Client Onboarding

Estimated Time: 6-8 weeks (full cycle) Difficulty: Moderate Team Size: 1-2 people A structured client onboarding workflow that takes new clients from first contact to satisfied customer. Includes welcome emails, kickoff calls, milestone check-ins, feedback collection, and testimonial requests. Perfect for professional services firms, agencies, and B2B companies looking to create consistent, memorable onboarding experiences.

6 steps 1 automations

Professional Services Client

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Process steps

Gather Basic Information

5 days from previous step

task

Start by capturing the essentials. You will need your client primary contact info so the rest of the process does not hit a wall. Getting this right means you will not be chasing details later when you are trying to schedule the kickoff call.

Form fields in this step

Primary Contact First Name:

Primary Contact Last Name:

Primary Contact E-Mail Address:

Primary Contact Phone Number:

Preferred Method of Communication:

Send Welcome E-Mail

2 days from previous step

task

First impressions matter. Send a personalized welcome email that makes your new client feel like they made the right choice. Include intro materials, helpful resources, and ask for availability for the kickoff call. This simple step sets the tone for everything that follows.

Form fields in this step

Include the following in the welcome E-Mail:

Conduct a Kick-Off Call

1 weeks from previous step

task

This is where the real work begins. On this call, dig into what success looks like for your client. What outcomes do they need? What problems are they trying to solve? Document everything and schedule that 1-month check-in before you hang up. Do not skip this - future you will thank present you.

Form fields in this step

What are the required outcomes?

What are the primary use cases?

What are some successful milestones we should keep in mind?

Other notes:

Date of the 1 month follow-up call:

Phone Number For Follow-Up Call:

Conduct a 1 month check-in Call

1 months from previous step

task

Time to see if you are delivering on the promises. Check in with your client to review their milestones and results so far. Are they hitting their targets? Falling behind? Be honest about where things stand. Use the form fields to capture notes - you will want these later for testimonials and case studies.

Form fields in this step

Have the milestones been successfully met?

Notes from the follow-up call:

Request Feedback

1 weeks from previous step

task

Now is the perfect time to ask how things are going. Get honest feedback about their experience so far. What is working? What is not? This is gold for improving your service. Plus, if the feedback is good, you have just laid the groundwork for asking for a testimonial.

Form fields in this step

On a scale of 1 (poor) to 5 (excellent), how would you rate your user experience?

Would you recommend our product to others?

Do you have any other feedback or feature requests you would like to see implemented in the future?

Request a Customer Testimonial

3 days from previous step

task

Your client is happy and hitting their milestones - strike while the iron is hot. Reach out and ask for a testimonial. Keep it easy for them: remind them of specific wins, send a link to your testimonials page, and mention it only takes 5 minutes. A genuine thank you goes a long way too.

Form fields in this step

Include the following in the testimonial request email: