How I Automate Onboarding On My Freelancer Marketplace

Onboarding freelancers can quickly become a time-consuming task—reviewing applications, approving profiles, and sending updates takes hours. But what if you could automate the entire process? Imagine having a system that seamlessly handles every step, from application to announcement, saving you time and effort.

In this guide, I’ll show you exactly how I automated the freelancer onboarding workflow for Unicorn Factory using Zapier, Airtable, Memberstack, and other no-code tools. You’ll learn:

• How to collect freelancer applications and sync them with your database.
• The steps to review and approve freelancers with automated data mapping.
• How to share new freelancer profiles with your audience effortlessly.

By the end of this guide, you’ll have the tools and knowledge to build your own automated onboarding system. Let’s dive in!

Step 1: Handling Freelancer Applications

The onboarding journey begins when a freelancer applies to join the platform. Here’s how I automated this step:

1. Setting Up Applications with Memberstack and Airtable
   • Freelancers sign up through Memberstack and are redirected to an Airtable form.
   • The form collects essential details like name, portfolio links, and case studies.
   • Submissions automatically create a new record in Airtable.
2. Automating Status Updates in Airtable
   • Zapier triggers an update to mark new applications as "Needs Review."
   • This moves the record into a dedicated Airtable view for easy tracking.
3. Sending Onboarding Emails
   • MailerLite sends a sequence of emails to freelancers with tips on creating strong profiles.
   • These emails ensure freelancers provide high-quality information, like polished case studies.
4. Slack Notifications for Oversight
   • A Slack notification is triggered to alert me of new applications. This keeps me in the loop without needing to check Airtable constantly.

Pro Tip: Slack notifications are a lifesaver when managing multiple workflows. They provide real-time updates and help you stay organized.

For more insights, check out How to Automate Your Marketplace with Make.com.

Step 2: Approving Freelancers

Once a freelancer’s application is reviewed, the next step is to approve them and prepare their profile for the platform. This process involves several automations:

1. Reviewing Applications
   • Applications in Airtable’s “Needs Review” view include all necessary details.
   • I review bios, portfolio links, and other details to ensure quality.
2. Approving and Mapping Data
   • Clicking the "Approve" button in Airtable updates the record’s status to "Webflow Ready."
   • Zapier converts markdown from Airtable bios into HTML and maps all data fields to the appropriate Webflow collection.
3. Handling Multi-Reference Fields
   • For advanced setups, like linking skills or services, custom code is used to manage multi-reference fields in Webflow. Learn more in The Complete Guide to Mapping Airtable Fields in Webflow.
4. Email and Community Invitations
   • Approved freelancers are moved to a “Live” segment in MailerLite and added to a welcome email sequence.
   • They’re also invited to join our community on Circle for networking and resources.

Important Note: Always update Airtable records with Webflow Item IDs after creating profiles. This ensures future updates to profiles can be automated seamlessly.

Step 3: Announcing New Freelancers

The final step in the onboarding process is to announce new freelancers to the world. Here’s how that works:

1. Updating Active Freelancer Views
   • When a freelancer’s status changes to “Active Profile,” they’re added to the “Active Freelancer” view in Airtable.
   • This view provides an overview of all live freelancers.
2. Automating Social Media Announcements
   • Zapier pulls data from Airtable to generate a Twitter post announcing the new freelancer.
   • Posts include key details like name, skills, and a link to their profile.
3. Providing Profile Links
   • Memberstack is updated with the freelancer’s profile link. This allows freelancers to view and share their profiles directly from their dashboard.

Pro Tip: Use automation to schedule announcements at optimal times to maximize visibility.

For a deeper dive into job board automation, read How to Build a Fully Automated Job Board with No-Code Tools.

Best Practices for Setting Up Automation

• Start Simple: Begin with basic workflows like syncing application data to Airtable. Add complexity as needed.
• Keep Records Synced: Always store unique identifiers (like Webflow Item IDs) in Airtable for easier updates.
• Test and Refine: Regularly review your automations to ensure they’re running smoothly and adjust as your needs evolve.

Next Steps

Streamlining your freelancer onboarding process isn’t just about saving time; it’s about creating a seamless experience for your team and the freelancers you work with. Here are the key takeaways and next steps:

1. Set Up Your Tools: Start by integrating Zapier, Airtable, and Memberstack into your workflow.
2. Automate Key Processes: Use automations to manage applications, approvals, and announcements. Start simple and scale as you grow.
3. Optimize Communication: Leverage tools like MailerLite and Circle to engage freelancers and build a supportive community.
4. Test and Improve: Regularly review your workflows to ensure they’re efficient and effective.

Ready to get started? Share your thoughts or questions in the comments below, and let’s build smarter systems together. Don’t forget to subscribe for more no-code tutorials and insights!

Until next time, happy automating!