Case Study
Client Details:
Zoho Products Involved:
TechMagify Services Taken:
Consultation, Configuration, Development, Integration, Training, Documentation & Support.
Overview
The Diet Therapy team previously relied on Smartsheet to manage their sales cycle, store client files, track staff attendance, and monitor follow-up tasks and stages. However, the system limited their ability to effectively track leads, visualize business performance, and generate meaningful analytics.
To overcome these challenges, we implemented a fully integrated Zoho One solution encompassing Zoho CRM, Social, Books, Recruit (for staffing operations), People, Payroll, Expense, and other supporting modules. We also enabled seamless client interaction through WhatsApp using the DoubleTick integration, ensuring faster communication and improved engagement.
By consolidating all operations onto the Zoho One Platform, The Diet Therapy now has complete visibility across departments, enhanced lead tracking, automated workflows, and access to advanced analytics, resulting in more efficient decision-making and smoother business operations.
Executive Summary
The Diet Therapy is a Mumbai-based clinic offering expert dietitian-led nutrition and lifestyle transformation. Their philosophy revolves around lasting lifestyle change, custom meal plans, and consistent guidance—without quick fixes or pills. They address a broad spectrum of conditions, from weight management to chronic diseases, emphasizing empathy, sustainability, and measurable results.
Problem Statement and Key Challenges
The Diet Therapy faced significant operational inefficiencies due to fragmented, manual processes across departments.
Key challenges included:
1. Local Disk Storage: Client data and documents were stored on local disks and folders, restricting accessibility and making internal collaboration difficult.
2. Lead / Client Tracking: Information was managed through Excel sheets, making it hard to track interactions, follow-ups, and conversions efficiently.
3. Lack of Role-Based Access: There was no system to define role-based access permissions, exposing sensitive data to all users and creating operational risks.
4. Document Management Issues: Files were stored in isolated folders with no version control or tracking, and modifications weren’t logged or monitored.
5. Manual Operations: All key business processes—lead handling, client onboarding, document sharing—were maintained manually via Excel and folders, leading to errors and inefficiencies.
6. Payroll Management: Payroll was managed manually, making it time-consuming and error-prone. Salary template creation, CTC calculation, and especially LOP (Loss of Pay) computation were difficult to manage and frequently inaccurate.
7. Absence of HRMS Tools: HR operations, including onboarding, attendance, leave tracking, and document generation, were handled without any dedicated system, leading to scattered employee information and inefficient workflows.
8. Communication Channel: WhatsApp being major channel for communication & employee sharing the same device for it, was causing confusion & many missed conversations.
Evaluation of the Problem
The Diet Therapy’s reliance on manual processes across HR, finance and client management not only made daily operations tedious but also left room for frequent errors. Critical data stored on local systems hindered accessibility and team coordination. Excel-based tracking offered no visibility into the lead pipeline or client journey, affecting business outcomes. The absence of proper access control posed data privacy concerns. Manual payroll processes were time-intensive and caused discrepancies, while HR functions lacked structure, leading to inconsistent onboarding, leave, and attendance tracking. Also, integrating communication channel was a need for smooth client interaction. These inefficiencies highlighted the urgent need for a centralized, secure, and automated digital ecosystem.
Proposed Solution
To resolve these challenges, we implemented a phased deployment of the Zoho One Suite, starting with Zoho CRM and gradually integrating other applications.
Key solutions included:
Cloud-Based System (Zoho Books): Eliminated local data storage, enabling anytime-anywhere access and better collaboration.
Centralized Client and Lead Management (Zoho CRM): All client interactions and lead follow-ups are now tracked centrally, with real-time visibility and streamlined communication.
Role-Based Access and Permissions: Configured across Zoho apps to ensure data access based on job responsibilities, enhancing data security.
Automated Data Capture (Zoho Forms): Digital intake and program consent forms replaced manual data entry, reducing errors and automating client onboarding.
Document Management (Zoho CRM): All documents are now securely stored under client records within CRM, allowing easy retrieval and controlled access.
WhatsApp Integration: Third party integration (DoubleTick) for WhatsApp for smooth & fluent client interaction, allowing multiple users to interact with a client simultaneously.
Audit Trails and Logs: Enabled traceability for edits and access, improving accountability.
Visual Dashboards & Reporting (Zoho CRM): Real-time reports on client progress, team efficiency, and sales conversions support strategic decision-making.
Implementation
Zoho People & Zoho Recruit: Recruitment and employee management were digitized. Candidate tracking was streamlined in Zoho Recruit, and successful hires were pushed into Zoho People for automatic onboarding.
Integrated Onboarding Workflow: Employee details now flow seamlessly into Zoho People, where onboarding workflows are triggered. Attendance, leave, and employee records are tracked in real-time.
Dynamic Offer Letter Templates: Auto-generated directly from Zoho Recruit, reducing repetitive manual effort.
Result
The implementation of the Zoho One Suite brought a transformative shift to The Diet Therapy’s operations. By replacing fragmented, manual processes with an integrated cloud-based system, the organization significantly improved its internal efficiency and data governance. The automation of payroll, HR, lead tracking, onboarding, and client document management & integration of the WhatsApp (third party) helped the team focus more on delivering personalized nutrition services rather than administrative tasks. With structured workflows and real-time visibility into operations, The Diet Therapy is now well-positioned for scalable, secure, and sustainable growth—staying true to its mission of empathetic and result-driven care.
