Automated onboarding is an essential tool for any organization working with a lot of clients, especially in heavily regulated sectors, but can also come handy for enterprises with a large number of employees. But how does a state-of-the-art automation onboarding software look like, what features do they have and how can they be used to speed up the standard onboarding process? We will show you all this through Consolidity’s automated onboarding system.
Last week we were writing about how automation can help you prepare to recover your business post-COVID in general. Now we start to introduce the essential features that may contribute a great deal to automating and optimizing your different workflows. Tools like these will soon be irreplaceable for businesses, especially for the ones operating in heavily regulated sectors and the ones that need to handle customer onboarding and account management.
Dynamic Forms and Metadata – The Key Points behind Automated Onboarding
Traditional onboarding processes use static onboarding forms: PDFs or paper-based forms, either filled by the client or the administrator. This is problematic on different levels with the most obvious one being the high possibility of manual errors (typos) appearing, either when the client fills questionnaire or when the administrator types her entries or copy-and-pastes them into their own client data platform. Irrespective of how did these data find their way into the system, once in there, the administrator can finally start to work with them: opening required document templates and copy-and-pasting the necessary information to its appropriate place.
This way of working is not only boring and monotonous, but it’s also highly ineffective and at the same time, fortunately, perfectly suitable for automation. How? Well, instead of using a static questionnaire, Consolidity deploys a smart dynamic form for automated onboarding with validation rules, dependencies and hints in order to eliminate manual errors. It’s dynamic, because components of the form can be changed if your processes had been updated, and also because the platform downloads the forms from the backend, always according to the actual version of the process, so changes may take effect immediately. Dependencies also add another layer of dynamism to the forms as certain answers may trigger additional or different questions.
All the input the client provides is being automatically saved and the system also stores the most recent state of the process so it can be continued from there anytime. Another key element in our way of doing things is that the platform converts every given data element to metadata, attaching them to their respective entities, that can be either a person or an organization.
Why is this so important? Because by applying this solution, we enabled the system to be able to automatically fill any data field in the additional sections of the forms as well as the documents generated at the end of the process. This means that one specific data must be only entered once and the system will automatically know when to reuse it without asking for them once again.
This is the end of entering the same data over and over again! In fact, it applies for a lifetime as the platform will store a client’s/company’s data anyway, so they won’t need to be provided again at any future instance, even in a totally different kind of process.
How to Use Automated Onboarding for Your Own Processes?
Consolidity has been developed in order to be able to implement any workflows you may be using. Since we provide a smart digital back-office tool plus a process optimization service, we always start with auditing your processes. Then we took them apart, determining the smallest possible elements and we build the whole process up in our system in an optimized, super-efficient way.
How Does Consolidity Do It?
- Preliminary Audit
- Optimizing and Building Clients Processes
- Integrating Third-party Solutions
- On-site Training
- Maintenance, Support
- Optimizing Based on Customer Feedback
In the end, we will basically mimic your standard processes starting from the same point and producing the same output you would normally expect but with no redundancies, several times faster and all in an interface that provides your client and employees high-level user experience.
All in all, Consolidity’s system is perfectly able to incorporate all your processes from the simplest to the most complex ones. It also means that processes and workflows with several stages, document reviews, validations, electronic signatures, etc. can be built as integrated processes in the form of complex workflows where the intuitive nature of the interface with the smart hints and rules lead you and, more importantly, your client through the whole process in an implicit way.
Therefore you’ll be enabled to follow up the onboarding straight away with user profiling and a risk assessment process – according to your standard risk policies, not ours or others, naturally, as Consolidity is able to incorporate the desired feature of yours for this feature as well.
By all this, you’ll be able to eliminate long and confusing email threads where you’ll need fight hard in order to understand your client’s problem with simple and small things that would never come up in a smart, optimized and automated system like Consolidity’s.
The Features of Automated Onboarding Provided by Consolidity
As we mentioned before, the smart digital onboarding forms of Consolidity have validation rules, dependencies, hints, appearing in an intuitive interface to reduce the possibilities of making manual errors. But apart from this, the system has a lot of different features that make your work and life easier by mimicking your real-life workflow and automating a great deal of it in an optimized way.
- Digital consent – you may ask for consent through checkboxes and digital signature at any time.
- Chat & video – assist your leads and clients the way they prefer to be contacted.
- Auto-assign cases – dispatch your leads to officers/accounts based on risk or any desired rule.
- Direct and indirect registration – you decide whether you want your leads to be able to register in your digital platform from a link sent to them personally or from your website by clicking on a call-to-action button.
- Divide the onboarding process! – You are able to divide the onboarding form and determine stages where you want to stop the process and screen the lead before letting her move on with the onboarding.
- Burnt-in data – Speed up or simplify the onboarding process further by offering pre-filled data fields for the clients.
Digital Solutions Speed Up Your Work
One of the ultimate benefits of going digital is that it can speed up your work at an amazing rate. By employing a smart digital back-office solution for onboarding that utilizes process optimization and automation, you can reduce time spent working with one case to 20%! This means that 80% of your capacity will be available, so you will be able to onboard more clients or you can invest the time available in different ways of value generation.
But going digital also means that you’ll be able to onboard your clients from both your phone and desktop. Clients will also be able to complete their registrations and start the onboarding from their phones and they will be able to carry on using their desktop computers as the system always saves the actual state of the process.
If you look at the current world situation, you’ll realize that by using smart, digital solutions that enable remote verification, your business can still thrive and at the same time respect the increasing contact restrictions and social distancing. By doing this, you also improve customer experience massively beyond optimizing cost and time efficiency.
If you want to know more about how to use automated onboarding to help to speed up your processes, feel free to book a demo session or consult the Features and Use Cases sections of the website.