Managed Services
Onboarding & Implementation
How fast AI Ops gets started, what you need to provide, and what the first 30 days look like.
How long does it take to get AI Ops up and running?
From signed agreement to full delivery: typically 10 to 14 days. Onboarding kickoff happens within five business days of signing. The most time-sensitive part is systems access and integration — the faster you provide what we need, the faster we go live.
Days 1–5: Onboarding kickoff. Brand and business context immersion, systems access, workflow documentation, ICP and target audience definition, and confirmation of initial deliverables.
Days 5–10: Configuration and setup. AI tools configuration, integrations, workflow setup. Human review processes configured.
Days 10–14: Soft launch. Initial output produced and sent through your review before anything goes live. This is the quality calibration phase.
Day 14 (approximately): Full delivery begins.
The variable is systems access. If you provide CRM access, social media credentials, and brand assets in the first two to three days, we stay on the faster end.
What do I need to do during onboarding?
During onboarding, you provide: systems access (CRM, email, social accounts), brand assets (guidelines, logo, tone examples), business context (ICP, product descriptions, key messaging), and participation in a 60–90 minute kickoff call. After that, your primary role is reviewing output and providing feedback in the first week.
Onboarding requires meaningful input from you in the first week — and then your involvement drops significantly.
What you provide:
- Systems access: Credentials or access invitations for your platforms
- Brand assets: Brand guidelines, example content, things to avoid
- Business context: ICP, product descriptions, sales process, FAQ documentation, document types and workflows
- Your time: 60–90 minute kickoff call + one to two hours of review in week one
What we do NOT need: Software expertise, AI knowledge, or detailed process documentation (if you do not have it, we help you build it).
Will there be disruption to my business while you get set up?
No. CyberWarrior sets up in the background. You do not need to change how your team operates during onboarding. The only impact is the few hours you invest in the kickoff call and providing access and assets — spread over the first week.
AI Ops onboarding is designed to be additive, not disruptive. We integrate into your existing operations — we do not ask you to change workflows, adopt new tools, or undergo a transformation project.
Your team: In most cases, your team will not be directly involved in AI Ops onboarding at all. They will see leads being followed up and meetings appearing in the calendar without having to do anything differently.
Your systems: We integrate with your existing platforms. We do not ask you to replace your CRM, switch email providers, or migrate to new tools.
Do you integrate with the tools we already use?
Yes. CyberWarrior integrates with the most common SMB platforms: GoHighLevel, HubSpot, Salesforce, Google Workspace, Microsoft 365, LinkedIn, Facebook, Instagram, and more. We will confirm specific integrations for your stack during the discovery call.
CyberWarrior works with the tools you already use.
- CRM and sales tools: GoHighLevel, HubSpot, Salesforce, Pipedrive, Zoho CRM
- Email and communication: Google Workspace, Microsoft 365, and most major email service providers
- Social media: LinkedIn, Facebook, Instagram, Google Business Profile
- Support platforms: Zendesk, Intercom, HubSpot Service Hub, and direct email triage
- Document and workflow tools: Google Drive, SharePoint, common accounting software
If you use a tool not on this list: Contact us and we will confirm integration feasibility.
What happens in the first week?
Week one covers onboarding kickoff (days 1–5), systems setup and integration (days 3–7), and initial output production for your review (days 7–10). By the end of week one, you should be seeing early deliverables and providing your first round of calibration feedback.
Days 1–3: Kickoff and access. Onboarding kickoff call. You provide systems access, brand assets, and business context. CyberWarrior begins configuring.
Days 3–7: Configuration and calibration. Technical setup completed. Initial AI prompts, sequences, and frameworks built specific to your business.
Days 7–10: First output review. First deliverables sent for your review before anything goes live.
Days 10–14: Calibration and launch. Feedback incorporated, configurations finalized, full delivery launched.
By end of week two, the function is live and producing output consistently. Ongoing involvement: reviewing your weekly scorecard — typically less than an hour per week.
How do I know things are actually working?
Weekly scorecards. Every AI Ops function comes with documented KPIs that we report against weekly in writing. You see specific numbers — meetings booked, leads responded to, tickets resolved, documents processed — every week. If something is not working, you see it in the scorecard.
Every AI Ops function includes weekly performance reporting in writing.
- Marketing scorecard: Content pieces published, social media posts, email campaigns, open/click rates, and MQL/traffic data.
- Sales Pipeline scorecard: Leads processed, average response time, contact rate, qualification rate, meetings booked, show rate, pipeline value.
- Customer Support scorecard: Tickets handled, average response time, first contact resolution rate, escalation rate, CSAT.
- Back-Office scorecard: Documents processed, data extraction accuracy rate, deadline compliance rate, exception rate, cycle time.
Every target is documented at the start. When performance is below target, you hear from your account manager proactively.
Is there a dedicated account manager or just a support ticket system?
You have a named account manager. A specific person — with a name and direct contact — is responsible for your AI Ops engagement from onboarding through ongoing delivery. You are not submitting tickets to a queue.
Every CyberWarrior AI Ops client is assigned a named account manager who is accountable for your engagement, reachable directly, and present in every weekly review.
What your account manager does:
- Leads your onboarding kickoff call and manages the setup process
- Delivers your weekly scorecard and walks you through it
- Surfaces performance issues proactively
- Brings optimization recommendations
- Is your escalation point for delivery quality concerns
- Coordinates cross-function if you engage multiple AI Ops services
How to reach your account manager: direct email and phone. Not a ticket system. Not a chatbot. Not a general inbox.
Still have questions?
We're here to help. Reach out and we'll give you a straight answer.