Client Onboarding Playbook
Full client onboarding — intake to 30-day review — in one Notion workspace. Duplicate it in 5 minutes. Get started — join Bodega Pass
What it is
The Client Onboarding Playbook is a fully documented, AI-assisted client onboarding process in Notion. Every step from signed contract to 30-day check-in is documented: what to do, what to send, what to ask, and when. The AI prompt set handles the writing — you fill in the client details and the prompts produce the deliverables.
What's in the playbook
- Client intake form — structured questions to gather everything you need before the kickoff call. Sends to a Notion database automatically if you use a form tool.
- Kickoff agenda — a ready-to-customize meeting agenda covering goals, success criteria, communication norms, and next steps. Includes a facilitator guide.
- Welcome email series — 3 emails: a welcome and intro, a setup guide, and a day-7 check-in. AI prompts generate personalized versions from the intake data.
- Progress check-in template — a weekly update structure for status, blockers, and next steps. Keeps clients informed without a call for every update.
- 30-day review template — a structured retrospective: what was delivered, what's next, and how to set up the next phase. Turns month-one into a natural upsell conversation.
Who it's for
- Agency owners onboarding new clients repeatedly — this becomes your standard process, not a one-off effort each time
- Consultants who want client onboarding to feel polished and professional without spending hours on it
- Service businesses where first impressions drive retention — a smooth onboarding is the beginning of a long relationship
What's included
- Notion template — ready to duplicate; all pages, databases, and views pre-built
- Step-by-step onboarding guide — what to do, in what order, and when
- AI prompt set — prompts for each email, agenda, and update; produces ready-to-send copy from client data
- Decision points — what to do when a client is unresponsive, scope changes, or kickoff gets delayed
- Example outputs — a completed intake, kickoff agenda, and welcome email so you know what good looks like
Common questions
- How long does setup take?
- Duplicating the template into your Notion workspace takes 5 minutes. Customizing it for your business — adding your logo, adjusting the questions, filling in your standard terms — takes 1–2 hours. After that, onboarding a new client takes under 30 minutes of active work.
- Do I need a paid Notion plan?
- The core playbook works on a free Notion account. Some database and automation features used for the intake form require a paid Notion plan — the product page notes which features these are and whether you need them for your setup.
- Can I use this for retainer clients and project clients?
- Yes. The playbook covers both engagement types. Retainer onboarding focuses on communication cadence and recurring deliverables; project onboarding focuses on scope, milestones, and handoff criteria. Both are documented.
- Can my team use the playbook I buy?
- Yes. The playbook is licensed for personal and team use. Duplicate it into your team workspace and share access. For a white-label version to deliver to clients as a product, check the product page for the extended license.
Join Bodega Pass for access to the Client Onboarding Playbook and every other playbook, agent, and workflow in the store.