System 2

Client Onboarding System

Transform chaotic client starts into seamless experiences. From payment to project kickoff — fully automated.

15min
Setup Time
Auto
Scheduling
100%
Professional
0
Manual Follow-ups

Save Hours

Eliminate back-and-forth emails, manual scheduling, and scattered project setup tasks

Impress Clients

Professional onboarding makes clients feel valued and sets the tone for quality work

Scale Faster

Onboard 10 clients as easily as 1 — your system handles the heavy lifting

Complete Onboarding Workflow

From payment to project start — everything happens automatically

1

Payment Received

TRIGGER

Client completes payment through Stripe, PayPal, or accepts service agreement

Stripe payment webhook
Manual trigger option
PayPal integration
Contract acceptance
2

Welcome Email Sent

INSTANT

Personalized welcome email sent automatically with next steps and onboarding form link

Subject: "Welcome to TAI Creative — Let's Get Started! 🚀"
Includes: Thank you message, what to expect, onboarding form link, contact info
3

Client Fills Form

CLIENT ACTION

Short onboarding form captures essential project information

Business name & website
Pain points & goals
Target workflows
Brand assets & access
4

Kickoff Call Scheduled

AUTO

Calendly link sent automatically for 15-minute project kickoff call

Calendly Integration
Client picks time, calendar syncs automatically
5

Notion Project Created

AUTO

Automated project workspace created in Notion with all client details pre-filled

Client name, contact info, project scope
Project task list with delivery timeline
Communication log for tracking updates
6

Smart Reminders

SCHEDULED

Automated reminders keep you and the client on track

24h Before Deadline
Internal reminder to review deliverables
Call Day Reminder
Both parties get meeting confirmation

Tools & Integrations

Connect your favorite tools to power the onboarding system

TRIGGER

Stripe

Payment webhook triggers entire onboarding sequence instantly

Use: Payment processing & automation trigger
CORE

Calendly

Automated scheduling for kickoff calls with calendar sync

Use: Meeting scheduling & reminders
CORE

Notion

Auto-create project workspace with client info and task list

Use: Project management & documentation
CORE

Email

Send welcome emails, form links, and reminders automatically

Use: Client communication
OPTIONAL

Form Builder

Create beautiful onboarding forms (Typeform, Google Forms, etc.)

Use: Collect client information
REQUIRED

Automation Hub

Connect all tools and orchestrate the entire workflow

Use: Workflow automation backbone

5-Step Setup Process

1

Connect Payment System

Set up Stripe webhook or manual trigger for payment events

2

Create Welcome Email Template

Design your welcome email with onboarding form link and next steps

3

Build Onboarding Form

Use Typeform or Google Forms to collect business info, goals, and assets

4

Setup Notion Project Template

Create a project template with tasks, timeline, and communication log

5

Connect Everything in Zapier/Make

Build the automation workflow connecting all tools together

Notion Project Template Structure

Client Info

  • • Business name
  • • Contact details
  • • Project scope
  • • Pain points

Task List

  • • Discovery phase
  • • Design & build
  • • Testing
  • • Delivery

Communication

  • • Update log
  • • Meeting notes
  • • Feedback
  • • Files
Professional Onboarding

Automate Your Client Onboarding

Give every client a world-class experience from day one. No manual work required.

Instant setup after payment
Auto-scheduled kickoff calls
Notion project spaces
Smart reminders