How it works

From first sign-up to delivered work,
in one shared space.

If onboarding changes depending on who runs it, and every status question means scrolling through old emails, this is the path out. StellaJourney takes a client from sign-up to finished work without anything slipping.

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Staff dashboard showing active client journeys and progress

The shift

Same work, without the scramble

StellaJourney doesn’t add work. It removes the work you’re already doing to manage the mess.

Today, across email and spreadsheets

  • Onboarding done differently by every team member
  • Requests arriving by email, Slack, text and phone
  • Status answers that mean scrolling through old threads
  • Mornings lost to chasing clients for the same information

With a journey running it

  • One structured process every client goes through
  • Requests and tasks collected in one shared space
  • Status visible at a glance, for you and the client
  • Reminders on the task, so you stop being the chaser

The flow

Five steps, start to finish

You set the process up once. After that, every client follows the same clear path.

01 Set it up once

Build a journey for each service you offer

Start from a template or build your own: an onboarding checklist, a request workflow, an approval process. Lay out the steps, the questions to ask, and the files to collect, in the order they should happen. We call each of these a journey, and you only build it once.

  • Map your real onboarding steps, not a generic checklist
  • Decide what the client provides and when
  • Reuse the same journey for every client who buys that service
Building a reusable journey template with ordered onboarding steps
02 Bring the client in

Assign a journey and invite the client

Pick the journey, assign it to a client, and send the invite. They log in to a portal with your branding, see exactly what is needed from them, and start at step one. No "here is how this works" email, no training call.

  • Branded portal the client recognises as yours
  • Clients see only their own work, never anyone else’s
  • Every client starts from the same structured process
Client portal showing an assigned journey and the first tasks to complete
03 Clients do their part

The client works through their tasks

Each task tells the client exactly what to do, so they are not digging through an inbox to remember what you asked for. They fill in forms, upload files, and mark work done, one clear step at a time. When something is outstanding, they are prompted directly on the task.

  • Forms, file uploads and questions captured in one place
  • Clients are reminded on the task itself, not chased by email
  • Everything they submit stays attached to the work
A detailed task view where the client submits information and uploads files
04 Get the green light

Request and track sign-offs in-thread

When you need a client to approve something, you ask for it on the deliverable itself. They approve or send it back with a note, and the decision is recorded against the work. No more "did you ever approve that?" emails, and no wondering which version was signed off.

  • Approvals tied to the exact deliverable, with a clear record
  • Comments and changes stay in context, not in a separate inbox
  • You always know what is waiting on a client sign-off
An approval request tracked in-thread against a deliverable
05 Stay on top of it

See where every client stands at a glance

Your dashboard shows the whole picture: which clients are moving, which are stuck, and who is waiting on what. When a client asks "what’s the status of X?", you answer in seconds instead of scrolling through 40 emails. Nothing sits half-finished without someone noticing.

  • One view across every active client and journey
  • Spot the stalled onboardings before they become a problem
  • Know exactly what needs your attention today
A staff dashboard showing progress across all active client journeys

A closer look

Approval workflows, without the approval chase

Sign-offs are where work usually stalls. A deliverable sits in an inbox, the client forgets, and a week later nobody’s sure if it was approved. StellaJourney keeps the decision attached to the work.

A

Ask

Request approval right on the deliverable, so there’s no separate email to lose.

D

Decide

The client approves, or sends it back with a note explaining what to change.

R

Record

The sign-off is logged against that exact version, so the history is never in doubt.

What you get out of it

What changes once it’s running

Every client gets the same experience

The journey runs the process, so a new hire onboards a client the same way you would. Consistency without you policing it.

You always know where things stand

Open the dashboard and see every client’s progress. No status meeting required, no guessing which onboarding has stalled.

Clients know exactly what’s expected

Clear next steps, prompted on the task. Clients spend less time confused and you spend less time explaining.

Nothing lives in an inbox anymore

Files, answers, messages and approvals stay attached to the work, so the context is there when you need it.

Before you ask

The usual questions

How long until we’re actually using it?

You can start from a template and have your first journey ready in an afternoon. Assign it to a real client the same day. There is no setup project, and no implementation fee.

Will my clients actually log in?

Clients use StellaJourney because it is simpler than the alternative. Instead of searching their inbox for your last message, they open the portal and see exactly what they need to do. It saves them time too.

Is this just another project management tool?

No. StellaJourney is built for the relationship between your business and your clients, not for managing your internal team. It starts after the sale, when onboarding begins, and runs through to delivery.

What does it cost to run?

Flat pricing, no per-seat fees. You pay based on how many active clients you have, not how big your team is. Start with a 30-day free trial, no credit card required.

Ready to give your clients a portal worth logging into?

Set up your first journey, invite a client, and see how it feels.

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Flat pricing. No per-seat fees.