Onboarding Data

Data architecture overview

Data used by Onboarding Specialists comes from three main sources:

Billing Postgres admin panel view

• Customer account, subscription, and invoice type data
• Usage reports and consumption metrics
• Revenue amortization calculations
• Billing forecast / spike calculations

Production Postgres admin panel view (US)

• Organizations and projects configuration
• User accounts and permissions
• Product settings and feature flags
• Warehouse tables, pipeline source/destination info

ClickHouse

• Event and person data for all teams (projects)
• person to distinct_id mappings

Query capabilities

• Metabase queries production databases directly but cannot combine Postgres and ClickHouse in a single query

• PostHog analytics limited to Team 2 data, but can query across databases in a single query

• Cross-organization analysis requires Metabase for customer event analysis, including:

  • Library usage breakdowns
  • Event volume metrics
  • Implementation diagnostics

Vitally integration

We sync customer data between Vitally and PostHog bi-directionally

Data sync pipeline

To Vitally:

• Custom traits sync nightly from billing Postgres via SQL queries in Vitally
• Product engagement events sent through data pipelines using this action
• Billing spike detection from billing_spike table, defined in this PostHog function

From Vitally:

• All Vitally traits accessible as traits.`vitally.custom.traitNameFromVitally` in PostHog queries, eg see the onboarding_accounts_timestamp_check view)
• JSON storage format (requires cleaning for arrays/complex fields)
• Data syncs via data warehouse connection

Known limitations

• Conversations table lacks organization/user mapping
  • Messages table implementation status unclear

Onboarding pipeline tracking

Pipeline stages

We track customers through defined onboarding stages with automated timestamp capture:

1. Onboarding segment entry - Customer enters onboarding criteria
2. Outreach sent - Initial contact via email (manual update)
3. Customer engagement - Response received (manual update)
4. Nurture phase - Post-intro call follow-up (manual update)
5. Completion/churn - Final outcome tracking

Each stage transition is managed through Vitally playbooks with automatic timestamp updates.

Key data tables

For onboarding analysis, these tables provide essential data: