🔥 Overview
How you start sets the tone. The Client Onboarding System delivers a smooth, automated onboarding experience that builds confidence, sets expectations, and saves hours of back-and-forth.
Inside this system, you’ll generate welcome docs, kickoff timelines, and delivery workflows — all from Notion and AI.
🧠 Client Onboarding Checklist
Step | Tool | Action |
1. Welcome Message | Notion / Email | Custom AI-written greeting |
2. Kickoff Timeline | Notion Timeline DB | Set dates and milestones |
3. Asset Request | Form / Notion | Link to upload assets/logos/etc. |
4. Delivery Overview | SOP Template | What you’re doing and when |
5. Expectations | Email / Loom | Set communication style, delivery flow |
🧰 GPT Prompt Stack
1. Welcome Pack Generator:
“Write a welcome doc for a new client buying a [$X] service. Include intro, timeline, what to expect, and how to communicate.”
2. Delivery Plan Prompt:
“Create a 2-week implementation plan for [type of client] who purchased [product/service].”
3. Asset Request Prompt:
“Write a friendly message asking for client assets: logos, access, brand guide, etc.”
📋 Onboarding Tracker (Notion Table)
Client | Start Date | Welcome Sent | Kickoff Call | Assets Received | Status |
Acme Co. | Apr 20 | ✅ | Booked | ❌ | Waiting Assets |
BoldAI | Apr 18 | ✅ | ✅ | ✅ | In Progress |
Track onboarding status across all clients with filters by stage.
🔄 Automation Ideas
Tool | Action |
Zapier | New payment in Stripe → Trigger welcome doc + onboarding email |
Notion + Slack | Asset status update → Notify team |
Make | Auto-create client Notion page from template |
🔚 Final Word
Fast onboarding = happy clients = better retention. This module turns messy email threads into a branded, repeatable experience.
🧠 Onboard once. Use forever. Build trust from day one.