Client release pending — this case will be published with the full name once approved.

Marketing agency Release pending 6–9 employees 1–2 weeks delivery

One click instead of two hours: client onboarding automated

A growing video production agency fully automated its manual client setup — folders, tracking sheets and documents are created at the push of a button.

By Markus Dieing | July 2025

€5–15k

estimated annual savings

~98%

time saved

Per new client

1–2 hours

Before

1 click

After

Summary

No more copy-paste — just creative work

The agency is a growing video production business. For every new client, Google Drive folders, tracking sheets and individual teleprompter docs had to be created manually — 1–2 hours per new client.

In just 1–2 weeks, SimplifieD Solutions delivered a one-click tool that automates the entire process. The energy now goes into video production rather than folder structures.

The challenge

Four problems with client setup

The same marathon every time

Create folders, copy the sheet, fill in monthly blocks, produce and link a Google Doc for every video. From scratch, every time.

Huge time sink

1–2 hours per new client. For a client with 6 months and 4 videos a month: 24 individual documents to create and link.

Regular mistakes

Forgotten documents, wrong numbering, missing links — every copy-paste slip cost more time later.

Not scalable

More clients meant linearly more admin time. The agency grew; the bottleneck stayed.

The solution

How the onboarding system works

Builds the full folder structure

Shoot folders and teleprompter doc folders are created automatically in the team’s Google Shared Drive.

Generates the tracking sheet automatically

Google Sheet with all monthly blocks, sequentially numbered video rows, and copied-over dropdown fields — populated automatically.

Creates and links all teleprompter docs

One Google Doc from the template per video — placeholders replaced automatically, every document hyperlinked in the sheet.

The results

Before vs. after

Metric	Before	After
Setup time per new client	1–2 hours	Under 1 minute
Folder structure	Manual in Google Drive	Created automatically
Teleprompter documents	Manually built from template per video	All generated & linked automatically
Sheet-to-doc linking	Every link inserted manually	Automatic hyperlinks
Error rate	Wrong names, missing links	Near zero
Input effort	Dozens of steps across tools	Fill 3 fields, click a button

1–2 weeks

From start to production use

€5–15k

estimated annual savings

“A new client, six months, four videos a month — I used to spend an hour and a half setting up folders and documents. Now I hit a button and everything is there. It’s incredible.”

— Management