majiayu000 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: contact@support-forge.com
- 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