Client Onboarding

From signed proposal to kickoff, in ten steps. Duplicate this page for every new client, then work down the list. A calm, consistent start is the easiest way to look established.

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The checklist

[ ] 01 · Send the countersigned proposal — Reply with the fully signed copy attached so you both have the same document. Save it to Files & Assets as a Contract and link it to the client.
[ ] 02 · Create the client record — Add a row in Clients with their name, email, company, contract value, and start date. Set the status to Active.
[ ] 03 · Send the deposit invoice — Add it to Invoices, link it to the client, and set the due date. Work is scheduled once the deposit lands, not before.
[ ] 04 · Confirm the deposit and reserve the dates — Mark the invoice Paid, then block the working time in your calendar so the project has real space in your week.
[ ] 05 · Build their portal — Create a new row from the Client Portal template (its tables filter to this client on their own) and paste the page link into their Portal Link field.
[ ] 06 · Share the portal — Invite them with Can view access and send a short note explaining that this page is where everything will live.
[ ] 07 · Send the welcome and questionnaire — Ask for brand materials, examples they admire, their audience, and anything that is off limits. Gathering this now prevents a rewrite later.
[ ] 08 · Collect assets and access — Logos, fonts, photography, copy, and any logins you need. Save everything to Files & Assets and tag it by type.
[ ] 09 · Set up the project and tasks — Create the project in Projects with its deadline, then add the tasks with due dates and priorities so the timeline is visible from day one.
[ ] 10 · Hold the kickoff call — Walk through scope, milestones, how feedback works, and how many revision rounds are included. Write it up in Meetings & Notes and link it to the client.

What to say on the kickoff call

Confirm the outcome. Say back what success looks like in their words, not yours.
Name the milestones. Concepts, revisions, final delivery, with dates attached.
Explain feedback. One consolidated round per stage works better than scattered messages, and tell them where to send it.
Be clear about revisions. State how many rounds are included and what happens beyond that.
Agree on the check-in rhythm. A short weekly update prevents most awkward conversations.