Client Onboarding System

Client Onboarding System

Streamlined onboarding process for Support Forge consulting clients.

Onboarding Phases

1. INTAKE → 2. SETUP → 3. KICKOFF → 4. HANDOFF
   │           │          │           │
   │           │          │           └─ Documentation
   │           │          └─ First session
   │           └─ Access & tools
   └─ Questionnaire

Phase 1: Client Intake Questionnaire

Basic Information

CLIENT INTAKE FORM
==================

CONTACT INFORMATION
-------------------
Full Name:
Title/​Role:
Company Name:
Email:
Phone:
Preferred Contact Method: [ ] Email [ ] Phone [ ] Text [ ] Slack

COMPANY DETAILS
---------------
Industry:
Company Size: [ ] Solo [ ] 2-10 [ ] 11-50 [ ] 51-200 [ ] 200+
Website:
Location:

HOW DID YOU HEAR ABOUT US?
--------------------------
[ ] Referral (from whom?): ________________
[ ] Website
[ ] LinkedIn
[ ] Other: ________________

Project Information

PROJECT DETAILS
===============

What brings you to Support Forge today?
_______________________________________

What's the primary problem you're trying to solve?
_______________________________________

What does success look like for this project?
_______________________________________

Timeline:
[ ] ASAP
[ ] Within 2 weeks
[ ] Within 1 month
[ ] Within 3 months
[ ] Flexible

Budget Range:
[ ] Under $1,500
[ ] $1,500 - $3,500
[ ] $3,500 - $7,500
[ ] $7,500 - $15,000
[ ] $15,000+
[ ] Not sure / Need guidance

Technical Assessment (AI Enablement)

TECHNICAL BACKGROUND
====================

Current Tech Stack:
- Primary OS: [ ] Windows [ ] Mac [ ] Linux
- Code Editor: [ ] VS Code [ ] Cursor [ ] Other: ______
- Version Control: [ ] GitHub [ ] GitLab [ ] None [ ] Other: ______

Experience Level:
- Programming: [ ] None [ ] Beginner [ ] Intermediate [ ] Advanced
- AI Tools: [ ] None [ ] Beginner [ ] Intermediate [ ] Advanced
- Command Line: [ ] None [ ] Beginner [ ] Intermediate [ ] Advanced

Current AI Tools Used:
[ ] ChatGPT
[ ] Claude (web)
[ ] Claude Code
[ ] GitHub Copilot
[ ] Cursor
[ ] Other: ________________
[ ] None

What would you like to accomplish with AI?
_______________________________________

Services/​Integrations Needed:
[ ] Email (Gmail/​Outlook)
[ ] Calendar
[ ] GitHub
[ ] Slack
[ ] Database
[ ] AWS
[ ] Google Cloud
[ ] Custom APIs
[ ] Other: ________________

Website/​Development Intake

WEBSITE PROJECT DETAILS
=======================

Project Type:
[ ] New website
[ ] Website redesign
[ ] Add features to existing site
[ ] E-commerce
[ ] Web application
[ ] Other: ________________

Do you have existing:
- Domain? [ ] Yes: _____________ [ ] No
- Hosting? [ ] Yes: _____________ [ ] No
- Branding/​Logo? [ ] Yes [ ] No
- Content (copy/​images)? [ ] Yes [ ] Partial [ ] No

Design Preferences:
- Sites you like (URLs):
  1.
  2.
  3.

- Style: [ ] Modern [ ] Classic [ ] Minimal [ ] Bold [ ] Other: ____

Features Needed:
[ ] Contact form
[ ] Blog
[ ] E-commerce/​Shop
[ ] Booking/​Scheduling
[ ] Member login
[ ] Newsletter signup
[ ] Social media integration
[ ] Other: ________________

Phase 2: Access & Setup Checklist

Credentials Collection Template

ACCESS CREDENTIALS
==================
⚠️ Share via secure method (1Password, LastPass, or encrypted)

For AI Enablement:
[ ] GitHub account access
[ ] Google account (for Workspace APIs)
[ ] AWS account (if applicable)
[ ] Anthropic API key (or we'll set up)
[ ] Other API keys needed: ________________

For Website Projects:
[ ] Domain registrar login
[ ] Hosting/​server access
[ ] Current site admin access
[ ] Analytics access (Google Analytics)
[ ] Social media accounts (if integrating)

For General:
[ ] Preferred communication channel setup
[ ] Calendar access for scheduling

Environment Setup Checklist

ENVIRONMENT SETUP - [Client Name]
=================================

□ Client folder created
  Location: ~/​Clients/[ClientName]/

□ Project repository initialized
  Repo: github.com/[org]/[project]

□ Communication channel established
  [ ] Email thread
  [ ] Slack channel
  [ ] Other: ________

□ Credentials stored securely
  [ ] Received from client
  [ ] Stored in secure location
  [ ] Tested access

□ Billing setup
  [ ] Engagement letter signed
  [ ] Payment received
  [ ] Invoice sent (if needed)

□ Calendar events created
  [ ] Kickoff call scheduled
  [ ] Working sessions scheduled
  [ ] Follow-up sessions scheduled

Phase 3: Kickoff Meeting

Kickoff Agenda Template

KICKOFF MEETING AGENDA
======================
Client: [Name]
Date: [Date]
Duration: 30-60 minutes

1. INTRODUCTIONS (5 min)
   - Confirm roles and contacts
   - Communication preferences

2. PROJECT OVERVIEW (10 min)
   - Review scope from engagement letter
   - Confirm understanding of goals
   - Clarify any questions

3. TIMELINE & MILESTONES (10 min)
   - Key dates and deadlines
   - Session schedule
   - Availability constraints

4. ACCESS & LOGISTICS (10 min)
   - Confirm all access received
   - Test critical connections
   - Identify any blockers

5. FIRST STEPS (10 min)
   - What happens immediately after call
   - Client's homework (if any)
   - Next touchpoint

6. Q&A (5 min)
   - Open questions
   - Concerns to address

Kickoff Email Template

Subject: [Project Name] - Kickoff & Next Steps

Hi [Name],

Great connecting today! Here's a summary of our kickoff:

PROJECT OVERVIEW
- [Brief scope summary]
- Goal: [Primary objective]
- Timeline: [Key dates]

IMMEDIATE NEXT STEPS

My actions:
1. [Action item]
2. [Action item]
3. [Action item]

Your actions (if any):
1. [Action item]
2. [Action item]

UPCOMING SESSIONS
- [Date/​Time] - [Session purpose]
- [Date/​Time] - [Session purpose]

ACCESS CONFIRMED
✓ [Access item]
✓ [Access item]
⏳ [Pending item]

Questions? Reply to this email or text me at {YOUR_PHONE}.

Let's build something great!

Perry
SupportForge

Phase 4: Documentation & Handoff

Project Documentation Template

PROJECT DOCUMENTATION
=====================
Client: [Name]
Project: [Description]
Completed: [Date]

WHAT WAS DELIVERED
------------------
1. [Deliverable]
   - Details
   - Location/​access

2. [Deliverable]
   - Details
   - Location/​access

CREDENTIALS & ACCESS
--------------------
[Document all accounts created, where credentials stored]

CONFIGURATION DETAILS
---------------------
[Technical details client needs to know]

HOW TO USE
----------
[Key instructions for client]

MAINTENANCE & UPDATES
---------------------
[What client needs to do ongoing]

SUPPORT
-------
- Support period: [dates]
- Contact: [email protected]
- Follow-up session: [date if applicable]

Handoff Email Template

Subject: [Project Name] - Complete! 🎉

Hi [Name],

Great news - your [project] is complete!

WHAT'S READY
------------
✓ [Deliverable 1]
✓ [Deliverable 2]
✓ [Deliverable 3]

DOCUMENTATION
-------------
I've attached complete documentation including:
- Setup details
- How-to guides
- Credential locations
- Troubleshooting tips

SUPPORT PERIOD
--------------
You have [X] of support through [date]. Don't hesitate
to reach out with any questions.

FOLLOW-UP SESSION
-----------------
We have a 30-minute follow-up scheduled for [date/​time].
Come with any questions!

It's been a pleasure working with you. If you know anyone
who could benefit from similar services, referrals are
always appreciated!

Best,
Perry

Quick Reference Checklists

New AI Enablement Client

□ Intake questionnaire completed
□ Engagement letter signed
□ Payment received
□ Kickoff scheduled
□ Access credentials received:
  □ GitHub
  □ Google account
  □ Other APIs
□ Environment setup:
  □ Claude Code installed
  □ MCP servers configured
  □ Skills installed
□ Training sessions completed
□ Documentation delivered
□ Follow-up scheduled

New Website Client

□ Intake questionnaire completed
□ Proposal/​contract signed
□ Deposit received
□ Kickoff scheduled
□ Access received:
  □ Domain registrar
  □ Hosting
  □ Content/​assets
□ Design approved
□ Development complete
□ Client review/​feedback
□ Revisions complete
□ Launch checklist done
□ Training provided
□ Handoff documentation
□ Final payment received

Client Folder Structure

~/​Clients/
└── [ClientName]/
    ├── 00-admin/
    │   ├── engagement-letter.pdf
    │   ├── invoices/
    │   └── notes.md
    ├── 01-intake/
    │   ├── questionnaire.md
    │   └── requirements.md
    ├── 02-project/
    │   ├── [project files]
    │   └── documentation/
    ├── 03-deliverables/
    │   └── [final deliverables]
    └── 04-handoff/
        └── handoff-docs.md

Automation Ideas

Auto-create Client Folder

#!/​bin/​bash
CLIENT_NAME=$1
BASE_DIR=~/​Clients

mkdir -p "$BASE_DIR/​$CLIENT_NAME"/​{00-admin/​invoices,01-intake,02-project/​documentation,03-deliverables,04-handoff}

echo "# $CLIENT_NAME - Project Notes" > "$BASE_DIR/​$CLIENT_NAME/​00-admin/​notes.md"
echo "Created client folder structure for $CLIENT_NAME"

Calendar Integration

Use Google Calendar MCP to:

• Create kickoff events
• Schedule working sessions
• Set follow-up reminders
• Block time for project work

Email Templates

Use Gmail MCP to:

• Send intake questionnaires
• Deliver kickoff summaries
• Send completion notifications
• Request feedback/​testimonials