How do you onboard a new client with your assistant?
A client says yes, and then the work starts: welcome email, requesting details, creating a folder, planning the kick-off. How to have GENI handle that first week without it feeling robotic.
New to this topic? Start with Automation for solo businesses: 8 tasks that can run themselves from tomorrow
The short answer
As soon as a client agrees, GENI starts a fixed series of steps: a personal welcome email, a list of what you need from the client, a folder in your drive, a card in your CRM and a proposed kick-off in your calendar. You approve the welcome email and hold the first conversation. The rest runs by itself, and every client gets the same good start.
Why the first week counts
The first week after the yes decides how a client thinks about you. A quick welcome, clarity about what is expected of them, a meeting in the calendar: that builds trust. A week of silence, asking for the same details three times or a kick-off nobody schedules: that creates doubt, before the work has even begun.
Yet this is exactly where things often go wrong. Not because it is hard, but because it has to happen in between other work. And because it goes slightly differently every time, depending on who brought in the client.
The steps you capture
First write down what happens now after a yes. At most businesses it is something like:
- A welcome email with who the contact person is and what happens next.
- A list of what you need: details, access, documents, logos.
- A folder in Google Drive or OneDrive for all of this client's files.
- A card or deal in your CRM, with status "onboarding".
- A proposal for the kick-off, at a time that fits both calendars.
- A reminder if the client has not delivered anything after three days.
That is the series GENI does for you.
How to set it up
Step 1: connect your tools
For email and calendar, connect Gmail and Calendar, for the folder Google Drive, and for your client records your CRM, for example HubSpot or via CRM sync. The Client Onboarding skill puts the steps in sequence.
Step 2: write your welcome email properly once
Write the welcome email the way you would most like to send it, in your own tone. GENI uses it as a base and fills in the name, project and details per client. Also record what must never be in it, such as prices that are not final yet.
Step 3: define the trigger
What is the moment a client is "in"? A signed quote, a deal marked won in your CRM, a paid deposit. Pick one. At that moment the series starts.
Step 4: check everything the first time
For the first few clients, have GENI prepare every step as a draft. You look along and approve. Once it has gone well a few times, let the folder and CRM card be created automatically, and keep checking only the welcome email.
What you keep doing yourself
- The first conversation. The kick-off is when the client gets to know you. You do that yourself.
- Exceptions. A client with special wishes or a different schedule gets personal attention.
- Guarding the tone. Reread the welcome emails now and then. Do they still sound like you?
What an assistant may decide on its own and what not is covered in what may an AI agent decide on its own.
An example
A corporate photography studio gets a yes on a quote for a photo shoot. Within an hour the client receives a welcome email from the photographer with a short questionnaire: how many employees, which location, what clothing. In the drive a client folder is ready with a subfolder for the brief and one for the images. The deal is in the CRM as "onboarding". The photographer's calendar shows two options for a short preparatory call, and the client picks one via the link in the email.
Three days later the questionnaire has not come back. The client gets a friendly reminder. By day five everything is in and the call is in both calendars. The photographer only approved the welcome email.
After onboarding
A good start is the beginning. With the same approach you have GENI keep track of the rest of the client relationship: following up on quotes and invoices, as in following up quotes and invoices, and approaching clients at the right moment for a renewal with the Renewal & Upsell skill.
A good start leads to reviews
Customers who have a smooth start are more willing to write a review later. Add a step at the end of your process: after delivery, GENI asks the customer for a review at the right moment, with a direct link. The Reputation Engine tracks which customers have been asked and which reviews came in. How to pick the right moment is covered in the right moment for a review request.
That way the whole customer relationship, from first welcome to review, follows a fixed line, and you no longer forget a step because it was busy.
Frequently asked questions
Does this work with my CRM?
dGENIX has connections with the best-known CRM systems and a general sync. If you work with a spreadsheet, GENI can add a row there too.
Can the client pick a time for the kick-off?
If you use a scheduling link, for example via Calendly, GENI puts it in the welcome email.
What if a client has already sent details?
Then GENI only asks for what is still missing. Record where those details are kept, so it can check what is already there.
Where do I start?
dGENIX is in early access. Join the waitlist, or first read which task to automate first.
