Client onboarding and scoping

Step-by-Step Breakdown

Detailed explanation of each automated stage in the workflow.

1. 1

   Trigger

   Deal Marked as Won

   A new client deal is marked as closed/won in the CRM system. This triggers the automated onboarding sequence to begin immediately.

   SalesforceHubSpot
2. 2

   Action

   Extract Client Details

   Pulls client contact information, project scope, timeline, and budget from the deal record. Maps data fields for downstream system integration.

   SalesforceHubSpot
3. 3

   Decision

   Check Project Complexity

   Evaluates deal value and service type to determine if this is a standard engagement or complex project requiring custom setup. Routes to appropriate onboarding path.

4. 4

   Action

   Create Project Structure

   Automatically sets up project workspace with appropriate templates, milestones, and team assignments. Configures time tracking categories based on service type.

   Monday.comMavenlink
5. 5

   Action

   Setup Time Tracking

   Creates client-specific time tracking projects with correct billing rates and team member access. Establishes budget tracking against approved scope.

   HarvestToggl
6. 6

   Action

   Send Onboarding Package

   Dispatches personalized welcome email with project portal access, document requests, and kickoff meeting scheduling link. Includes service-specific questionnaires.

   HubSpotSalesforce
7. 7

   Output

   Generate Kickoff Checklist

   Creates a comprehensive project kickoff checklist for the account manager with all setup tasks completed and client deliverables tracked. Schedules follow-up reminders.

   Monday.comMavenlink

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