, managing director, and project managers. You have a lot of options here, so let's look at a direct example.
We can say that for all logged-in users, there is a clear distinction between a closer, an account manager, a client, and an admin. If we look at our example, we have a list of all onboardings. This is just a short demo kept very lean, but I am logged in here as an admin.
I can see all onboardings, all tasks that exist here with due dates, and all scheduled calls. If I check the agenda, I see all the upcoming appointments. Now it gets exciting when we click on a specific client, like Jonas Beck, for example.
We switch perspectives and see only his onboarding, which is his specific view. He sees his onboarding steps, his client tasks, and his next appointments. This includes the welcome call, strategy call, tech call, and revision call, along with the geofix call that is already targeted.
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Note from Softr: Creating customized views based on user roles is perfect for building scalable client portals. You can easily control exactly what each client, employee, or admin sees when they log into your agency space.
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The client gets a complete overview within Softr of what is coming up, what he needs to do, and what he has already completed. He can see everything, and you can customize all of this individually. This completely changes the onboarding process, the continuity process, and your existing client business.
Usually, the linear path of winning a client, onboarding, setup, revisions, ongoing fulfillment, and reporting leads straight to the end of a contract. This linear direction is not pleasant because you want to work with the client for a long time and develop them further. Getting this right is what makes an agency business highly profitable at the end of the day.
If you look at what can be completely customized with Softr, you naturally have your after-sales processes which correctly set up all users. We also have our onboarding portal where the client sees the next steps, the transparent status, and exactly what information and documents they need to hand over. Then we have the approvals they need to grant during the revision, feedback, and ongoing fulfillment stages.
Revisions are solved in a really smart way because they can see what needs approval, what was rejected, and the reasons why. We have the entire revision loop completely centralized in Softr. For instance, if there is a revision point under client tasks, it gets mapped out directly.
We also have the reporting portal where you can decide how much insight into their campaigns they receive. You can say that the client sees everything they normally would, but it is entirely centralized on Softr. They no longer even see a reason to log into Meta directly because they are simply operating inside your base.
From there, they can theoretically sign further contracts using integrations like DocuSign. They can also close deals directly because we have the ability to accept payments right in the portal. If you say you want to work with PayPal or Stripe, that is entirely possible and super centralized.
You ultimately have a single platform that you can provide to the client. You can perfectly map out the leads you generate for the client, which ultimately leads to upsells, increases customer lifetime value, and drops your churn rate. The client knows exactly what the situation is during onboarding, what they have to submit, and what they need to fill out.
They can take over revisions completely, get things approved smoothly, and the system easily grows alongside the feedback. This is something you absolutely need if your fulfillment runs systematically. Once you have pushed ten clients through your own imaginary system, it is time to set this up properly.
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Note from Softr: If you're looking to build an agency system like this without starting from scratch, you can use the AI co-builder to generate a fully functional portal in seconds. We also offer a variety of free App templates specifically designed for managing clients and projects.
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I highly recommend this to anyone who really wants to get the maximum out of their fulfillment and ensure that their agency grows. You can finally transition from being a firefighter chasing after employees and clients to being a true business owner. You finally have everything structured and you no longer have to constantly check up on things because your employees can handle it on a platform that is highly logical and self-explanatory.
With different roles, everyone sees exactly what they are supposed to see based on the filters you set up. It is a no-brainer as long as you set it up to fit you and your agency. If you want to implement such a system for your employees, we can definitely discuss what makes sense to lift your fulfillment to the next level.
