Onboard a new client, from yes to first session
The full path after a client says yes, in order, with a link to the guide for each piece, so nothing falls through the cracks.
A client said yes. Here's the order that gets them signed, paid, welcomed and booked without a pile of back-and-forth emails. Each step links to the full guide, so this page stays short.
Before you start
- Time: about 20 minutes per client once your templates exist. The first time, set aside an afternoon to build the reusable pieces (contract template, intake form, welcome email).
- You need: sending email set up, and Stripe connected if you take payment. See Set up sending email for your workspace and Connect Stripe, live and test mode.
- Good to know: build each piece once as a template, then reuse it for every new client.
Steps
Step 1: Add them as a contact
If they aren't in Contacts yet (for example, they found you by referral), add them: Contacts > Add Contact > Add Manually, then Create Contact. Add a tag like new-client so you can find everyone in onboarding. See Add a contact and find your way around Contacts and Tags and custom fields, in plain terms.
Step 2: Send the agreement
In Payments > Docs, click Use on your coaching agreement template, add the client as the signer, fill in their details, and click Send. You can add a payment field to the agreement if you want them to pay as they sign. See Send a contract or proposal for signature.
Step 3: Take the first payment
Pick one, if the agreement didn't already collect it:
| Use | When |
|---|---|
| An invoice | Set amounts, due dates, or a deposit and balance. See Send an invoice and record payments. |
| A payment link | A fixed price you can text or email in a minute. See Share a payment link. |
Step 4: Send your intake form
Build your intake form once, with each answer saved to the right contact field. Then send its link (from Integrate at the top of the form builder) in your welcome email. Answers land on the client's contact page. See Build a form and put it on your website and Send form answers to the right contact fields.
Step 5: Send a warm welcome email
Write it once as a template: what happens next, the intake form link, how to book, and how to reach you. Send it from Conversations, or let a Tag Added workflow send it when you add the new-client tag. See Create an email template, Reuse replies with message templates and Build your first workflow.
Step 6: Invite them to your portal
If you share courses or resources, go to Learning > Manage > Portal, click Invite to Portal, enter their email and name, tick what they should get under Enroll in courses, and click Send Invitation. Tell them in your welcome email that the invite is coming. See Invite clients and give them course access and How your clients sign in.
Step 7: Get the first session booked
Send your booking link (on the service card, Copy booking link), or book it for them in Calendar > Appointments > New Appointment. Make sure confirmations and reminders are set the way you want. See See, reschedule and cancel your appointments, Set confirmations, reminders and calendar defaults and, for texts, Send appointment reminder texts.
Do it once as yourself
Before your first real client, run the whole path with a second email address of your own. You'll see every email and page the way your client will.
Check it worked
- The client's contact page shows the signed agreement, the payment, their intake answers and an upcoming appointment.
- They've accepted the portal invite (if you sent one) and can sign in.
If something's off
- An email or invite never arrived: see Find out why an email didn't send.
- The agreement won't send: the Fix these before sending checklist names what's missing. See Send a contract or proposal for signature.
- Intake answers aren't on the contact: check Save Answer To on each field. See Send form answers to the right contact fields.
- Your client can't find the community: they need to join your plan. Send them the join link. See Give members access to your community.