Create an Onboarding Sequence for New Clients

Deliver a smooth, professional start — without reinventing the wheel every time.

June 24, 2025 | David

Background & Why This Matters

The first impression sets the tone for everything.

When someone signs up for your program, books a package, or starts a new service — they want to feel supported, confident, and clear on what happens next. If you’re manually emailing every new client with “what to expect,” you’re not just burning time… you’re risking inconsistencies and missed steps.

A simple automated onboarding sequence ensures every client receives the same high-quality welcome — freeing you up to focus on delivery.

What You’ll Achieve

You’ll create a step-by-step onboarding system that:

Sends welcome emails or videos automatically
Shares key resources (intake form, scheduling link, policies, FAQs)
Sets expectations and builds trust
Helps clients feel cared for — without extra effort from you

What to Expect After Setup

Every client starts with confidence and clarity
You get fewer questions about “what now?”
Onboarding becomes seamless and scalable

What You’ll Need

You’ll only need 45-90 minutes and free/low-cost tools to get started:

Email platform like ConvertKit, MailerLite, Flodesk, Practice
Optional vide intro like Loom, Vimeo, YouTube (unlisted), embedded in email
File hosting or intake forms like Google Drive, Tally.so, Typeform, Notion
Optional automation like Zapier or native email automations

Step-by-Step Instructions

Let’s walk through using ConvertKit.

✅ Step 1: Create a Welcome Email Sequence

In ConvertKit, go to Sequences → New Sequence
Create 2–4 emails for onboarding:

Email 1 – Welcome + What Happens Next

Personal greeting
Confirmation they’re in
What to expect in the first session
Include scheduling link or intake form

Email 2 – About the Experience

Explain your process, what makes you different
Set expectations: how to communicate, frequency, cancellations, etc.

Email 3 – Resources

Share PDFs, video links, FAQs, or setup guides
Examples: how to prep for your first call, what to bring to a session, etc.

Email 4 – Encouragement + Quick Win

Short tip, mindset boost, or simple action they can take today
Helps build momentum before they even meet you

✅ Step 2: Create a Trigger Automation

In ConvertKit, go to Automations → New Automation
Trigger: “Tag added → New Client” (or “Purchase: [Service]”)
Action: Subscribe them to the Onboarding Sequence
Optional: Add a delay between emails (1–2 days apart is great)

✅ Step 3: Connect Trigger to Your Booking or Payment System

If using Tally.so: Tag users after form submission → start onboarding
If using Stripe or Podia: Trigger automation after successful purchase
If using Practice: Add a new client to a workflow with built-in emails
Or use Zapier to connect your checkout form → ConvertKit

✅ Step 4: Test the Full Flow

Run a test from form or booking to make sure:
- You’re tagged properly
- Emails go out on time
- Links work (booking, forms, files, etc.)
Make tweaks as needed for tone or clarity

Want this done for you?

Book a free 30-min AI Strategy Connect — we’ll look at your workflow and I’ll show you how to set it up or handle it for you.