Client onboarding, ready from day one.
When you close a client, your agent prepares the welcome, asks in one go for everything you need, proposes the kickoff and sets up the project. Then it kindly chases what is missing until everything is in.
- Nothing reaches a client without your yes
- Spots won deals in your CRM
- Never asks for passwords
Checklist done, by week
One list per client, sent once, beats ten scattered emails: most items now arrive in the first three days.
Waiting for your yes2
- Welcome · Halcyon Foods
What they hired in their words, the first two weeks, 5 things needed with dates and kickoff Wed 10:00 or Thu 16:00.
Approved. It goes out at the next run.Declined. The agent notes why and redrafts. - Project set-up
Halcyon folder in Google Drive from your template, context file and 8 first tasks in Asana.
Approved. It goes out at the next run.Declined. The agent notes why and redrafts.
Missing, by client
| Client | Missing | Status |
|---|---|---|
| Halcyon Foods | 5 | Welcome waits for your yes |
| Northwind | 3 | Reminder 2 of 3 sent |
| Juniper Labs | 1 | Kickoff Thursday |
| Maple & Rye | 0 | Ready to start |
Handed back to you
- Northwind · ad account access09:02Call notes ready
- Juniper Labs · password by email09:04Safe way explained
Halcyon Foods · what we need from them
| Item | Why | By | Status |
|---|---|---|---|
| Signed contract | To start work | Mon | In the folder |
| Logo and brand files | First designs | Tue | Missing |
| Invite to Meta Ads | Campaign audit | Wed | Missing |
| Product list | Content plan | Wed | Missing |
| Billing details | First invoice | Fri | Sales already has them |
Kickoff agenda, 45 minutes
- GoalsThe three goals from the accepted proposal, in their words.
- PeopleWho decides, who sends material, who approves designs.
- DatesFirst delivery on the 14th, as in the plan.
- OpenTwo questions sales left open, flagged with their source.
Welcomes and reminders
Reminders only go after two working days without an answer, and never more than three per item.
Reminder ready for Northwind
- ToAna, marketing lead at Northwind, from your mailbox and signed by you.
- AskAdd our account as a user in Meta Ads, with a two-line how-to.
- NeverAsks for a password or a key by email.
- NextIf this third one gets no reply, it comes to you to call.
Your first week with a client, before and after.
You today
- Write the welcome from scratch, or copy last client's and miss a name.
- Ask for files in five separate emails.
- Remember on day 8 that you still don't have their access.
- Set up folders and tasks by hand, a little different every time.
With your onboarding agent
- A welcome in your voice, ready for your yes the same day.
- One list of everything you need, with the why and a date.
- Friendly reminders after two quiet days, three at most.
- Every project set up from the same house template.
Its jobs, on a schedule.
It arrives with these jobs ready. Change any time, wording or channel before it starts.
- Weekdays · 9:00 and 14:00
New client check
Spots a won deal in your CRM, an acceptance email or a task you give it, and checks the client is not already being onboarded.
- For each new client
Welcome and kickoff
Drafts one welcome with what they bought, what you need and two real slots from your calendar, plus a 45-minute kickoff agenda.
- Same day, after your yes
Project set-up
Creates the folder from your template, a context file with sources and the first tasks in your project tool.
- Weekdays · 9:00
What is missing
Marks only what really arrived, and after two quiet working days drafts a friendly reminder. Three per item at most, then it is your call.
What it never does without you.
These always wait for your yes, in Brainstack, Slack, Telegram, Discord or email. You can tighten them, never loosen them by accident.
- Send anything to a clientAsks you first
- Create folders, tasks or events others seeAsks you first
- Change scope, price or datesAsks you first
- Charge, invoice or discountAsks you first
Halcyon Foods signed last night. Welcome is ready, with kickoff slots Wed 10:00 or Thu 16:00. Send it?
Approved. The welcome goes out under your name.Works inside the tools you use.
Each connection with exactly what the agent does in it. It also reads won deals from Holded, Attio or Close, works with monday, SharePoint and Microsoft calendar, and never stores a password anywhere.
- HubSpot
- Spots won deals and reads what was bought and the contacts
- Gmail
- Sees acceptance emails and what the client sent
- Sends the welcome and reminders after your yes
- Google Calendar
- Proposes real slots and prepares the kickoff invite
- Cal.com
- Offers your booking page for the kickoff
- Google Drive
- Creates the project folder from your template
- Google Docs
- Writes the context file and the checklist
- Notion
- Builds the client page if your projects live there
- Asana
- Creates the first tasks of the project
- Linear
- Creates the first tasks if your team uses Linear
- Slack
- Approvals and alerts in your channel
- Telegram
- Approve a welcome from your phone
Works great with these agents.
Hands over the accepted proposal, so onboarding starts from what you sold.
Takes over with a weekly report once the project starts.
Prepares the first invoice for your approval.
Briefs you before the kickoff and writes up what was agreed.
Part of every plan.
Your onboarding agent takes one agent slot in any plan, and you use your own Claude, ChatGPT or Gemini plan. No per-client fees.
Compare plans- Starter$99
- Growth$499
- Scale$999
Questions about onboarding.
How does it know I closed a client?
At 9:00 and 14:00 on weekdays it looks for a deal marked won in your CRM (HubSpot, Holded, Attio or Close), an acceptance email or signed contract in your mailbox, or a task you give it. Each client is onboarded once.
Does it ask clients for passwords?
Never. It asks the client to invite your account as a user, or to use your secure connections channel. If a client emails a password, it does not use it and tells you so it gets changed.
Will it pester my clients?
No. One list in one email, a reminder only after two working days without an answer, and three per item at most. After that it hands it to you to call.
Does it use my checklist or a generic one?
Yours, per service, from your company brain. If you have none, it drafts one the first time, you approve it and it uses that same one with every client.
Can it change what we agreed?
No. If a price, date or service does not add up with the proposal, it stops and asks you. Scope, price, dates and anything about money stay with you.
How much does it cost?
It is one of the agents in your plan: Starter at $99 a month includes 3, Growth at $499 includes 10 and Scale at $999 includes 25. Your AI plan is paid to its provider.
Where does client data live?
On a server only your company uses, with your connections kept in your own password vault and encrypted backups every 6 hours.