I'm building an automated onboarding system for a $500 agency service. What elements should I include, which platform should I use, and should the onboarding forms be filled by my client or my client’s client?
I’d start by wiring automation between the stages of the onboarding flow. When a new client signs up, automatically invite them to a Trello board for the first stage and populate the board with all the resources they’ll need. Add check‑boxes for each required step, and use automations (or a webhook) to monitor when those boxes are completed. Once the checklist is done, move the card to the next stage, which can trigger additional actions such as sending contracts or setting up accounts. This Trello‑based workflow works well for agencies. As for the forms, you can handle them either way: have your internal team fill them out on behalf of the client, or send the forms directly to the client’s client. Many agencies choose to collect the information themselves first, then forward the finalized request to the downstream client, which keeps everything safe and ensures the information is captured correctly.
First, don’t jump straight to automation—build a solid, money‑making process first. Only automate a step if the process already works and there’s clear value in automating it. Look at each part of your workflow: outreach, nurturing, closing, onboarding, fulfillment. Closing is tough to automate without advanced AI, so focus on onboarding and fulfillment where automation is realistic. Sketch out your process (e.g., with a Whimsical mind map) before touching any automation tools. For example, a simple onboarding flow might start with a payment trigger (Stripe), then create a ClickUp folder, add a list, insert standardized tasks, send an onboarding email with a calendar link, update the client status when a call is booked, run the call, fill out an onboarding form, send a creative brief to AI to pre‑generate assets, turn those into a Google Doc and slides, and add a tracking doc. Once you have that map, see which steps can be hooked up via APIs or webhooks—like using a payment‑intent‑succeeded webhook to automatically create the ClickUp folder and list. Steps that can’t be automated via API (e.g., creating the folder or list) would instead trigger a manual action, such as a Slack notification to your project manager, which then starts the next automatable segment. In short, optimize the process first, make sure it’s profitable, then automate as much as you can.
It's a good question. My AI automation agency sells AI automations—primarily a monthly strategy service where I outline the shortest line path a person needs to take to improve their business growth. I actually do the building, so I’ll build out the automations and so on. My coaching arm offers a zero‑to‑one roadmap on how to get up and running with an AI automation agency, showing people what they need to do to build an agency similar to mine, plus some higher‑level coaching and one‑on‑one sessions for specific problems. So I’m selling quite a bit. As for onboarding, if you’re talking about my AI automation agency, it’s pretty simple. I get them on a kickoff call; on that call I have them sign up to all the platforms they need—usually about 10 to 15 minutes. I have a step‑by‑step list for each platform, pretty straightforward. Then I guide them through it via screen share; Zoom’s annotation feature lets me draw on the screen as they sign up. I’ll literally underline the button they need to press, tell them to go over here, click that setting, etc. At the end I’ll do two‑factor authentication, log into all the services on my end to verify I have access, and then I also cover timelines and expectations, get them laughing, and get them excited and stoked about me solving a problem they’ve had for a while. That’s how my onboarding works in a nutshell.
I start with my sales skeleton from Maker School. First I build rapport and get the client laughing, then I ask why we’re talking now—what made my outreach stand out, why they’re on the call. I dive into their customer journey: where does the first contact happen (Facebook ads, cold email, referral), and how referrals are handled. I walk through every touchpoint—from onboarding to ongoing communication, updates, meetings, and fulfillment. I also ask about ROI, LTV, and the typical revenue per customer. From that information I can design a system to automate onboarding: a form that creates a brief, triggers an email after payment, generates a PDF, and even creates a ClickUp space for the client. This lets me quickly see where I can add value and propose a tailored solution.
Sure. When a new client signs a contract and the invoice is paid, the first step is a kickoff call. In that call you thank them, clarify the problem you’ll solve, reiterate the value you’re delivering, and cover timelines, communication channels, account sign‑ups, and any two‑factor‑authentication requirements. You walk them through signing up for every platform you’ll use, making sure all 2FA is set up, and you aim to have every account, email, and password ready by the end of the call—ideally stored in a password manager like 1Password, LastPass or Dashlane. Then you invite the client to your communication hub (Slack, email, WhatsApp, etc.) and establish a cadence for updates, such as a brief status every couple of days. From there you proceed with the automation build. The client pays for everything: the automation platform (Make.com), any niche tools you use (Naden, PandaDo, Instantly, Mailfinder, ClickUp, Slack, Apollo/Amplify, etc.). Because you have affiliate partnerships with most of these services, you include your referral links, which typically give you a 3‑5 % margin, providing a small side‑income that continues even after the project is handed off.