Redesign Health, a healthcare venture capital firm, launched a popular advisory service for its network. But, as the program grew, they found that the constant manual communication was becoming too much for their team to handle. They needed a better way to connect advisors with people looking for guidance.

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That's when Redesign Health figured an advisory portal would be the way to go and teamed up with Operatus to make it happen. However, building the portal wasn't without its challenges.

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One big issue was that Redesign planned to buy several tools to integrate into the platform for smoother operations. They were looking at using Calendly for scheduling, Zoom for hosting meetings, and DocuSign for NDA agreements between parties. Trying to budget for all those user licenses without knowing how much the platform would grow was unpredictable. They wanted a solution that could support all users without the hassle of constantly adding new licenses.

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And even with those worries, tracking metrics was still super important for the team. They didn't want to pay for Zoom licenses for every member for every portal request, but they still needed to capture Zoom metrics to make sure meetings actually happened. This data was crucial for invoicing, so they couldn’t compromise on getting that information.

Operatus kicked things off by creating an advisory portal for Redesign Health using Salesforce Experience Cloud. This new, sleek portal came with some really handy features that made matching and managing advisors a lot easier for the Redesign Health team:

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• Advisor Engagement Dashboard - They put together a dashboard that made important workflows much simpler. Advisors can now handle their project invites and engagements, sign and save contracts, set their availability, and create invoices—all from one spot.
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• Referral Management System -They rolled out a system to make it super easy to refer advisors. If someone finds an advisor who isn’t listed in the registry, they can just request to add them to the platform.
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• Streamlined Billing Processes - Operatus built an automated billing system that simplified invoicing. Once an advisor logs their hours, the system compiles the data, generates an invoice on a scheduled date specified by the advisor, and sends it to the billing team for processing and payment.
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Considering the budget, Operatus got creative to pack all the necessary features into the platform without needing too many licenses for Redesign Health. They came up with a couple of cool custom solutions:

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• Free Custom Scheduler: They built a custom scheduling tool for the portal that takes into account the user’s timezone. This way, advisors and advisees can easily set up meetings right in the advisory portal, completely replacing options like Calendly.
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• Zoom and Docusign License Roulette: The Operatus team developed a clever Zoom license management system. They bought several licenses and automatically rotate through them every time a meeting is booked, ensuring there’s always a free slot available. They implemented a similar process with DocuSign to save even more.

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The advisory portal Operatus built made a huge difference for Redesign Health, transforming how they manage their advisor network. They onboarded 300+ Advisors in the first month and quickly started receiving additional referrals from their Advisory network. 

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The advisors and Redesign Health team both loved the portal for many reasons, including: 

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Big Time Savings for the Redesign Health team: The portal cleared out the endless emails and scheduling back and forth. Now, advisors can handle everything independently, from setting their availability to invoicing in one spot. This saves Redesign Health’s team hours each week and lets them focus on what matters.
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A Better Advisor Experience: Advisors love having a single, organized “home base” where they can manage their engagements. No more juggling searching through emails, everything is right where they need it, making for a much smoother, more professional experience.
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Smart Cost Savings: Operatus’s creative approach to managing Zoom and DocuSign licenses kept costs down, helping Redesign Health avoid paying for more licenses than they needed. This clever setup means the portal is not only efficient but also affordable as the advisory program grows.
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Overall, the portal didn’t just streamline Redesign Health’s operations, it created a smooth, professional experience for both advisors and clients while keeping costs under control, setting the program up for success.

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