> `YOUR GRACE AGENCY  /  AUTOMATION LAUNCH KIT  /  WORKFLOW 02 OF 05`
>
> **AUTOMATE. DELIVER. EMPOWER.**
> *Turn a confirmed engagement into a visible, owner-led first step.*

# 02 — Client Onboarding

**Outcome:** A newly confirmed client receives a clear, repeatable welcome path while your team gets a complete internal handoff.

## Use when

You begin client work after a signed agreement, approved proposal, paid deposit, or another explicit confirmation event.

## Workflow control card

| System detail | v1 decision |
| --- | --- |
| Primary signal | agreement or payment status meets your defined confirmation rule |
| Automation role | create the workspace, assign an owner, and prepare next steps |
| Human boundary | confirm scope, access requests, and client-facing communication |
| Safe launch mode | test records and a sample client workspace first |

> **APPROVAL BOUNDARY**
> This workflow prepares the handoff. A human confirms scope, permissions, and every client-facing message.

## Inputs

| Required field | Example |
| --- | --- |
| Client / company name | Northstar Studio |
| Primary contact | Maya Rivera · maya@northstar.co |
| Confirmed service | Launch strategy sprint |
| Start date | September 8 |
| Scope source | signed proposal link |
| Account owner | Grace |
| Access needs | shared folder + kickoff booking link |

## Trigger

**A deal moves to `confirmed`** only after your defined commercial checkpoint is complete.

## Workflow steps

1. **Verify** that client name, primary contact, confirmed service, start date, and scope link are present. Missing data goes to `onboarding review`.
2. **Create** a client workspace from a reusable template: project record, task list, and shared folder structure.
3. **Copy** only the confirmed scope and dates into the workspace. Do not copy internal pricing notes, negotiation history, or private payment details.
4. **Assign** the account owner and any delivery collaborators; create tasks for the kickoff, intake form review, and first milestone.
5. **Prepare** a welcome email/message draft with the kickoff link, intake request, and what happens next. Require owner approval before sending.
6. **Notify** the delivery team with a one-page handoff: who the client is, what was sold, success criteria, boundaries, and first due date.
7. **Set** a 48-hour check task to confirm the client has access and knows the next action.

## Outputs

- Project/workspace created from a known template
- Owner, scope, date, and success criterion visible in one place
- Draft welcome message and internal handoff
- A 48-hour access check task

## Tool-agnostic setup notes

- Keep a manual “confirmed” checkpoint instead of triggering from a casual verbal yes.
- Maintain a single project-template source. Changes to the template should be versioned so old projects are not changed unexpectedly.
- Use an access checklist rather than auto-inviting every collaborator; some clients require specific permissions or domains.
- If your platform cannot create folders, create a task titled `Create client folder` with the template path rather than pretending the folder exists.

## Completed example

**Trigger:** Northstar Studio pays the deposit and the owner sets the deal to `confirmed`.  
**Actions:** The workflow creates `Northstar — Launch Sprint`, adds an intake task due September 2, assigns Grace, and drafts a welcome note.  
**Check:** The 48-hour task confirms Maya received the intake link and can access the shared folder.

## Edge cases

- **Deposit paid but contract not signed:** do not trigger onboarding; create a review task instead.
- **Start date is within 48 hours:** flag as urgent and notify the owner; do not assume standard lead time.
- **Multiple stakeholders:** use one primary contact and list other stakeholders as collaborators, with their role and permissions.
- **Client pauses before kickoff:** set workspace status to `on hold`; do not delete records or send the normal welcome sequence.

## QA checks before launch

- [ ] The trigger excludes unconfirmed or refunded deals.
- [ ] A missing scope link blocks automatic workspace creation.
- [ ] Duplicate events do not create duplicate projects.
- [ ] The welcome message is drafted, not automatically sent.
- [ ] Internal handoff omits sensitive payment and negotiation data.

## Expected outcome

Every confirmed client has the same first-day clarity: access, owner, scope, kickoff path, and next action.

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`YOUR GRACE AGENCY  ·  WORKFLOW 02 / CLIENT ONBOARDING  ·  HUMAN REVIEW REQUIRED FOR CLIENT COMMUNICATION`