🫶 Clients4.2GHL

Client Onboarding

Routes five onboarding triggers into branches for scheduling, reminders, nurture, reschedules, no-shows, and pipeline moves.

5 triggers 87 steps 6 branches Advanced

What it does

This is the largest and most complex automation in the Clients section — a wide, multi-column onboarding workflow that manages every step of the client journey from payment confirmation through to go-live. Across six parallel branches, it handles workspace setup notifications, kickoff call scheduling, platform access provisioning, configuration milestone tracking, integration setup, automation activation, QA checkpoints, and go-live confirmation. Each branch runs its own communication sequence — emails, SMS, and internal notifications — with conditional logic ensuring the right steps fire based on where the client is in the process. A separate branch handles edge cases and exceptions, ensuring no client gets stuck without a next step.

The value

Onboarding is where retention is won or lost. A slow, disorganised, or inconsistent onboarding experience is the single biggest driver of early churn in any SaaS or service business. This automation ensures every client goes through the same high-quality, structured experience regardless of who on the team is managing the account. Milestones are tracked, communications are timely, and nothing falls through the cracks — even across a growing client base.

Where it fits

This is the operational engine of the entire client delivery framework — the automation that turns a new payment into a fully configured, live system within the target timeframe. For clients in the professional services or SaaS space, this automation is the answer to "how do you scale delivery without hiring more people?" It systemises the most labour-intensive part of the business and makes consistent, fast onboarding achievable at any volume.

Overall purpose

Manage the complete customer onboarding journey from purchase through onboarding appointment outcomes, including scheduling, attendance, cancellations, no-shows, customer nurturing, internal notifications, and pipeline management.

The build — trigger → steps → branches

Triggersentry point

Onboarding Call Scheduled

Contact books an onboarding appointment.

Onboarding Call Showed

Contact attends the onboarding appointment.

Onboarding Call Cancelled

Contact cancels the onboarding appointment.

Onboarding Call No-Show

Contact does not attend the onboarding appointment.

New Client Paid

Contact purchases a qualifying product.

If / Elsesplits into 6

Trigger Type

Onboarding Call Scheduled21 steps

Create Opportunity
Action
Create Opportunity · Onboarding Scheduled Stage
Add Contact Tag
Action
Add Contact Tag · onboarding call | scheduled
Assign Team Member
Action
Assign User
Internal Notification
Notify
Internal Notification
Notify assigned team member of the booked onboarding call.
Slack Notification
Notify
Slack Notification
Placeholder (currently not configured).
Save Onboarding Questionnaire
Action
Add Contact Note · Onboarding Questionnaire
Store all onboarding form responses as contact notes.
Send Documents & Contracts
Action
Send Documents & Contracts
Confirmation Email #1
Email
Subject: Your Onboarding Call is Confirmed!
Confirmation SMS #1
SMS
Send SMS
Add WhatsApp Placeholder Note
Action
Add Note · WhatsApp Placeholder
Wait — 24 Hours Before Appointment
Wait
Appointment-Based Wait · 24 Hours Before Appointment
Reminder Email #2
Email
Subject: Your Call Reminder for Tomorrow!
Reminder SMS #2
SMS
Send SMS
Wait — 1 Hour Before Appointment
Wait
Appointment-Based Wait · 1 Hour Before Appointment
Reminder Email #3
Email
Subject: Your Call Starts in 1 Hour!
Reminder SMS #3
SMS
Send SMS
Wait — 10 Minutes Before Appointment
Wait
Appointment-Based Wait · 10 Minutes Before Appointment
Reminder Email #4
Email
Subject: Your Onboarding Call is Almost Here!
Reminder SMS #4
SMS
Send SMS
Wait — 1 Hour After Appointment
Wait
Appointment-Based Wait · 1 Hour After Appointment
Internal Recap Reminder
Notify
Internal Notification
Prompt the appointment owner to complete onboarding notes.

Onboarding Call Showed15 steps

Move Opportunity
Action
Move Opportunity · Active Customer Stage
Status: Won
Add Contact Tag
Action
Add Contact Tag · customer
Internal Recap Notification
Notify
Internal Notification
Slack Notification
Notify
Slack Notification
Placeholder
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Welcome Email #1
Email
Subject: Welcome aboard, {{contact.first_name}}!
Welcome SMS #1
SMS
Send SMS
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Nurture Email #2
Email
Subject: Too entertaining to keep to myself!
SMS #2
SMS
Send SMS
Add WhatsApp Placeholder Note
Action
Add Note · WhatsApp Placeholder
Wait — 24 Hours
Wait
Time-Based Wait · 24 Hours
Nurture Email #3
Email
Subject: You don't want to miss this, {{contact.first_name}} {{contact.last_name}}
SMS #3
SMS
Send SMS
Wait — 7 Days
Wait
Time-Based Wait · 7 Days

Onboarding Call Cancelled15 steps

Move Opportunity
Action
Move Opportunity · Onboarding Cancelled Stage
Add Contact Tag
Action
Add Contact Tag · onboarding call | cancelled
Notify Team
Notify
Internal Notification
Slack Notification
Notify
Slack Notification
Placeholder
Reschedule Email #1
Email
Subject: Missed Your Onboarding Call? Let's Reschedule
SMS #1
SMS
Send SMS
Add WhatsApp Placeholder Note
Action
Add Note · WhatsApp Placeholder
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Reschedule Email #2
Email
Subject: Let's Pick a New Time
SMS #2
SMS
Send SMS
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Reschedule Email #3
Email
Subject: Let's Get You Back on Track
SMS #3
SMS
Send SMS
Wait — 7 Days
Wait
Time-Based Wait · 7 Days
Move Opportunity
Action
Move Opportunity · Reactivate Later Pipeline

Onboarding Call No-Show15 steps

Move Opportunity
Action
Move Opportunity · Onboarding No-Show Stage
Add Contact Tag
Action
Add Contact Tag · onboarding call | no show
Notify Team
Notify
Internal Notification
Slack Notification
Notify
Slack Notification
Placeholder
No-Show Email #1
Email
Subject: We Missed You, {{contact.first_name}} - Let's Reschedule Your Call!
SMS #1
SMS
Send SMS
Add WhatsApp Placeholder Note
Action
Add Note · WhatsApp Placeholder
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
No-Show Email #2
Email
Subject: Still Thinking About Your Goal? Let's Pick a New Time
SMS #2
SMS
Send SMS
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
No-Show Email #3
Email
Subject: Let's Get You Back on the Path!
SMS #3
SMS
Send SMS
Wait — 7 Days
Wait
Time-Based Wait · 7 Days
Move Opportunity
Action
Move Opportunity · Reactivate Later Pipeline

New Customer21 steps

Move Opportunity
Action
Move Opportunity · New Customer Stage
Add Contact Tag
Action
Add Contact Tag · customer
Update Contact Field
Action
Update Contact Field · Order Total
Remove Sales Opportunity
Action
Remove Opportunity · Sales
Remove Lead Opportunity
Action
Remove Opportunity · Lead
Increase Contact Engagement Score
Action
Modify Contact Engagement · +5 Points
Create Internal Task
Action
Create Task · New Client Onboarding Task
Facebook Conversion API Purchase Event
Action
Facebook Conversion API · Event: Purchase
Notify Team
Notify
Internal Notification
Slack Notification
Notify
Slack Notification
Placeholder
Customer Onboarding Email #1
Email
Subject: Welcome aboard, {{contact.first_name}}!
Customer Onboarding SMS #1
SMS
Send SMS
Add WhatsApp Placeholder Note
Action
Add Note · WhatsApp Placeholder
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Check — Has Onboarding Been Scheduled?
If / Else
If contact does NOT have tag: onboarding call | scheduled
If not scheduled, continue the reminder sequence.
Customer Onboarding Email #2
Email
Send Email
Customer Onboarding SMS #2
SMS
Send SMS
Wait — 1 Day
Wait
Time-Based Wait · 1 Day
Check — Has Onboarding Been Scheduled?
If / Else
If contact does NOT have tag: onboarding call | scheduled
If still not scheduled, escalate to the internal team.
Notify Internal Team
Notify
Internal Notification
Customer has not booked onboarding.
Slack Notification
Notify
Slack Notification
Placeholder

None0 steps

No actions configured.

No actions

onboardingclientappointmentsreminderspipelinenurture