Client Onboarding System – SOP Design + Workflow Automation
Shorya Vijayvargiya
Client Onboarding System – SOP Design + Workflow Automation
Partnered with a brand strategy and web design agency to build an end-to-end onboarding system for new clients—from first contact to signed contract and kickoff.
SOP Mapping
Started by creating detailed SOPs to map the entire process across departments. Using Whimsical, I outlined every step:
How prospective clients are qualified
What data needs to be collected and when
Hand-offs between sales, PMs, and operations
Follow-up cadences, reminders, and exception handling
This visual map became the single source of truth for training and internal clarity.
Automation Buildout
Once the process was locked, I automated key touchpoints using Notion, Slack, and n8n:
As soon as a client was added to Notion as a “Prospective Client,” it triggered a sequence.
Questionnaires were sent automatically with built-in reminder logic (3-day no response follow-up).
When clients submitted their responses, I auto-updated their status in Notion and notified the PM via Slack.
Contracts (MSA/SOW) were generated with pre-filled client info pulled from Notion and sent out for signature.
Once signed, Slack alerts were triggered, and the next task (e.g., project kickoff prep) was auto-assigned.
Created fallbacks for no-shows, blacklisted leads, and long gaps in communication.
The final system was hands-off, trackable, and easy for their team to manage—saving time and ensuring every lead was handled with structure and speed.
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Posted Aug 1, 2025
Streamlined onboarding, cut manual work by 70%, and improved response time with SOPs + full automation from intake to contract and Slack updates.
