Okto Digital onboards new clients in a day, not a week

Okto Digital is a 65-person web development agency in Kraków. Onboarding a new client used to take five days, most of it spent on accounts and access.

The challenge

Every new project started with the same admin: inviting client stakeholders to several tools, resetting passwords and explaining where to find things. The first week was about logins, not the website.

Project managers spent much of that week answering the same questions: where to find the staging site, which tool to comment in, and why a login link had expired. Clients arrived at the first review already a little frustrated.

What they changed

Okto moved client onboarding to Ferrybox. Clients get a magic link – no account, no password – and land in a portal with the project timeline, the staging site and everything waiting on them.

Comments on staging URLs become Jira issues with screenshots attached, and preview deploys from GitHub appear in the portal as versions to review.

Kickoff calls changed as a result. Instead of walking clients through several tools, the team shares one link and spends the time on goals, content and the launch date.

The results

Onboarding now takes one day instead of five. Okto runs 38 active portals, and 92% of clients log in without asking for help.

Project managers now spend the first week of a project on the project, and clients reach the first review knowing exactly where to look.