1 ECIC Client Onboarding Automation - Complete System Overview

1.1 Executive Summary

Comprehensive automation system that transforms ECIC’s manual client onboarding process into a streamlined, data-driven workflow. Eliminates “traffic jams,” reduces administrative burden, and enables systematic scaling from current $4MM AUM to $10MM+ while maintaining the firm’s competitive moat of personalized ethical investing.

1.2 System Architecture

graph TB
    A[Email Capture] --> B[Newsletter + CRM Entry]
    B --> C[Discovery Call Scheduled]
    C --> D[Call Recording + Transcription]
    D --> E[Onboarding Form Sent]
    E --> F[Form Processing + Analysis]
    F --> G[Collective Evaluation]
    G --> H[Strategy Design Call]
    H --> I[Document Generation]
    I --> J[Account Opening]
    J --> K[Active Client]

    L[Compliance Monitoring] --> C
    L --> E
    L --> J

1.3 Core Components

1.3.1 Phase 1: Email Capture & Lead Nurturing

Status: Development ready Files: - Integration specifications in technical roadmap

Functionality: - Buttondown subscription integration - LACRM contact creation - Automated nurturing sequences - Newsletter-to-meeting conversion tracking

1.3.2 Phase 2: Call Management & Recording Processing

Status: Fully documented Files: - google-meet-recording-pipeline.md

Functionality: - Google Meet recording detection - Video-to-audio extraction via FFmpeg - Workers AI Whisper transcription - Context-aware transcript analysis - Compressed storage on Hetzner S3 - Integration with client evaluation data

1.3.3 Phase 3: Onboarding Form Processing

Status: Fully documented Files: - onboarding-form-v8-data-structure.md

Functionality: - Complete form data capture (contact, behavioral, ethical, financial) - Raw response storage without premature scoring - Co-client handling for joint accounts - Integration with LACRM pipeline management - Form abandonment tracking and recovery

1.3.4 Phase 4: Collective Client Evaluation

Status: Fully documented Files: - collective-evaluation-structure.md

Functionality: - Integration of form responses + call transcripts + advisor notes - Psychological profiling for anxiety/risk assessment - Values alignment evaluation - Strategy mix recommendation (Growth/Income/Diversification) - Red flag identification and green light validation

1.3.5 Phase 5: Compliance Monitoring

Status: Fully documented Files: - state-registration-compliance-alerts.md - ../compliance/compliance-status-dashboard.md

Functionality: - Real-time state registration limit tracking - Automated alerts before regulatory thresholds - Filing status management and task creation - Comprehensive compliance dashboard - Integration with client onboarding workflow

1.4 Data Flow Architecture

1.4.1 Client Data Lifecycle

{
  "data_progression": {
    "initial_contact": {
      "source": "Email capture form",
      "storage": "Buttondown + LACRM",
      "triggers": ["Newsletter subscription", "CRM pipeline entry"]
    },
    "discovery_phase": {
      "sources": ["Call recording", "Google Meet notes"],
      "processing": ["Workers AI transcription", "Context analysis"],
      "storage": ["Hetzner S3", "Google Docs integration"]
    },
    "onboarding_phase": {
      "source": "Onboarding form v8",
      "processing": ["Raw data validation", "State compliance check"],
      "storage": ["LACRM custom fields", "Pipeline stage progression"]
    },
    "evaluation_phase": {
      "sources": ["Form responses", "Call transcripts", "Advisor notes"],
      "processing": ["Collective evaluation", "Psychology assessment"],
      "output": ["Strategy recommendation", "Implementation plan"]
    },
    "implementation_phase": {
      "triggers": ["Document generation", "Account opening"],
      "compliance": ["State registration validation", "KYC completion"],
      "result": ["Active client status", "Portfolio implementation"]
    }
  }
}

1.4.2 Integration Points

  • LACRM CRM: Central client database and pipeline management
  • Google Workspace: Call recordings, document storage, calendar integration
  • Buttondown: Newsletter and email marketing automation
  • Cal.com: Scheduling integration with CRM updates
  • Hetzner S3: Compressed video storage and transcript archival
  • Workers AI: Transcription and context-aware processing
  • Documenso: Document signing workflow (Phase 4 of technical roadmap)

1.5 Automation Benefits

1.5.1 For Sloane (Primary User)

  • Eliminates “firefighting email inboxes” - systematic pipeline tracking
  • Reduces manual data entry - automated form processing and CRM updates
  • Provides decision support - collective evaluation with all context in one place
  • Prevents compliance issues - proactive state registration monitoring
  • Enables focus on high-value work - strategy design and client relationships

1.5.2 For Scaling Operations

  • Systematic onboarding - consistent process regardless of volume
  • Knowledge preservation - all client conversations transcribed and analyzed
  • Training support - complete evaluation framework for junior advisors
  • Quality assurance - standardized assessment and documentation
  • Compliance automation - regulatory monitoring without manual tracking

1.5.3 For Client Experience

  • Faster onboarding - elimination of manual bottlenecks
  • Better preparation - advisors have complete context before calls
  • Consistent follow-up - automated sequences prevent clients from being forgotten
  • Transparent process - clear status updates and expectations
  • Reduced friction - seamless progression through onboarding stages

1.6 Implementation Sequence

1.6.1 Phase 1: Foundation (Weeks 1-2)

  1. Set up LACRM API integration and custom fields
  2. Implement onboarding form processing pipeline
  3. Create state registration compliance monitoring
  4. Build basic client status tracking

1.6.2 Phase 2: Recording Integration (Weeks 3-4)

  1. Deploy Google Meet recording detection
  2. Implement Workers AI transcription pipeline
  3. Set up Hetzner S3 storage and archival
  4. Create transcript-to-notes integration

1.6.3 Phase 3: Collective Evaluation (Weeks 5-6)

  1. Build evaluation framework combining all data sources
  2. Create strategy recommendation templates
  3. Implement advisor decision support dashboard
  4. Test complete end-to-end workflow

1.6.4 Phase 4: Optimization (Weeks 7-8)

  1. Add email nurturing and follow-up sequences
  2. Implement advanced analytics and reporting
  3. Create client self-service status portal
  4. Fine-tune automation triggers and alerts

1.7 Success Metrics

1.7.1 Operational Efficiency

  • Onboarding time reduction: Target 50% decrease in time from “yes” to active account
  • Manual task elimination: 80% reduction in administrative follow-up work
  • Email management: Eliminate inbox-based client tracking entirely

1.7.2 Quality Improvements

  • Complete documentation: 100% of client evaluations have full context (form + transcript + notes)
  • Compliance prevention: Zero state registration limit surprises
  • Decision support: All strategy recommendations backed by systematic evaluation

1.7.3 Scaling Readiness

  • Process independence: 90% of onboarding steps work without Sloane’s direct involvement
  • Knowledge preservation: All client conversations transcribed and searchable
  • Training capability: Junior advisors can perform evaluations using documented framework

1.8 Risk Management

1.8.1 Technical Risks

  • API reliability: Backup processing for failed integrations
  • Data security: Encryption for all client data in transit and storage
  • Service dependencies: Fallback procedures for third-party service outages

1.8.2 Operational Risks

  • Process bypassing: Alerts for manual workarounds that skip automation
  • Data quality: Validation checks for incomplete or inconsistent client data
  • Compliance gaps: Regular audits of automated compliance monitoring

1.8.3 Business Risks

  • Client experience: Monitoring to ensure automation doesn’t reduce personal touch
  • Competitive advantage: Preserve unique evaluation methodology while scaling
  • Regulatory compliance: Ensure all automated processes meet fiduciary standards

1.9 Maintenance & Monitoring

1.9.1 System Health Monitoring

  • Daily: Processing status checks, alert system validation
  • Weekly: Data quality audits, integration performance review
  • Monthly: Compliance dashboard updates, process improvement identification
  • Quarterly: Full system audit, client feedback integration

1.9.2 Continuous Improvement

  • Client feedback: Regular surveys on onboarding experience
  • Process analytics: Bottleneck identification and resolution
  • Technology updates: Integration improvements and new tool evaluation
  • Regulatory changes: Compliance requirement updates and system adaptation

1.10 Future Enhancements

1.10.1 Phase 5+: Advanced Features

  • AI-powered insights: Enhanced pattern recognition in client evaluations
  • Predictive analytics: Client success and retention modeling
  • Advanced automation: Dynamic strategy adjustments based on market conditions
  • Integration expansion: Additional tools for portfolio management and reporting

This comprehensive automation system transforms ECIC’s onboarding from a manual, memory-dependent process into a systematic, scalable workflow that preserves the firm’s competitive advantages while enabling significant growth.

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