A signed contract.
A clear next step.
Give each new client a clear start. Map the welcome, information gathering, project setup, and kickoff so the next step has an owner and nothing depends on someone remembering.
Make the handoffs visible.
An illustrative client onboarding flow. Adapt the roles, tools, and rules to the way your business works.
A signed contract is recorded. If a deposit is required, confirm it before opening the project.
Confirm the starting point
Match the signed agreement to the right client and service. Check whether payment is a prerequisite.
- Owner
- Account owner
- Tool or record
- Contract system and client record
Ask for what is missing
Send the welcome and request the information needed for this service. Keep one record of what has arrived.
- Owner
- Client coordinator
- Tool or record
- Email and intake form
Is the required client information complete?
YesContinue to project setup and kickoff.
NoRequest the missing items. Give the coordinator an exception to resolve before delivery starts.
Prepare the project
Create the agreed folder and task structure. Assign delivery ownership and share the confirmed brief.
- Owner
- Project lead
- Tool or record
- Project tool and shared files
Arrange the kickoff
Invite the right people once the prerequisites are met. Record the date and next action where the team works.
- Owner
- Account owner
- Tool or record
- Calendar and project record
The project is ready, the team has the brief, and the client knows what happens next.
Know what to check.
A useful build plan includes the cases that should stop, wait, or reach a person. Start with these.
One contract, one project
Replay the same signed-contract event. It should not create a second folder, welcome message, or project.
Different service, different checklist
Try two service types. Each should receive only its own intake questions, tasks, and handoffs.
Missing information stays visible
Leave a required item blank. Confirm that the project stays waiting and the coordinator can see why.
Turn your process into a build plan.
Steve, your AI process designer, helps you decide whether this is a process worth automating. Then he maps your steps, people, tools, and decisions and creates a phased plan. You can keep building with his guidance.
Before you build.
What should trigger client onboarding?
Use the event that actually authorizes work in your business. That might be a signed contract, an accepted proposal, or a confirmed deposit. If more than one is required, map those conditions together so setup does not begin too early.
Can different clients follow different onboarding paths?
Yes. Document the rules that choose each path, such as service type, package, or required approval. Give each path its own checklist and make the shared steps explicit. The map should also show who handles a client that does not fit the usual options.
Do I need to choose new software first?
Start with the tools and records you already use. Mapping clarifies what needs to move between them. Connection options, permissions, and limits need checking during implementation before you decide whether to add another tool.
What does Steve help me produce?
Steve helps you choose a process worth automating, map its steps, owners, tools, and decisions, then create a phased build plan. He can guide you through the build. The plan is the starting point for implementation, not an automation that has already been deployed.