Client Onboarding Automation
Deliver a white-glove onboarding experience on autopilot
When a new client signs up or pays, automatically create their project workspace, send welcome materials, schedule kickoff call, collect intake information, and assign internal tasks. Perfect for agencies, consultants, and service businesses.
Your Progress
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Tools You'll Need
Step-by-Step Setup Guide
Start the onboarding flow when a client completes payment in Stripe.
Create payment Zap
Zapier → Trigger: Stripe → New Payment (or Subscription) → Filter by product/plan if needed
Extract client details
Map: Customer email, name, product purchased, payment amount
Test with test transaction
Use Stripe test mode to verify trigger fires correctly
For proposals/contracts, use Proposify or PandaDoc signed trigger instead of Stripe
Automatically generate a Notion page or ClickUp project for the new client.
Duplicate template page
Add step → Notion → Create Page → Select "Client Template" as parent → Name: {{client_name}}Populate client details
Fill in: Client name, email, start date, package purchased, contract end date
Set up project phases
Template should include: Onboarding checklist, Project milestones, Document storage, Communication log
Generate share link
Add step → Notion → Get Page → Extract shareable URL for client portal
Include a "What to Expect" section in your template with timeline and deliverables
Email the client with welcome message, intake form, and scheduling link.
Send welcome email
Add Gmail/Mailchimp step → Template: "Welcome to [Company]!" with: Quick intro, What happens next, Link to client portal
Send intake form
Delay 1 hour → Send Typeform/Google Form link: "Please complete your intake questionnaire"
Send scheduling link
Delay 4 hours → Send Calendly link for kickoff call: "Let's schedule your kickoff call"
Include a personal video welcome (use Loom) in your first email for premium feel
Create internal tasks and notify your team about the new client.
Notify team
Slack → Post to #new-clients: "🎉 New client: {{client_name}} - {{package}}. Kickoff TBD. Portal: {{notion_link}}"Create internal tasks
Add Asana/Notion tasks: Review intake form, Prep kickoff agenda, Set up analytics/access, Initial audit
Assign team members
Based on package/service: Assign project manager, specialist, account lead
Add to CRM
HubSpot → Create Deal → Stage: "Onboarding" → Associate with contact
Create a "Client Onboarding" Slack channel that auto-archives after 30 days
When the client submits their intake form, process it and prepare for kickoff.
Create intake Zap
New Zap → Trigger: Typeform → New Response on "Client Intake"
Update Notion workspace
Find client page → Update with intake responses: Goals, challenges, access credentials
Notify team of completion
Slack: "✅ {{client_name}} completed intake form. Review before kickoff: {{notion_link}}"Generate kickoff agenda
ChatGPT step: "Create a kickoff meeting agenda based on this intake: {{intake_responses}}"Ask for login credentials, brand assets, and competitor info in the intake form to save kickoff time