Client case study · Salesforce Implementation
One system for a 30+ step, multi-ministry setup journey.
Zivoke built a custom Project object in Salesforce, modeling every phase and sub-stage, with status-driven automation, expiry reminders, KPI reporting and a client-facing Community Cloud dashboard.
Overview
AstroLabs is a Dubai-headquartered business-expansion consultancy that helps international companies establish a legal presence in the UAE and Saudi Arabia.
Its EnterKSA service guides clients through company formation, licensing, and General Manager (GM) visa issuance in the Kingdom — a process that touches multiple government ministries and can run for several months per client.
To manage this reliably at scale, AstroLabs engaged Zivoke Tech Labs to design and build a dedicated Salesforce system: a custom object model that could track every client’s journey phase by phase, automate status updates and reminders, and eventually give clients direct visibility into their own progress.
Abstract
AstroLabs needed a system to track the complex, multi-ministry process of registering international companies and issuing General Manager visas under its EnterKSA service.
The journey spans UAE and Saudi ministries and portals — MISA, MoL, GOSI, GAZT/VAT, Qiwa, Muqeem, Absher and Mudad — with phases running in parallel and tracked per client.
Every phase and sub-stage modeled in Salesforce, with status-driven automation, expiry reminders, KPI reporting and a client-facing Community Cloud dashboard.
Discovery-and-feedback sessions between AstroLabs' single point of contact and Zivoke's developer and account manager, with production access and staged UAT sign-off.
A phased client dashboard and reporting suite, signed off in stages between May 12 and May 26, giving full visibility into every client journey and account manager performance.
The challenge
EnterKSA's roadmap runs across multiple government bodies, often in parallel, for every client at once.
The roadmap spans Phase 1 (Establishing the Legal Entity), Phase 2 (Portal Registrations & GM Visa Issuance) and Phase 3 (GM Visit & Iqama Issuance), covering MISA license issuance, Articles of Association, Commercial Registration, GOSI, GAZT/VAT, Qiwa, Muqeem, Absher and Mudad registrations.
Many steps run concurrently rather than sequentially, and needed to be modeled as sub-stages or multi-select picklists rather than a simple linear pipeline.
The Project object had to be built from scratch, including record types for “Setup” and “Post Setup,” stage definitions, and a “discontinued” status for clients who exit early.
Leadership needed reports on account manager performance, per-phase client counts, delayed or stuck clients, revenue targets versus achieved, and license/visa issuance volumes — none of which existed in a structured form.
AstroLabs wanted clients to see their own progress through a portal, with future phases visually locked until prior phases were active.
Our approach
Weekly discovery cycles turned the EnterKSA roadmap into a working Salesforce model.
A kickoff call established single points of contact on both sides and granted Zivoke production access with admin rights.
October 19, 2022Recurring meetings — initially Wednesdays, later Tuesday/Thursday pairs — refined field logic, layout and package types for each phase of the roadmap.
From renaming fields and converting statuses to checkboxes, to adding automated reminders and reordering phase steps — all tracked and actioned meeting by meeting.
Once the core object model stabilized, Zivoke built the KPI reports and dashboards, including account-manager-level performance views.
Progress dashboard, then Phase 1, Phase 2 and Phase 3 workflows, followed by account manager comments, expiry notes and certificate downloads.
May 12 – May 26The solution
Zivoke designed and built a custom Salesforce solution around a new Project object, modeling AstroLabs' EnterKSA roadmap end-to-end and layering in automation, reporting and a client portal.
| Component | What it covers |
|---|---|
| Project Object & Stages | Phases built as stages (Phase 0–3), with activities under each phase modeled as sub-stages or multi-select picklists to support parallel progress; a “discontinued” stage for early exits. |
| Automation | Status-driven start/end dates that populate automatically on “In Progress” and “Completed”; manually editable expiry dates (e.g. MISA License) with reminder emails a month ahead; weekly automated status emails to clients every Thursday. |
| Reports & Dashboards | Active client counts, clients per phase, completions/handovers, delayed or stuck clients, per-account-manager KPIs (MISA licenses, CR issuance, GM visas, name reservations, completions), and client satisfaction tracking. |
| Client Portal (Community Cloud) | A client-facing dashboard showing phase progress, with later phases visually greyed out until prior phases are active, plus downloadable certificates (MISA, Articles of Association, Commercial Registration). |
| Feedback Capture | A Web-to-Lead testimonial form capturing recommendation scores and client feedback for use in AstroLabs marketing, with explicit consent tracking. |
Inside the system
Illustrative views of the reporting layer and the Project record. Sample data only.
Engagement governance
Weekly discovery-and-feedback sessions between AstroLabs' single point of contact and Zivoke's developer and account manager, with production access granted for hands-on iteration and staged UAT sign-off.
Results
A phased client dashboard and reporting suite were delivered and signed off in stages between May 12 and May 26, giving AstroLabs full visibility into every client's setup journey and account manager performance.
Why it matters
A system that mirrors the real EnterKSA roadmap, not a generic template.
Every client's setup journey, across every ministry and portal, tracked in one system.
Per-account-manager KPIs and delayed-client flags replace manual, ad-hoc status checks.
A self-service portal shows clients exactly where they stand, with future phases unlocked as progress is made.
The object model mirrors the real EnterKSA roadmap rather than forcing a generic template onto it.
AstroLabs testimonial to be added — a short quote on working with Zivoke and the impact of the new system.
FAQs
What was built, how the phases were structured, and how AstroLabs and Zivoke worked together.
Talk to an expertTracking the multi-phase, multi-ministry process of setting up international companies and issuing GM visas in Saudi Arabia and the UAE under its EnterKSA service, which previously had no dedicated system.
A custom Project object modeling every phase and sub-stage of the EnterKSA roadmap, automation for status-driven dates and expiry reminders, KPI reports and dashboards, and a Community Cloud client portal.
Phase 0 (Contract Signing), Phase 1 (Establishing the Legal Entity), Phase 2 (Portal Registrations & GM Visa Issuance), and Phase 3 (GM Visit & Iqama Issuance), matching AstroLabs' published EnterKSA setup roadmap.
Through weekly working sessions starting with an October 2022 kickoff, a single point of contact on each side, and production-level access granted to Zivoke's developer for hands-on iteration.
Automatic start/end dates tied to status changes, expiry reminder emails (e.g. for MISA licenses), weekly automated client status emails, and notifications for records with no recent activity.
Dashboards covering active clients, clients per phase, completions and handovers, delayed or stuck clients, and per-account-manager KPIs such as licenses, CR issuances, and GM visas processed.
Yes — a Community Cloud dashboard was delivered and signed off in stages between May 12 and May 26, giving AstroLabs' clients direct visibility into their own setup progress.
About Zivoke LLC
Zivoke LLC is a Salesforce implementation partner based in Chennai, India, offering end-to-end Salesforce services — from implementation to ongoing managed support, custom development, and advisory.
Contact: Manjunath Thandu, CEO · manjunath@zivoke.com