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:

| Table | Purpose | Key fields | |-------|---------|------------| | invoice_with_annual | Billing data with revenue amortization | Revenue (mrr), billing period, type (annual, completed, upcoming, etc) | | vitally_accounts | Customer properties and traits | All Vitally custom traits, health scores, usage | | posthog_organization | Org-level configurations | Settings, feature access, creation date | | posthog_project | Project/team settings | Project configuration, team members | | billing_spike | Usage anomaly detection | Spike timestamps, magnitude, affected metrics |