Case study·Platform

Customer onboarding and app-inventory mapping

From a vague kickoff — to a sequenced app map and a signed admin pack in two weeks

3
First workflows sequencedRanked on feasibility, data dependencies and sponsor pull
“We understood what to connect first and why.”
Customer Admin · Mid-market enterprise
Mid-market enterprise (cross-sector)·~600 employees across operations, sales, finance and IT·2-week onboarding sprint·United Kingdom
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01Pilot envelope
Pilot length2 weeks
First signal48 hours
First ROI10 days
Team alongside6 seats · 1 colleague

2-week onboarding sprint; the Co-ordinator ran a stakeholder interview, app map and first-value sequencing; no production data touched until scopes were agreed.

02What it owns
Reports toUnify success lead, with the customer's economic buyer and IT lead consulted on scope and security.
Owns
  • Stakeholder interview pack — economic buyer, customer admin, IT lead, data owner and team lead each heard, with their workflow candidates and constraints written down
  • App inventory map — every app the team uses classified as in-scope, adjacent or out, reconciled against Okta, the procurement spreadsheet and the admin's list
  • First-value sequencing — the first three workflows ranked on feasibility, data dependencies and sponsor pull, compared on the same page
  • Single admin pack — access, scope, retention and audit asks bundled into one document for IT, instead of one ticket per app
  • Onboarding readout — a source-linked summary circulated to the economic buyer, IT lead and Unify success lead before any production data is connected
Does not do
  • Connect to production data — only after the admin pack is signed by IT and the data owner
  • Recommend tooling changes — describes the estate, does not reshape it
  • Decide which workflow ships first — surfaces the sequenced shortlist; the economic buyer and team lead decide
Done looks like

By day ten, the customer has an agreed first workflow, an agreed second and third in the queue, a classified app inventory and a signed admin pack — and the implementation team can start on real data without rewiring any of the conversations that came before.

03The team
AI teammates1
TheoRuns the 2-week onboarding sprint: stakeholder interviews, app inventory, first-value sequencing and the single admin pack — no production data touched until scopes are signed.
Human team6
  • Economic buyerCustomer leadership
  • Customer adminCustomer operations
  • IT leadCustomer IT
  • Data ownerCustomer data
  • Team lead (first-workflow sponsor)Customer operations
  • Unify success leadUnify
04Connected stack
Microsoft 365Google WorkspaceMicrosoft TeamsSlackSalesforceSharePointGoogle DrivePower BITableauOktaIndustry system of record
05What it returned
3First workflows sequencedRanked on feasibility, data dependencies and sponsor pull
11Apps classifiedIn-scope, adjacent or out — reconciled across IT, procurement and the admin
1Admin pack covering securityReplaces the eleven separate tickets the customer expected to file
  • Day 0
    Kickoff and stakeholder interviewsEconomic buyer, customer admin, IT lead, data owner, team lead and Unify success lead each interviewed; workflow candidates and constraints written down in the same template.
  • Day 2
    First signalTheo produces the first read-only app inventory map, reconciling Okta, the procurement spreadsheet and the admin's list; three estate disagreements named and resolved.
  • Day 5
    Workflow shortlistThree candidate first workflows compared on the same page — feasibility, data dependencies and sponsor pull — with a recommended sequence circulated to the economic buyer and team lead.
  • Day 7
    Admin pack draftSingle admin pack drafted with access, scope, retention and audit asks bundled together; reviewed by the IT lead and data owner against the customer's standard onboarding checklist.
  • Day 9
    Admin pack signedIT lead and data owner co-sign the admin pack; security review closes in one session instead of the eleven tickets the customer expected.
  • Day 10
    ROI readoutEconomic buyer signs off on the sequenced first three workflows and the classified estate; the implementation team begins on real data the next morning.
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