bizops-client-onboarding

Client Onboarding

Overview

A comprehensive new client onboarding workflow that takes basic client information and sets up everything needed for a successful working relationship. In one pass, it creates: a contact entry in the people directory, a project file for their work, a welcome email draft, an onboarding checklist, and an initial meeting agenda. Everything is cross-linked so the AI can find client context from any entry point.

When This Skill Applies

• User signs a new client and needs to set everything up
• User says "onboard {client name}" or "new client: {name}"
• User asks to set up files for a new client
• User needs a welcome email drafted for a new client
• User wants to create an onboarding checklist
• User mentions client intake or client setup
• User says "I'm starting to work with {name}" in a client context

Pre-Flight — Business Preferences

1. Search Cloud Brain: search_notes with query "bizops client onboarding preferences" (folder: brain/preferences)
2. If found: Display as a table, confirm, then proceed
3. If not found: Ask in ONE message:
   • Business name and industry
   • Type of work you do for clients (consulting / coaching / services / products / other)
   • Standard payment terms (Net 15 / Net 30 / Due on receipt)
   • Your preferred communication style with clients (formal / casual / email-first / text-first)
   • Save to Cloud Brain: write_note → title: bizops-onboarding-preferences, folder: brain/preferences
4. Apply throughout: use business name in welcome emails, service type for checklist customization, payment terms in project files
5. Show banner at top of every output:

   🤝 Client Onboarding | {Business Name} | {Service Type} | Preferences: ✓ loaded
   

   Add: "Say 'update my onboarding preferences' to change settings."

How It Works

Step 1: Gather Client Information

Extract from the user's message (ask for essentials if missing, skip non-essentials):

Essential:

Field	Description
Client Name	Full name of the primary contact
Company/Entity	Business name (if applicable)
Service/Engagement	What you are doing for them

Helpful but Optional:

Field	Description	Default
Email	Primary email	"TBD — ask during first call"
Phone	Primary phone	"TBD"
Address	Mailing/billing address	"TBD"
How They Found You	Referral, social, website, etc.	"Not specified"
Engagement Value	Dollar value of the deal/contract	"TBD"
Start Date	When the engagement begins	Today's date
Key Dates	Any important deadlines	None
Special Notes	Preferences, requirements, context	None

Step 2: Create Contact Entry

Use mcp__cloud-brain__write_note with:

• title: {Full Name}
• folder: people
• tags: ["person", "client", "active"]
• content: The contact record in this structure:

# {Full Name}

> **Role:** Client
> **Company:** {company}
> **Status:** Active
> **Since:** {YYYY-MM-DD}
> **Priority:** {High if active engagement}

## Contact Info

| Field | Value |
|-------|-------|
| Email | {email} |
| Phone | {phone} |
| Address | {address} |
| Preferred Contact | {email/phone/text} |

## Relationship Context

- **How they found us:** {source}
- **Engagement:** {what we are doing for them}
- **Value:** ${amount}
- **Start Date:** {date}

## Key Notes

- {any special notes, preferences, or context}

## Interaction History

| Date | Type | Summary |
|------|------|---------|
| {today} | Onboarding | Client onboarded. Files created. |

## Linked Notes

- Project: [[{Client Name} — {Engagement Type}]]
- Invoices: search Cloud Brain for "invoice {client-slug}"

Step 3: Create Project File

Use mcp__cloud-brain__write_note with:

• title: {Client Name} — {Engagement Type}
• folder: projects
• tags: ["project", "client", "active"]
• content:

# {Client Name} — {Engagement Type}

> **Status:** In Progress
> **Priority:** High
> **Client:** [[{Full Name}]]
> **Start Date:** {YYYY-MM-DD}
> **Target Completion:** {date or "Ongoing"}
> **Value:** ${amount}

## Scope

{Description of what is being delivered, key deliverables, and boundaries}

## Milestones

| # | Milestone | Target Date | Status |
|---|-----------|-------------|--------|
| 1 | Onboarding complete | {date} | In Progress |
| 2 | {milestone} | {date} | Not Started |
| 3 | {milestone} | {date} | Not Started |
| 4 | Final delivery / Close | {date} | Not Started |

## Tasks

- [ ] Complete onboarding checklist
- [ ] Send welcome email
- [ ] Schedule kickoff call
- [ ] {task specific to engagement}
- [ ] {task specific to engagement}

## Notes

- {date}: Client onboarded. Engagement initiated.

## Blockers

None currently.

Step 4: Generate Welcome Email Draft

Use mcp__cloud-brain__write_note with:

• title: Welcome Email — {Client Name}
• folder: drafts
• tags: ["draft", "email", "client-onboarding"]
• content:

# Welcome Email — {Client Name}

> **To:** {client email}
> **Subject:** Welcome! Here's what to expect working with us

---

Hi {First Name},

Welcome aboard! I'm excited to start working together on {brief description of engagement}.

Here's what happens next:

**1. Kickoff Call**
We'll schedule a {30/60}-minute call to align on goals, timeline, and expectations. I'll send a calendar invite shortly.

**2. Information I'll Need From You**
To get started, I'll need a few things:
{bulleted list of items needed — documents, access, info, etc. Customize based on engagement type}

**3. How We'll Communicate**
{Communication preferences — email for formal, text/call for urgent, weekly check-ins, etc.}

**4. Timeline**
{Brief overview of key dates and milestones}

If you have any questions in the meantime, don't hesitate to reach out. Looking forward to getting results.

Best,
{User's name}
{User's title/company}
{Contact info}

Step 5: Generate Onboarding Checklist

Use mcp__cloud-brain__write_note with:

• title: Onboarding Checklist — {Client Name}
• folder: projects
• tags: ["checklist", "client-onboarding", "active"]
• content:

# Onboarding Checklist — {Client Name}

> **Created:** {date}
> **Target Completion:** {7-14 days from start}

## Pre-Kickoff

- [ ] Contact entry created in Cloud Brain (people folder)
- [ ] Project file created in Cloud Brain (projects folder)
- [ ] Welcome email sent
- [ ] Kickoff call scheduled
- [ ] Client info collected (email, phone, address)

## During Kickoff

- [ ] Goals and expectations aligned
- [ ] Timeline and milestones confirmed
- [ ] Communication preferences established
- [ ] Key contacts identified (if company has multiple stakeholders)
- [ ] Required documents/access requested

## Post-Kickoff

- [ ] Meeting notes filed
- [ ] Action items documented in project file
- [ ] First deliverable/milestone scheduled
- [ ] Follow-up email sent with meeting summary
- [ ] Invoice configuration set up (if applicable)

## Engagement-Specific Items

- [ ] {Custom item based on service type}
- [ ] {Custom item based on service type}
- [ ] {Custom item based on service type}

## Handoff to Active Work

- [ ] All onboarding items complete
- [ ] Client confirmed ready to proceed
- [ ] Project status updated to "Active"
- [ ] First milestone work initiated

Step 6: Generate Initial Meeting Agenda

Use mcp__cloud-brain__write_note with:

• title: Kickoff Agenda — {Client Name}
• folder: drafts
• tags: ["draft", "agenda", "client-onboarding"]
• content:

# Kickoff Meeting Agenda — {Client Name}

> **Date:** {TBD — to be scheduled}
> **Duration:** 30-60 minutes
> **Attendees:** {User}, {Client Name}

---

## 1. Introductions and Context (5 min)
- Quick personal intros (if not already acquainted)
- How they found us / what prompted the engagement

## 2. Goals and Expectations (10 min)
- What does success look like for them?
- Primary goals for this engagement
- Any concerns or past experiences to be aware of

## 3. Scope and Deliverables (10 min)
- Confirm what is being delivered
- Clarify what is NOT included (boundaries)
- Walk through milestones and timeline

## 4. Process and Communication (10 min)
- How we will work together (tools, frequency, style)
- Preferred communication channel and response time expectations
- Who are the decision makers / points of contact
- How we handle changes or scope adjustments

## 5. Information and Access Needed (10 min)
- Documents, credentials, or data needed from the client
- Any third-party introductions required
- Timeline for providing these items

## 6. Next Steps (5 min)
- Confirm immediate action items for both sides
- Set the next check-in or milestone date
- Any questions?

---

## Post-Meeting Action Items

| # | Action | Owner | Due |
|---|--------|-------|-----|
| 1 | {action} | {who} | {when} |
| 2 | {action} | {who} | {when} |
| 3 | {action} | {who} | {when} |

Step 7: Cross-Link Everything

Ensure all created notes reference each other using [[wiki-links]]:

• Contact note links to project note and mentions invoice folder
• Project note links to contact note
• Welcome email references are in the onboarding checklist
• All notes use consistent client naming

Step 8: Report What Was Created

Present a summary of everything created to the user.

Output Format

CLIENT ONBOARDING COMPLETE — {Client Name}
============================================

Notes Created in Cloud Brain:
  1. Contact:   people/{Full Name}
  2. Project:   projects/{Client Name} — {Engagement Type}
  3. Checklist: projects/Onboarding Checklist — {Client Name}
  4. Welcome:   drafts/Welcome Email — {Client Name}
  5. Agenda:    drafts/Kickoff Agenda — {Client Name}

Next Steps:
  1. Review and send the welcome email
  2. Schedule the kickoff call
  3. Collect required info from the client
  4. Work through the onboarding checklist

Client Summary:
  - Name: {name}
  - Company: {company}
  - Engagement: {type}
  - Value: ${amount}
  - Start Date: {date}

Example Usage

User: "Onboard John Martinez from Apex Solutions. He wants a 3-month consulting engagement at $2,000/month. His email is [email protected]."

AI: Creates all 5 notes in Cloud Brain: contact entry with full info, project file scoped to a 3-month consulting engagement at $6,000 total, welcome email referencing consulting deliverables, onboarding checklist customized for consulting (adding items like "confirm project scope", "schedule kickoff call", "share intake questionnaire"), and a kickoff agenda focused on goals and timeline. Reports everything created.

User: "New client: Sarah Chen, strategy consulting engagement, $5K/month retainer"

AI: Creates full onboarding package for a consulting client. Adapts the checklist and agenda for a retainer-style engagement. Welcome email references monthly deliverables and check-in cadence.

User: "I just closed a deal with Marcus Thompson. Set everything up for him."

AI: Asks for minimal missing info (company, engagement type, contact details) then runs the full onboarding workflow.

User: "Bring on ABC Corp as a client — they need a full marketing package"

AI: Creates contact entry for the company, project file for the marketing package work, and all onboarding materials. Adapts the checklist to include project-specific items (brand assets, target audience info, campaign goals).

Files Created Summary

Every client onboarding creates exactly 5 notes in Cloud Brain:

#	Note	Folder	Purpose
1	Contact Entry	people	Full contact record with relationship context
2	Project File	projects	Scope, milestones, tasks, timeline
3	Welcome Email Draft	drafts	Ready-to-send welcome email (reads brand voice from CLAUDE.md)
4	Onboarding Checklist	projects	Pre-kickoff, during kickoff, post-kickoff items
5	Kickoff Meeting Agenda	drafts	Structured agenda for the first meeting

Onboarding Checklist Detail

The checklist includes these universal items (plus engagement-specific items added dynamically):

Pre-Kickoff

• Contact entry created in Cloud Brain (people folder)
• Project file created in Cloud Brain (projects folder)
• Contract signed (or agreement in place)
• Payment received (initial deposit or first invoice)
• Access granted (any tools, portals, or shared resources)
• Kickoff call scheduled
• Welcome email sent
• Intro email sent to relevant team members

During Kickoff

• Goals and expectations aligned
• Timeline and milestones confirmed
• Communication preferences established
• Key contacts identified
• Required documents/access requested

Post-Kickoff

• Meeting notes filed
• Action items documented in project file
• First deliverable/milestone scheduled
• Follow-up email sent with meeting summary
• Invoice configuration set up (if applicable)

Error Handling

• If user does not provide a client name: Ask specifically: "What is the client's name? I need at least a first and last name to create their records."
• If user does not provide an engagement type or service description: Ask: "What type of work are you doing for this client? (e.g., consulting, project work, coaching, design, etc.) This helps me customize the onboarding materials."
• If a contact entry already exists for this person: Use search_notes to check first. If found, do not create a duplicate. Read the existing note and inform the user: "A contact entry already exists for {name}. I'll update their existing record with the new client engagement info rather than creating a duplicate." Then use write_note to update the existing note with the new engagement context.
• If CLAUDE.md cannot be read for brand voice: Fall back to a professional, direct tone for the welcome email. Note to user: "I couldn't read your CLAUDE.md for brand voice, so I used a professional default. Feel free to adjust the tone."
• If the user provides partial info (missing email, phone, etc.): Proceed with what is available. Fill missing fields with "TBD" in the contact entry. Note in the onboarding checklist: "[ ] Collect missing contact info: {list of missing fields}."
• If the user wants to onboard a company (not an individual): Create the contact note using the company name as the title (e.g., "ABC Corp") with a "Primary Contact" field. Adjust the welcome email salutation to address the primary contact person if known, or use the company name.
• If the user cancels midway or asks to redo: Any notes already created remain in place. The user can re-run the command to regenerate specific notes, or manually update what they do not want.