Onboarding: Set up a new client end to end

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The client does most of this themselves now.

Every new client gets one link, their onboarding hub. It carries the welcome videos, the onboarding form, their brand uploads, their payment setup and every access step. Your job is to build their space before they arrive, send them the link, and then chase them on the board until every step is green.

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What changed, read this once

Before 29 August 2026 onboarding was a long manual checklist. You sent a Notion form, you built a Notion portal, you emailed videos, you chased answers by email. All of that is gone.

We used to	Now
Send the Notion onboarding form link	The form is inside the hub. It writes to the same Notion database, so the editors see no change
Build a Notion portal per client	The hub is the portal. Do not build a second one
Email them the onboarding videos	All five videos are steps on the hub
Ask them to reply by email with answers	They type answers straight onto the hub and you read them on the board
Ask them to WeTransfer their logos and footage	They upload on the hub and it lands in their Google Drive folder
Chase the invoice every month	They save a card or Direct Debit on the hub during onboarding

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Never send a client the old Notion onboarding form link. It still works, which is exactly the trap. A client who fills that in bypasses their progress tracking completely, so the board shows them stuck when they are not, and you chase them for something they already did.

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Before you start

Get these from Lloyd on Slack before you touch anything. If one is missing, ask. Do not guess any of them.

[ ] Business name exactly as it should appear to the client, and the legal name if different
[ ] Main contact first name, email and mobile
[ ] Track, one of content only, ads only, or content and ads
[ ] Package and price, so you know whether GoHighLevel and social posting are included
[ ] Ads brief key, ads clients only. Lloyd has it

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The onboarding board needs an admin key on the end of its URL. That key is in your Slack DM from Lloyd. Do not paste it into Notion, into WhatsApp, or into any client chat. It opens every client's name, progress and answers.

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Stage 1. Build their space

Do this before you send them anything. The welcome email links their Drive folder, so the folder has to exist first.