✅ Onboarding OS System: Step-Gated Setup Checklist
📌 Objective:
Automate the entire client onboarding process—from payment to contract to kickoff call—so clients move fast, show up, and stick. No manual steps. No bottlenecks.
🔐 Step 0: Calendar + Zoom Integration
Goal: Auto-sync appointments and generate Zoom links to avoid missed calls.
✅ Completion:
Calendar synced with your OS
Zoom integration active
Time zone and availability verified
📅 Step 1: Create or Update Onboarding Calendar
Goal: Give new clients a place to book. No calendar = no kickoff.
✅ Completion:
Onboarding calendar created
Availability + buffer time set
Max calls per day/week configured
💳 Step 2: Set Up the Payment Trigger
Goal: Payment should kick off onboarding automation instantly.
✅ Completion:
Payment provider connected (Stripe/PayPal)
Payment form or checkout page live
Triggered automation drops client into onboarding
🔁 Step 3: Review Onboarding Automation
Goal: Ensure every step of onboarding fires automatically.
✅ Completion:
Client → Payment → Onboarding workflow triggers
Tags, pipeline stages, and tasks connected
Internal notification rules verified
📜 Step 4: Automate the Contract Flow
Goal: No more chasing contracts—automate the send + sign flow.
✅ Completion:
Contract created inside Forms or uploaded as PDF
Auto-sent via workflow after payment or booking
Client receives, signs, and confirmation is logged
💬 Step 5: Update Messaging Sequences
Goal: Keep clients informed with pre-call nudges and post-call follow-ups.
✅ Completion:
SMS + email reminders activated pre-call
WhatsApp message (optional) added
Follow-up after kickoff call confirms next steps
✅ Step 6: Configure Post-Call Outcomes
Goal: Automate what happens based on client attendance.
✅ Completion:
Outcome buttons: Showed / No-Show available
Showed → workflow sends next steps + task
No-Show → rebooking prompt or follow-up fired
Pipeline automatically updated
🧑💻 Step 7: Assign Team Tasks & Alerts
Goal: Everyone knows what to do, when to do it.
✅ Completion:
Tasks auto-assigned based on call status
Team alerts configured (Slack, email, etc.)
SOP or checklist shared inside team workspace
🧪 Step 8: Test the Entire Flow
Goal: Simulate everything from payment to kickoff.
✅ Completion:
Test payment submitted
Contract delivered + signed
Call booked via onboarding calendar
Follow-up sent
Pipeline updated + team notified
🔗 Step 9: Build or Optimize Booking Funnel
Goal: Make your confirmation page convert and inform.
✅ Completion:
Calendar embedded in post-payment confirmation
Redirect page confirms next step
Funnel has strong copy + clear CTA
🧠 Onboarding OS Outputs:
Once complete, you’ll have:
✅ A payment-triggered onboarding system
✅ A payment-triggered onboarding system
✅ A calendar with automated booking + Zoom link
✅ A signed contract on file without manual follow-up
✅ Messaging flows that increase show-up rates
✅ Pipeline tags and internal alerts that keep your team aligned
🛠 Want me to install this system into your OS?
I can:
- Auto-create the onboarding workflow
- Link your contract + calendar
- Set message templates and outcome logic
- Load tasks + alerts for your team
Want to activate it now? Or walk through it step-by-step GPT style?
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