Internal process
How a client gets onboarded
Four stages from the moment they pay. Most of it is them, on one page, at their own pace. Your part is about five minutes.
You and the team
The client
Still manual
1
Trigger
They sign and pay
Nothing in the system moves before this. Onboarding starts on money, not on a promise.
You
- Close the deal and take the first payment.
- Know one thing: are we filming, running ads, or both? If unsure, leave it, they get asked.
Them
Nothing yet.
2
About five minutes
You set them up
One command does most of it. The only thing you write yourself is the send.
You
- Say "onboard [client]". It builds their Drive folders, their Notion edit guide, and drafts the welcome email with their hub link inside.
- Read the draft, then send it. One button, one link, no checklist in the email.
- Attach their agreement and first invoice to the agreement step on the board.manual
Them
- Get one email with one button.
3
Their own pace, saves as they go
They work through it
Ten general steps for every client. Then two questions decide whether they get the filming steps, the ads steps, both, or neither.
Them, the general ten
- Two short videos, then their mobile number for the WhatsApp chat.
- Sign the agreement and save a card on Stripe. Nothing is charged.
- Fill in the onboarding form, four parts, saves as they type.
- Upload brand assets and any footage they already have, straight into their Drive folder.
- Send their social handles, then a last video on what happens next.
You, while they do it
- Watch the board. It shows what each client is stuck on and for how long.
- When the board says form submitted, read their answers and fill in their edit guide.
- Chase anything amber. Amber is three days of nothing, red is seven.
Are we filming for you?
Yes adds four steps
- Software overview, Drive, Notion and Frame.io
- Book their first shoot day
- Shoot prep, we pick the location and who is on camera, they make sure it is ready
- How they review and approve edits
Are we running your ads?
Yes adds six steps
- The four Meta shares, page, ad account, pixel, Instagram
- A card on their own ad account, and the budget agreed
- A live privacy policy, Meta refuses lead forms without one
- The ads brief, and who answers the leads
- Google Analytics access, optional
Everything they do lands in all of these, on its own
The board live progress
Notion Clients CRM stage, Drive link, notes
Notion Edit Guide Form their answers
Google Drive their files
Stripe saved payment method
Ads Intake if they are on ads
4
Handover
They are live
The board shows them at 100 percent and their Notion stage reads Onboarding Complete.
You
- Run the success call. Not in the hub, it is a real conversation.manual
- Move them on in GoHighLevel until the sync is running again.manual
- Shoot day, or campaign build. Normal delivery from here.
Them
- Nothing outstanding. Their page says so.
What is still on a human
Four things the hub does not do. Worth knowing so nobody assumes they are handled.
Agreement and invoiceYou send them. The hub only displays them on the right step.
Success callNot in the hub at all. Book it when they finish.
GoHighLevel stageNotion updates itself. GHL follows only once the sync is running again.
Direct DebitCard works. Bacs needs activating on the Stripe account first.