Starts the day the deal is won
Move the deal to won and start the onboarding project on the same account. Link the deal and check the account, contacts and value. Copy the accepted scope into the brief; the proposal is not automatically reproduced.
The first two weeks after a client signs, the same way every time
The contract is signed and the client is keen. What happens next decides whether they still are in month three: how fast the kickoff lands, how often you chase logins, and whether anyone checks in at day 30. Start that work from a template after confirming the agreement, inputs and owner.
Fig. 1 · DemoDay 3 of onboarding Lumen Health
Where new clients cool off
A slow start after a fast yes
They signed on Thursday. The kickoff lands eleven days later because three people each thought someone else had sent the invite.
Chasing access for two weeks
You need the analytics login, the domain registrar and the brand folder. They arrive one at a time, and the first deliverable waits on the last one.
Rebuilt from memory every time
The welcome email goes out on day one for one client and day nine for the next. The 30-day check-in happens only when a client complains.
Two weeks, written down once
Start from the client onboarding template and add your own steps: welcome email, access checklist, kickoff, first deliverable, day 30 check-in, with owners and dependencies. When a step turns out wrong, fix the template, not only this client’s project.
Project templates: Core and up
Access and assets, marked Waiting
Each thing you need from the client is a task set to Waiting, so the board shows what is held up on their side and since when. Ask for logins through the client’s password manager, never by email, and close each task as access arrives.
Welcome emails your AI drafts and you send
Each email in the welcome sequence is a task with a date. Claude or ChatGPT drafts it from the deal and the kickoff notes, you approve it in the review queue, then send it from the client’s record through Gmail. Review captured notes from Fireflies, Granola or Fathom before accepting tasks on the project.
Meeting notes: Core and up
Lumen Health, from signed to day 30
Fictional example: An $18,000 pilot, onboarded by a three-person team.
Day 0
The deal moves to won. Maya creates and links the project, checks its scope and sends the reviewed welcome email.
Day 2
The kickoff is on the calendar. The access checklist goes out, and four tasks move to Waiting.
Day 5
Kickoff. Granola notes become tasks, and the client page shows the plan to day 30.
Day 30
The check-in task comes due. Priya asks what is still annoying and saves the answer on the account.
Which onboarding steps are actually automated?
Start with the fictional Juniper checklist. Decide who performs each action before calling the process automated.
- Manual
- Confirm the agreement and start conditions; create or link the delivery project; test access; send the client message; publish the reviewed deliverable.
- Assistant-assisted
- Ask a connected assistant to summarize the brief, draft an email or propose tasks. It runs when invoked or through a separately configured runner, with the access you granted. Review a proposal or submitted result; some authorized direct updates save immediately.
- Recurring
- Set an actual recurring task for a repeated check-in if needed. A dated task alone is not recurring, and neither sends an email by itself.
- Configured workflow
- Premium workflows can run supported configured actions. Verify the trigger, action, permissions and run result in your own setup. An installed template does not create an autonomous onboarding sequence.
When the required access is missing
In the example, Casey must grant a named team member CMS access. If that sign-in fails on day 3, leave the access task Waiting and record the error without a secret. Alex owns the follow-up. Design review can continue if its inputs are available; the CMS build cannot.
At day 7, report the actual state and the delivery impact. Do not mark access complete because a request was sent, or invent a revised date before the owner agrees one. Use the delayed and awaiting-approval messages and the checklist with done conditions.
After the first engagement, improve the reusable template. Existing project copies remain independent; changing the template does not silently rewrite their plan.
Onboarding runs on Core
Core adds project templates, client pages, forms, Slack and meeting notes, with unlimited projects and clients. Clients, guests and assistants are never seats.
Core $12 per person a month, or $10 billed yearly
Start freeNot in Flori
- E-signatures on the contract
- Collecting the deposit or sending invoices
- Booking pages for the kickoff call
- A file-request page for client uploads
Questions
What should the first two weeks of client onboarding include?
A welcome email on day 0, a kickoff within the first week, an access and assets checklist, a date for the first deliverable and a check-in at day 30. The client onboarding checklist walks through each step.
Is there a template to start from?
Yes. The client onboarding template sets out kickoff, inputs and the first delivery in order. Add your welcome emails and day 30 check-in, then edit it after your first client.
Can Flori send the contract or collect the deposit?
No. Flori has no e-signatures and does not send invoices or take payment. Sign and collect in your own tools and link the signed agreement on the account. On Premium you can record the payment received.
What does it cost for a small team?
Templates and client pages are on Core: $12 per person a month, or $10 billed yearly. Clients, guests and AI assistants are free.