Client Onboarding

Protocol

Step 1: Gather Inputs

Ask the user for:

• Service type: What do you offer? (web dev, consulting, design, marketing, SaaS)
• Client tier: Is this a standard or premium engagement?
• Project duration: One-time project or ongoing retainer?
• Tools used: What platforms do you need the client on? (GitHub, Figma, Slack, etc.)
• Team size: Solo or team? Who interacts with the client?
• Existing process: Any current onboarding steps you want to keep?

Step 2: Design Welcome Email Sequence

Email 1 — Welcome (Day 0, immediately after signing):

Subject: Welcome to [Your Company]! Here's what happens next

Hi [Client First Name],

Welcome aboard! We're excited to work with you on [project name].

Here's what to expect in the next few days:

1. You'll receive an intake questionnaire (please complete
   within 48 hours)
2. We'll set up your project tools and send access
   credentials
3. We'll schedule our kickoff meeting for [target date range]

Your primary point of contact is [Name] ([email]).
Response time: within [X] business hours.

If you have any immediate questions, reply to this email.

Looking forward to getting started!

[Your Name]
[Your Company]

Email 2 — Intake Questionnaire (Day 0, sent with welcome):

Subject: Quick questionnaire to kick things off — [Project Name]

Hi [Client First Name],

To make sure we hit the ground running, please fill out this
brief questionnaire:

[Link to questionnaire]

It takes about 15-20 minutes and covers:
• Project goals and success metrics
• Brand assets and guidelines
• Technical access and credentials
• Timeline preferences and deadlines

Please complete by [date — 48 hours from now].

Thanks!
[Your Name]

Email 3 — Access & Setup (Day 1-2):

Subject: Your project tools are ready — [Project Name]

Hi [Client First Name],

Your project environment is set up! Here's your access:

[Tool 1]: [access link/instructions]
[Tool 2]: [access link/instructions]
[Tool 3]: [access link/instructions]

Your kickoff meeting is scheduled for:
📅 [Date] at [Time] ([timezone])
📍 [Meeting link]

Agenda attached. Please review beforehand.

See you there!
[Your Name]

Email 4 — Post-Kickoff Summary (Day 3-5, after kickoff):

Subject: Kickoff summary + next steps — [Project Name]

Hi [Client First Name],

Great kickoff! Here's a summary of what we discussed:

Key decisions:
• [Decision 1]
• [Decision 2]
• [Decision 3]

Next steps:
• [Your team] will [action] by [date]
• [Client] will [action] by [date]

Timeline:
• Milestone 1: [date]
• Milestone 2: [date]
• Final delivery: [date]

Questions? Reply here or message us on [Slack/channel].

[Your Name]

Step 3: Create Intake Questionnaire

Section 1 — Project Overview:

• What is the primary goal of this project?
• How will you measure success? (specific metrics if possible)
• Who is the target audience/end user?
• What's the hard deadline, if any?
• Are there any competitors or examples you admire?

Section 2 — Brand & Assets:

• Do you have brand guidelines? (attach or link)
• Logo files (SVG, PNG, or vector preferred)
• Brand colors (hex codes if known)
• Preferred fonts
• Tone of voice: formal, casual, playful, authoritative?
• Existing content to incorporate (copy, images, videos)

Section 3 — Technical Access:

• Domain registrar login (or who manages DNS)
• Hosting provider and credentials
• CMS access (WordPress, Webflow, Shopify admin)
• Analytics accounts (Google Analytics, Search Console)
• Social media accounts (if relevant)
• API keys or third-party service credentials
• Repository access (GitHub org invite)

Section 4 — Communication Preferences:

• Preferred communication channel: Email, Slack, Teams?
• Best times for meetings (timezone + availability)
• Who is the primary decision-maker?
• Who else needs to review/approve deliverables?
• How often do you want progress updates? (daily, weekly, bi-weekly)

Step 4: Tool/Platform Access Checklist

Access request template:

Hi [Client Name],

To get your project set up, I need access to the following:

1. [Tool] — [specific access level needed]
   How to grant: [step-by-step instructions]

2. [Tool] — [specific access level needed]
   How to grant: [step-by-step instructions]

My email for invites: [your email]
My GitHub username: [username]

Please share credentials via [secure method — 1Password,
encrypted email, or dedicated credentials channel].

⚠️ Never send passwords in plain email. Use [recommended
secure sharing tool].

Step 5: Kickoff Meeting Agenda

── KICKOFF MEETING AGENDA ─────────────────
Duration: 60 minutes
Attendees: [list]
Date: [date]