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AI Onboardiing

Providing new users with a fast, intuitive onboarding experience that minimises manual setup while enabling collaboration and integration with their existing tools

Project Goal

Design an onboarding flow that leverages AI to automate setup, encourages immediate team collaboration, and aligns with users’ existing tool ecosystems to reduce friction, boost confidence, and drive engagement from day one.

Problem statement

New users need a fast, low-effort onboarding experience to set up their event workspace, collaborate with their team, and connect existing tools.
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Manually entering event and brand details, inviting team members, and configuring integrations is time-consuming and discouraging. Users should be able to simply enter an event URL for AI to auto-generate key details, invite team members to their subscription, and select the integrations they use for smooth data import/export.

Target Audience

Primary users
  • Event Organisers & Managers
     Individuals responsible for planning, coordinating, and managing events who need a quick and automated way to set up digital workspaces based on existing event information.
  • Marketing Teams & Brand Managers
    Users focused on brand consistency and promotional activities who benefit from automatic extraction of brand assets (colours, fonts, logos) during setup
  • Team Leads & Project Coordinators
    Users who need to onboard their teams quickly, assign roles, and ensure collaboration tools are connected from the start.
Secondary users
  • Product Owners & Admins
     Those setting up and managing accounts for broader teams, with an interest in system integrations and permissions.
  • Technical Integrators or Ops Teams
    Users who handle connecting the platform to CRMs, CMSs, or analytics tools for smooth data flow across systems.
Common characteristics
  • Time-sensitive and task-oriented
  • Familiar with basic event platforms or URLs (e.g., Eventbrite, company event pages)
  • Value collaboration and workflow efficiency
  • Prefer intuitive, minimal-setup tools
  • Work in industries like marketing, events, tech, or SaaS

Process

User reasearch

We conducted interviews and usability testing with event managers, marketers, and team leads. Key insights:

  • Users often have existing event pages with all the necessary information.
  • They want to skip setup and “just get started.”
  • Early collaboration is key to getting buy-in from the rest of the team.
  • Connecting tools early (CRMs, email platforms, design tools) saves hours later.
User Journey Mapping

Identified key onboarding stages:

  1. Enter event URL
  2. Review & confirm AI-generated event + brand details
  3. Invite team members
  4. Select integrations
  5. Create your first event
AI Integration

The AI system was trained to extract structured information from public event URLs, including:

  • Event name, date, and location
  • Main use case
  • Brand colours and fonts
  • Key images and logos

Solution

Usability Testing

  • 80% reduction in time to complete onboarding
  • 95% satisfaction with AI-generated details
  • Teams were 2x more likely to collaborate immediately when invited during onboarding
  • Users who connected integrations during onboarding received more value out of the product by being able to utilise integrations to pull in existing agenda data

Outcome & Impact

  • Reduced time-to-setup by 75%
  • Increased team invites during onboarding by 60%
  • Boosted integration setup by 3x compared to previous flow

Next Steps

  • Expand AI to support event and campaign creation
  • Develop AI to support more functionality during onboarding, event & campaign setup. For example, generate suggested posts with the correct tone of voice as this step is usually ignored and results in less engagement from customers stakeholders
Consistency checker
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