AlterCall / Client lifecycle / System 01 of 06
2021Recorded work
Payment-to-program onboarding
Give a new customer the right welcome, course access and onboarding handoff, including customers who paid through another route.
- Noah’s contribution
- Noah configured and documented onboarding branches, package-dependent messaging and product updates.
- Historical stage
- Configured historical workflow with documented revisions
- Part of the business
- AlterCall overview ↗
- PayFunnels
- Zapier
- Make / Integromat
- Close
- GoHighLevel
- Kajabi
- Monday.com
- Slack
Inside this system
The workflow
The handoffs
inside the work.
Follow the main path and its branches. Select a step for context; the account below explains what was built, tested or planned.
- PayFunnels payment
Zapier passes payment data to Make for the supported program onboarding path. - Payment through another route
A team member can send the onboarding form directly to an eligible customer. - First supported purchase?
Package and subscription-creation filters keep ordinary installments out. - Package rules
Translate invoice labels into products, CRM tags, email copy and form context. - Send the matching welcome email
The package-specific message includes an onboarding link carrying payment context. - Find the Close lead
Search by email, then by name when the initial lookup returns no lead. - Update the existing lead
Append the purchased product to the existing Close customer context. - Create lead and alert the team
An exceptional missing-lead route creates the profile and shares its link in Slack. - Resolve GoHighLevel contact
After the configured wait, create or update the contact and append tags and products. - Grant the purchased course offers
Zapier passes the package context to Kajabi, including the additional Advocate offer. - Customer completes the intake form
Both the welcome link and the alternate-payment route reach this form. - Process the submitted intake
Retrieve the response and use its customer and program context for the handoffs. - Notify customer success
Share the new member and intake context in the customer-success channel. - Maintain the program records
Add sheet and Monday records, maintain CRM details, and request any needed course access.
Key records
The information
that carries forward.
| Record | Information | Purpose |
|---|---|---|
| Purchase context | Customer email, invoice title, package and initial-subscription state | Select the appropriate onboarding path. |
| CRM contact | Lead/contact identity, purchased products and existing tags | Update the existing relationship or create a missing record. |
| Program intake | Form answers, member-sheet entry and Monday item | Give customer success the information needed to continue onboarding. |
Inside the system / 01
A purchase creates several operational jobs
For AlterCall, taking a payment was only the beginning of program delivery. The customer also needed an appropriate welcome message, a consistent CRM record, access to the purchased courses and an onboarding handoff the team could follow. Those tasks crossed payment, automation, CRM and course platforms.
The configured workflow began with PayFunnels sending payment data through a Zapier webhook into Make. Filters restricted the flow to supported packages and checked that the payment represented subscription creation. That distinction kept the first-purchase onboarding path separate from ordinary subscription installments.
Inside the system / 02
Translate the package once, then use it consistently
The purchased package determined the welcome message, customer labels and purchased products. The onboarding link carried that purchase context into the form, so the customer did not need to explain it again. Invoice labels were translated into the product names used in Close.
The contact-resolution steps searched by email, with an additional name search in Close. Separate branches created a missing lead or updated an existing one. The exceptional lead-creation path notified the team in Slack and included a link to the new CRM profile. GoHighLevel updates added the selected tags and purchased products to the existing arrays.
Inside the system / 03
Make room for the systems to catch up
The main walkthrough included repeated delays before the GoHighLevel create-or-update step. It then passed information through Zapier to grant the relevant Kajabi offers. An earlier update described a different waiting period and unfinished form context; these were revisions of the process, rather than simultaneous rules.
The wait gave connected systems time to catch up; it was not a guarantee against duplicate contacts or repeated payment notifications. Later maintenance found customer-record errors and identified connection addresses that needed replacing.
Inside the system / 04
Support payments outside the standard route
The form-submission path added the member to a sheet, notified customer success, created a Monday program record with the form details and maintained the CRM contact. It also requested course access for people who had been sent the form directly after paying through another route.
The configured process joined purchase, program access and intake in a defined team handoff. Full coverage of every branch and a measured reduction in onboarding time were not established.
Within AlterCall