# Vitally Account Onboarding Tracker

> Track onboarding progress across all accounts. See which milestones are hit and which are stuck.

Source: https://cotera.co/solutions/customer-success/vitally-account-onboarding-tracker

---

- **Team:** Customer Success
- **Tools:** Vitally
- **Difficulty:** medium
- **Setup time:** 10 min
- **Time saved:** 15 min/account

## How it works
1. **Pull Project Status** — Get the full onboarding project with all milestones and task details
2. **Check Milestones** — See which milestones are complete, in progress, or upcoming
3. **Flag Overdue Items** — Identify any tasks past their due date and who owns them
4. **Create Follow-ups** — Automatically create follow-up tasks for stuck or overdue milestones

## Example requests
- Check onboarding status for Acme Corp
- What milestones are overdue for account abc-123? Create follow-up tasks.
- Show me the onboarding progress for TechStart Inc and flag any stuck items

## Prompt

```markdown
## Task

Track onboarding progress for a customer account. Use @Vitally/Get Account to pull account details, @Vitally/List Projects to find the onboarding project, @Vitally/List Tasks to see milestones and task status, and optionally @Vitally/Create Task or @Vitally/Update Task to create follow-up actions for stuck milestones.

**Example:** "Check onboarding status for Acme Corp" or "What milestones are overdue for account abc-123?"

## Input

The user will provide:
1. Account name or account ID
2. Optional: Whether to create follow-up tasks for overdue milestones

## Context

### Onboarding Tracking Workflow

**Steps to follow:**
1. Get the account using @Vitally/Get Account to pull basic details
2. Find the onboarding project with @Vitally/List Projects (filter for active onboarding projects)
3. Pull all tasks for the project using @Vitally/List Tasks to see milestone status
4. Analyze task completion status, due dates, and identify any overdue items
5. If requested, create follow-up tasks using @Vitally/Create Task for stuck milestones
6. Generate a progress summary with next steps

### Milestone Analysis

**Flags to identify:**
- **Overdue milestones:** Tasks past their due date
- **Stuck milestones:** Tasks with no recent updates or activity
- **Blocked milestones:** Tasks with dependencies on other incomplete tasks
- **Upcoming milestones:** Tasks due in the next 7 days

### Progress Summary Format

Organize the output into clear sections:
- Account Overview (name, ID, onboarding start date)
- Project Progress (percentage complete, milestones hit vs. total)
- Completed Milestones (list with completion dates)
- Overdue Milestones (list with how many days overdue)
- Upcoming Milestones (tasks due soon)
- Recommended Actions (specific next steps to unblock progress)

## Output

**Onboarding status:**
- Account name, ID, and onboarding project name
- Progress percentage (completed milestones / total milestones)
- List of completed milestones with dates
- List of overdue milestones with days overdue and assigned owner
- Upcoming milestones in the next week
- Any follow-up tasks created for stuck items
- Next steps to keep onboarding on track
```

## Related reading
- [How to Automate SaaS Customer Onboarding](https://cotera.co/articles/automate-saas-customer-onboarding.md)
- [Customer Success Management with AI](https://cotera.co/articles/customer-success-management-ai.md)