Step Two | Onboarding Process

Objective:

To ensure a seamless and professional onboarding experience for clients by efficiently managing documents, automating communications, and transitioning clients through the onboarding pipeline.

Step-by-Step Guide

Step 1: Preparing and Sending the Agreement Document

1. Navigate to the Office Section of the system.

2. Go to the Documents tab.

3. Select Add Document and title the document appropriately (e.g., "Agreement - [Client Name]").

4. Select the client's contact name under the Contacts section.

5. Use the predestined document generator.

   • Review the document for accuracy.

   • Update custom fields such as the payment amount.

6. Save the document and click Generate Document.

7. Review the auto-generated email that will be sent to the client.

8. Hit Generate Document to finalize.

Step 2: Client and Internal Signing Process

1. Both you and the client will receive an email prompting you to sign the document.

2. On the client’s end:

   • They will receive a personalized link.

   • They will review, print their name, sign, and save the document.

3. On your end:

   • Access the document from the Activity Stream or directly via email.

   • Print your name, sign, and save the document.

4. Once all parties have signed, an automated email will notify both you and the client that the document is complete.

Step 3: Client Portal Invitation and Onboarding Checklist

1. The client will receive a Portal Invitation Email.

   • To customize this email, navigate to Email Templates > Accounts and Invitations.

2. The client will:

   • Log in to the portal and create their password.

   • Access their onboarding checklist.

   • Review and download the platform document, then mark it as reviewed.

Step 4: Completing the Onboarding Form and Scheduling

1. The client will proceed to the next checklist item to complete the onboarding form.

2. After filling out the form, they can schedule their onboarding session.

3. Once the form is submitted:

   • The client’s dashboard will update.

   • Notifications will be sent to you and the client regarding form completion and scheduled sessions.

Step 5: Transitioning Client Status

1. Access the CRM and locate the client’s profile.

2. Change the client’s status from "Onboarding" to "Active."

3. Remove the client from the onboarding circle and add them to the active circle.

4. This will:

   • Remove the onboarding checklist from their view.

   • Update their dashboard to display relevant active tasks.

Step 6: Creating and Managing Project Templates

1. Generate a new project template:

   • Click on the Plus (+) Button and select Project Generator.

   • Choose the appropriate client type and apply it.

2. Configure the project details:

   • Use predefined naming conventions (e.g., Consultant Task, Date, and Name).

   • Assign tasks to the coordinator (yourself).

   • Add task details, such as due dates and descriptions.

3. Optional: Add automations or folder generators to streamline processes.

Step 7: Sharing Files and Communication

1. Clients can:

   • Schedule calls with you.

   • Send direct messages through the portal.

   • View shared files in the Shared Files Folder.

2. Upload necessary documents to the Shared Files Folder for client access.

3. Ensure clients can view project progress and tasks in the portal.

Key Notes:

• Regularly review and update templates and automations for efficiency.

• Ensure all communication is clear and professional.

• Monitor notifications for timely responses and updates.

End of Process

If you have any questions or require additional assistance, please consult the system administrator or contact your supervisor.