Client Onboarding & Kickoff

Faster, more consistent onboarding means clients feel confident from the first day, not the third week.

30 hrs

Time saved/month

Companies have mapped

About This Automation

Client onboarding at creative agencies involves manual coordination across email, CRM, project tools, and team calendars. This fragmented process delays project kickoff by 10-14 days and creates incomplete client briefs.

Automation captures contract notifications, extracts project details from client submissions, matches team skills to project needs, and coordinates calendars to schedule kickoffs. The result is a complete project setup in 3-4 days with brief completion.

Key features

Capture contract signatures and payment notifications automatically from email and accounting systems

Extract project scope, timeline, budget, and deliverables from client briefs and flag missing information

Recommend team members based on project type and skill match

Check team and client calendars to find available meeting slots and send invites

Create project records in CRM and project management tool with zero manual data entry

Notify team members and clients instantly with meeting confirmations and pre-meeting materials

How The Automation Works

The full workflow, from trigger to completion.

1. New Client Contract Signedtrigger

Automation detects a new client record created or a payment received in Stripe, triggering the onboarding workflow.

2. Create Client Record & Send Brief Form

Client record is created or updated with standard fields. An automated email with an embedded form link is sent to the client requesting project details.

3. Collect Brief via Form Submission

Client submits project brief via a web form. Form responses are automatically logged and parsed into structured fields.

4. Assign Team & Provision Project

The automation reviews the brief, recommends team members based on skills and availability, and creates the project with tasks and timelines pre-populated.

5. Notify Team

Assigned team members receive an automated notification with project details, client info, and a link project.

6. Schedule Kickoff Meeting

Automation finds available time slots for the client and core team, sends calendar invites, and logs the meeting.

7. Send Kickoff Confirmation

Client and team receive a final confirmation email with the kickoff agenda, meeting link, and pre-meeting brief attached.

4 reasons to map this process

It's completely free

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You get a complete build plan

A visual process map, automation spec, delivery timelines, and everything needed to build it, customized to your workflow and tools.

You see your real numbers

Custom pricing, ROI projection, and payback timeline based on your actual process, not industry averages.

There's no obligation to build

105 hrssaved/month

13times mapped

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Frequently asked questions

Everything you need to know before mapping this process.

My process is slightly different from this. Can I customize it?

This template is a starting point based on how other businesses handle this type of work. When you map your process, you describe exactly how your team does it and the automation is built around your workflow, not a generic template.

Is this really free?

What do I actually get from the mapping session?

Does this work with the tools my team already uses?

What happens after I map my process?

Do I need to prepare anything before starting?

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Estimated Time Saving

30hrs/month

Process pain:8.2/10

Mapped by:18 Companies

Map this to your business to get your exact numbers.

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