From manual chaos to an automated client engagement engine.
This firm has a growing client base and a team that cares deeply about the client experience. But behind the scenes, advisors and staff were drowning in manual processes — hunting down clients for scheduling, copying data between systems, and managing a patchwork of four vendors that didn't talk to each other. Aspen has built the operational infrastructure to match their ambitions.
"The automation helps save time by not having to hunt everybody down for scheduling — so I can spend the time actually being a financial advisor for people rather than scheduling them."
The challenge
The firm was held back by operational bottlenecks at every turn. There was no systematic lead tracking — staff had to manually copy data and toggle through emails just to find a phone number. Relationship advisors individually followed up with every client to get them on the calendar. CRM data was only refreshed once per quarter, meaning clients received meeting reminders right after they'd already met. The website couldn't be self-served — blog updates and webinar pages required emailing a vendor. The mobile experience was broken. And married couples with shared emails both received the same outreach, creating a poor client experience.
The approach
Aspen systematically dismantled each bottleneck. We built a Client Meeting Automation Framework integrated with RedTail CRM and Acuity scheduling that syncs data right before every email surge, sends automated quarterly outreach, follows up after 14 days, routes non-responders to advisors only after automation is exhausted, and filters married couples by head of household to eliminate duplicate emails. We built end-of-period automated reporting, multi-step email automation workflows for every advisor role, and a full website rebuild with mobile optimization, interactive blog, and self-service webinar pages — consolidating DNS, hosting, and all vendor relationships under one roof.
The outcome
The firm went from a team manually chasing clients through Excel sheets to running a sophisticated, automated client engagement engine integrated with their existing CRM. Advisors now spend their time advising, not administrating. Every touchpoint is timely, personalized, and delivered without anyone having to lift a finger.
What we ran
- RedTail CRM & Acuity scheduling integration
- Client meeting automation framework
- Automated end-of-period reporting
- Custom lead tracking with engagement scoring
- Multi-step email automation workflows
- Full website rebuild & mobile optimization
- DNS & hosting consolidation
- Smart exclusion & head-of-household filtering