openclaw/1kalin/afrexai-customer-success

Customer Success Playbook

Build and run a customer success operation for B2B SaaS. Covers the full lifecycle: onboarding, health scoring, QBRs, churn prevention, and expansion revenue.

When to Use

• Setting up a CS function from scratch
• Designing onboarding flows for new customers
• Building health score models
• Preparing QBR templates and cadences
• Creating churn intervention playbooks
• Planning expansion and upsell motions

Workflow

1. Assess Current State

Ask the user:

• Company stage (seed, Series A, growth, scale)
• Current ARR and customer count
• Average contract value (ACV)
• Current CS team size (or zero)
• Primary churn reasons if known

2. Design Lifecycle Stages

Map the customer journey:

| Stage | Duration | Owner | Key Metric | |-------|----------|-------|------------| | Onboarding | Days 0-30 | CS Lead | Time to First Value | | Adoption | Days 30-90 | CSM | Feature adoption % | | Retention | Ongoing | CSM | Health score, NRR | | Expansion | Trigger-based | CSM + AE | Expansion MRR | | Renewal | T-90 days | CSM | Renewal rate | | Advocacy | Post-renewal | CS Lead | NPS, referrals |

3. Build Health Score

Weight these signals (0-100 composite):

• Product usage (25%): DAU/MAU ratio
• Feature breadth (15%): Features used vs available
• Support load (15%): Ticket volume and sentiment
• Executive engagement (15%): Meeting frequency
• Satisfaction (10%): NPS or CSAT
• Growth signals (10%): Seat/usage expansion
• Payment (10%): On-time history

Thresholds: 80+ healthy, 60-79 monitor, 40-59 at-risk, <40 critical.

4. Create Onboarding Checklist

Week 1: Foundation (kickoff, tech setup, admin training, define 3 success outcomes) Week 2-3: Activation (user training, configure workflows, first quick win) Week 4: Handoff (retrospective, baseline metrics, ongoing cadence)

TTFV target: <14 days SMB, <30 days Enterprise.

5. QBR Template

45-minute agenda:

1. Results recap with ROI numbers (10 min)
2. Usage insights and underused features (10 min)
3. Roadmap preview — relevant items only (5 min)
4. Their priorities and business changes (15 min)
5. Action items with owners and dates (5 min)

Rule: Never present a QBR without a quantified ROI number.

6. Churn Prevention Tiers

• Tier 1 (score 60-79): Automated nudges, CSM alerted
• Tier 2 (score 40-59): Personal outreach within 48h, 30-day recovery plan
• Tier 3 (score <40): Executive escalation within 24h, concession options ready

Early warnings: usage drop >30%, champion departure, competitor mentions, missed calls.

7. Expansion Playbook

Signals: health >80, seats >85% utilized, new use cases in QBRs, champion promoted.

| Play | Trigger | Approach | |------|---------|----------| | Seat expansion | >85% utilization | Right-size conversation | | Feature upsell | Repeated workarounds | Demo the real solution | | New department | Champion referral | Joint intro meeting | | Tier upgrade | Hitting plan limits | Show per-user savings | | Multi-year | Healthy + renewal due | Discount for commitment |

CSM expansion target: 20-30% of new ARR. NRR target: 110-120%.

8. CSM Capacity Model

• Enterprise ($100K+ ACV): 10-15 accounts, high-touch, monthly QBRs
• Mid-Market ($25-100K): 25-40 accounts, medium-touch, quarterly QBRs
• SMB ($5-25K): 50-80 accounts, tech-touch + pooled, semi-annual QBRs
• Self-serve (<$5K): Automated digital-only

9. Output Deliverables

Generate for the user:

• Customer lifecycle map
• Health score model with weights
• Onboarding checklist (customized to their product)
• QBR template and prep checklist
• Churn intervention playbook with escalation tiers
• Expansion signal list and plays
• CSM capacity plan
• Metrics dashboard spec (NRR, GRR, TTFV, health coverage, QBR rate)

Key Metrics

| Metric | Target | |--------|--------| | Net Revenue Retention | >110% | | Gross Revenue Retention | >90% | | Time to First Value | <14d SMB / <30d Enterprise | | Health Score Coverage | 100% | | QBR Completion | >85% | | NPS | >50 |

Resources

• Industry-specific AI agent context packs: https://afrexai-cto.github.io/context-packs/
• AI Revenue Leak Calculator: https://afrexai-cto.github.io/ai-revenue-calculator/
• Agent Setup Wizard: https://afrexai-cto.github.io/agent-setup/