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Onboarding teams

Spot the onboarding that stalled in week one, not at renewal.

Customer onboarding software.

Each new customer's stage is recalculated from your own product and billing data on every sync. An account that stops progressing falls back a stage and raises a signal.

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What GainTrace does

How does GainTrace catch a stalled onboarding?

Know a Launch Stalled the Day It Stalls

After every ingest batch, GainTrace walks your stages from the highest order down and places each company in the first stage whose entry conditions still match its live data.

Set Up Stages Without Hiring an Admin

A stage rule is three dropdowns in a dialog: pick a field, pick an operator, type a value, and add another row when you need one.

Turn a Stage Change Into the Next Task

Every automatic move fires a Phase changed event that lifecycle flows listen for, so entering Onboarding can open the kickoff task without anyone watching for it.

The job

How does GainTrace help onboarding teams reach first value?

Know a Launch Stalled the Day It Stalls

  • Stages re-evaluated after every ingest batch, not when a CSM moves a card
  • The highest-order stage whose entry conditions match wins the placement
  • A company whose data stops matching falls back a stage with nobody touching it
  • Backward moves raise a warning signal: Acme regressed from Adopting to Onboarding

The stall, raised the day it happened

Example

Stage recalculated on every sync, never clicked forward

Set Up Stages Without Hiring an Admin

  • Add Stage dialog: name, order, colour, expected duration, capacity, conditions
  • Eight fields to build on, including Health Score 0-100 and Days Since Signup
  • Six operators: less than, greater than, equals, not equals, at least, at most
  • Set a capacity and the stage count turns red when more companies sit in it

Add a stage: fields and operators, no formula

Example

Eight fields, six operators, no formula language

Turn a Stage Change Into the Next Task

  • Every automatic move fires the Phase changed event that flows listen for
  • New-Customer Onboarding: kickoff day 2, setup day 5, graduation review day 30
  • Onboarding Stage Gates waits 14 days for health 40, then opens a stall task
  • Slack alert toggle for A company moved phase in integration settings

A stage change opening its first task

Example

The kickoff task opens when the stage flips to Onboarding

Other teams

Which other problems run on the same account data?

Common questions about customer onboarding

Ordered by how often it comes up.

How long before this is actually tracking our onboardings?

You connect a source yourself in Integrations with OAuth or an API key, and the lifecycle engine is called by the ingest pipeline at the end of every batch, so your first stage placement lands with your first sync rather than at the end of a project.

My team cannot absorb another platform. What does a CSM actually have to learn?

Nothing about the engine. Stage rules live in one screen, Lifecycle stages in Settings, and each rule row is three dropdowns, a field, a comparison and a value, with no formula language and no query builder anywhere in it.

What works without configuration, and what do we have to define ourselves?

A default health profile is created with the workspace, weighted usage 25 percent, adoption 20, engagement 15, sentiment 15, revenue 15 and support 10, so Health Score on a 0 to 100 scale exists before you touch a setting, and PQL scores recompute alongside the lifecycle engine after every ingest batch.

Do we need a dedicated admin or a CS Ops hire to keep this running?

No, and that is a cost of ownership answer rather than an ease of use one. The engine is called by the ingest pipeline itself, so there is no scheduled job to babysit, no data model to maintain and nobody standing between a sync and the stage on the account.

Our CRM data is messy, and integrations are what always block go-live. What happens on day one, and where does our data sit?

We cannot clean your CRM, and any vendor who calls the integration trivial is repeating the promise reviewers of legacy CS platforms say was broken.

My CSMs will drift back to their spreadsheet. What have I bought then?

The tracking does not depend on anyone opening it. A company leaves the onboarding stage because its own data crossed the condition you wrote, so in a week when nobody logs in, a slip still writes a dated transition row.

Who runs our setup, and what happens when that person rotates off?

There is nobody to rotate. There is no implementation team, no partner network and no third party to be farmed out to, because you do the setup yourself in Integrations and in the Lifecycle stages screen.

Everyone pays full price and uses a third of the platform. Why would we be different?

Because the honest answer to unused surface area is a smaller product, not a discount. The lifecycle engine is eight fields, six comparisons and all or any grouping, with no formula language, no certification track and no configuration tier that only a consultant can open.

Explore

Related questions, answered.

Plain-language guides from Explore: Onboarding & Adoption.

Know which onboardings stalled on the day they stall, not on the renewal call.

Every company's stage is recalculated from its own product and billing data after each sync, an account that stops progressing falls back a stage and raises a warning, and there is no admin to hire to keep it running.

Free to start · no credit card required.

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