Automated Client Intake & Workspace Provisioning

By Lighthouse Consultings

Onboarding new clients, projects, vendors, or internal requests often starts with scattered emails and manual setup work, such as creating trackers, copying templates, and collecting information across multiple steps. This slows down delivery and increases the risk of missing key details early. This solution creates a simple, accessible entry point for intake (which includes a QR code that can be placed on flyers, websites, email signatures, or internal portals) then automates the full intake-to-setup process. It provisions a dedicated Smartsheet workspace from a standardized template and guides stakeholders through structured follow-up intake using Smartsheet forms, ensuring every onboarding starts consistent, complete, and trackable.

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From Manual Setup to Self-Serve Intake with Standardized Smartsheet Workspaces

Many onboarding processes fail in the handoff between “request received” and “work ready to execute.” Teams spend time copying templates, renaming files, reconfiguring forms, and ensuring the right automations are still in place, often repeating the same setup steps for every new request. This solution removes that friction entirely. Each intake submission triggers the creation of a new Smartsheet sheet that inherits all predefined logic, automations, forms, and structure from a governed template. The sheet is automatically named using submitted identifiers and assigned its own unique URL, creating a private, self-contained workspace for that client or request. Teams gain consistency and speed without sacrificing clarity, traceability, or data separation.
Each newly created Smartsheet sheet is automatically named based on intake data, such as client name, project ID, or request reference. This makes it easy to identify and manage workspaces even as volume grows, without manual renaming or cleanup.

How to get it:

Contact us directly or via the Smartsheet Partner Solution site.