← Index

AESOP Onboarding

How a new client enters the platform — step by step, who does what, what the client sees, what you need to do.

The Big Picture
29
Questions in the intake
~20
Minutes to complete
~2 min
To generate roadmap
< 5 min
Admin time per client
Admin sends
intake link
Admin
↓
Client fills
29 questions
Client
↓
AESOP processes
~2 min
System
↓
Admin reviews
roadmap
Admin
↓
Approved?
Gate
↓
Email to
client
System
↓
Admin files
PDF in Drive
Admin
↓
Coaching
session
Client
Admin Client System Gate
Send the Intake
Admin Does This
Send the intake link to the client
  1. Email the client this link: https://aesopstudio.com/executive-intake
  2. Tell them: ~20 minutes, every field optional except business name. No AI knowledge needed. The more information and context they include, the more meaningful and accurate their roadmap will be.
  3. Set expectations: "This generates a personalized AI Adoption Roadmap we'll review together. Your data is confidential — you own it."
  4. If the client is a smaller business, use https://aesopstudio.com/smb-intake instead
Client Sees This
What the client experiences
STEP 1
Privacy Disclosure
How data is collected,
stored, and used
(~90 seconds)
→
STEP 2
Accept & Continue
Check "I understand
and accept"
checkbox
→
STEP 3
Fill 29 Questions
5 sections about
their business
(~20 minutes)
→
STEP 4
Submit
Click "Generate My
Roadmap" — sees
confirmation page
Behind the Scenes
System Does This
What happens after the client clicks submit
  1. Intake processed. AESOP validates the submission — confidence score calculated based on data completeness and coherence
  2. Deep Research pipeline activates (if enabled for this intake type). Five stages: Scope → Search → Fetch → Verify → Synthesize. Pulls company profile, strategic goals, brand guidelines, org chart, governance policy, and evaluation criteria. Enterprise path only; SMB uses a lightweight profile.
  3. Organization context profile is compiled. WORE injection (Write Once Read Everywhere) ensures every downstream agent builds against the same ground truth.
  4. AI Adoption Roadmap generated. Includes maturity model level, strategic themes, phased projects, what to avoid, and conditions for the next phase.
  5. Admin notified. Email sent: "Executive Intake: [Business Name] — Roadmap Ready" with a direct link to the results page.
~2–5 minutes total. The client sees a confirmation page while this runs.
Status is visible in the admin dashboard at /admin/platform → Intake Submissions tab: processing → completed.
Review & Delivery
Admin Does This
When the roadmap is ready
  1. Open the email notification. Click View Roadmap → opens the results page
  2. Review the roadmap. Check: maturity level assessment, strategic themes, phased projects, what to avoid. Does it read as accurate and useful?
  3. Approve or reject. If approved, the client gets their notification. If rejected, the roadmap goes to the revision queue with your feedback and regenerates.
  4. Download the PDF. Save to the client's folder: Clients / [Client Name] / AI Adoption Roadmap.pdf
  5. Prep for the session. Review the roadmap before the 1-on-1. It's a discussion starter — your coaching makes it actionable.
Human-in-the-loop at every gate. No roadmap reaches a client without a human reviewing it first.
The platform automates the heavy lifting; your judgment makes the final call.
Roadmap didn't generate?
Check the admin dashboard — status may be failed. Click into the submission for error details. Charlie investigates if backend issue.
Client didn't get their email?
Their roadmap is still accessible. Send them the token URL directly: /executive-intake/results/{token}. Find the token in the admin dashboard.
Client wants data deleted?
Email privacy@waifinder.org. Deleted within 7 business days. Confirmation sent to requester.
Client Delivery
Client Receives
What the client gets after approval
  1. Email notification. "Your AI Adoption Roadmap is ready" — includes a token-secured link to their results page. No login required.
  2. Interactive results page. Full roadmap: maturity model level, strategic themes, phased projects, what to avoid, conditions for next phase. Downloadable PDF.
  3. The roadmap is theirs. They own the data. They can download the PDF, share it, reference it anytime via their token link.
Admin & Client Together
In the coaching session
  1. Walk through the roadmap together — it's a discussion starter, not a prescription
  2. Use the maturity model level to frame the conversation: "Here's where you are, here's what's next"
  3. The phased projects are a suggestion — your expertise adapts them to the client's reality
  4. The "what to avoid" section prevents common missteps for organizations at that maturity level
Self-Service Guide
Task Who does it How
Send intake link to client Admin Email /executive-intake or /smb-intake
Fill out intake form Client Public form, no login required
View completed roadmap Both Client: email link. Admin: dashboard or email
Download PDF Both Download button on results page
Approve or reject roadmap Admin Review status dropdown on results page
Check if a submission is processing Admin Admin dashboard → Intake Submissions tab
Find a lost client link Admin Admin dashboard → copy token URL
Add a new admin user Developer Requires platform admin access
Fix a failed roadmap generation Developer Requires backend investigation
Change intake form questions Developer Requires code change + deploy
Handle data deletion request Developer Via privacy@waifinder.org
Goal: Everything the client touches is self-service. The admin review gate is the only required human step — and it's there by design. Over time, more items move to self-service as the platform matures.
Key URLs
What URL Who uses it
Executive intake form https://aesopstudio.com/executive-intake Enterprise clients
SMB intake form https://aesopstudio.com/smb-intake Small & mid-size business clients
Admin dashboard https://aesopstudio.com/admin/platform Platform admin
Privacy / deletion requests privacy@waifinder.org Anyone