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Client Onboarding Call Checklist
Set your clients up for success from day one with this comprehensive onboarding checklist.
📋 The Checklist
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# Client Onboarding: [Client Name]
**Date:** [Date]
**Duration:** 45-60 minutes
## Pre-Call Preparation
- [ ] Send welcome email with meeting link
- [ ] Share onboarding materials 24h ahead
- [ ] Review signed contract and scope
- [ ] Prepare client portal access
- [ ] Set up communication channels
## Welcome & Introductions (5 min)
- [ ] Welcome client and thank them for choosing us
- [ ] Introduce team members and roles
- [ ] Set agenda expectations
## Review Agreement & Scope (10 min)
- [ ] Confirm project scope and deliverables
- [ ] Review timeline and key milestones
- [ ] Clarify any questions about the contract
- [ ] Confirm budget and payment schedule
## Set Up Communication (10 min)
- [ ] Share communication channels (email, Slack, etc.)
- [ ] Establish response time expectations
- [ ] Schedule recurring check-in meetings
- [ ] Share escalation process for urgent issues
## Technical Setup (10 min)
- [ ] Provide client portal login credentials
- [ ] Walk through portal navigation
- [ ] Set up integrations (if applicable)
- [ ] Test access to shared tools/platforms
- [ ] Share security and privacy policies
## Gather Requirements (10 min)
- [ ] Confirm key stakeholders on client side
- [ ] Understand decision-making process
- [ ] Identify any constraints or dependencies
- [ ] Discuss brand guidelines and preferences
- [ ] Collect necessary assets and materials
## Next Steps & Timeline (5 min)
- [ ] Review immediate next steps
- [ ] Confirm first milestone deadline
- [ ] Assign action items with owners
- [ ] Schedule next meeting
- [ ] Share project roadmap
## Action Items
- [ ] @[Team]: [Action] - Due: [Date]
- [ ] @[Client]: [Action] - Due: [Date]
- [ ] @[Team]: [Action] - Due: [Date]
## Follow-up (Within 24 hours)
- [ ] Send meeting summary and recording
- [ ] Share welcome packet with resources
- [ ] Send calendar invites for recurring meetings
- [ ] Confirm all access credentials work
- [ ] Check in on any blockers💡 Pro Tips
- Over-communicate early - Set clear expectations from the start
- Record the call - Clients appreciate having a reference
- Assign a main point of contact - One person they can always reach
- Create a welcome packet - FAQs, resources, team contacts
- Schedule the next meeting - Before you hang up
✅ Common Onboarding Mistakes to Avoid
- ❌ Information overload - Don't try to cover everything in one call
- ❌ Skipping technical setup - Verify access works before ending
- ❌ Unclear next steps - Always end with specific action items
- ❌ No follow-up - Send summary within 24 hours
- ❌ Missing stakeholders - Make sure decision-makers are present
🚀 Skip the Note-Taking
Potato joins your onboarding calls and does work while you talk. Questions answered in 30 seconds, documents created live. Decisions and actions are captured automatically.