Automated Client Onboarding

System Focus: Onboarding Process

Tools Used: Moxie, Notion, Flodesk, Slack, Zapier

Transformation Area: Time savings, emotional ease, and energetic clarity during the sales process

Before

My onboarding process used to feel… heavy lol. I’d get excited about signing someone, but then dread the part that came after—remembering what to send, scrambling to put together emails or contracts, trying to seem professional while manually stitching everything together. It made me not want to sell, because I knew what was coming next: disorganized chaos.

Nothing was templated. Nothing was automated. I was relying on memory (and shame) to keep up with everything. And if someone needed to update payment info… with what I was using previously (Dubsado), total headache. It all felt messy, inconsistent, and like one more thing that proved I wasn’t “put together enough.”

After

Now, my onboarding system practically runs itself—with just a couple of flipped switches and some smart automation.

When someone inquires on my website, I flip a yes/no switch. If it’s a no, they get a kind, respectful message. If it’s a yes, they get a link schedule a call, or DM me—whatever feels right for how they want to connect.

If they apply and I know it’s a fit, I flip another switch and their contract gets sent automatically, pre-filled and branded. Reminders get queued up (but only to me—I read the room before following up, but this way I don’t have to remember myself). If they sign, a full onboarding sequence kicks off: they get their kickoff scheduling link, access instructions, and everything they need to get started.

Behind the scenes:

• A Slack channel is auto-created (via custom API call)

• A internal client management page is created in Notion that houses all related notes, tasks, etc.

• A Notion client portal is generated if they’re a coaching client, or a project page is generated if they’re a full-service client.

• Their client record updates automatically from lead → contract sent → onboarding

• I can drop any notes, call prep, or tasks in their Notion page as we go

It’s seamless, supportive, and zero stress on my end.

Key Outcomes

• No more mental load. I don’t have to “remember” anything.

• It just feels LIGHTER. I don’t dread signing clients anymore—it feels good.

• Better boundaries. I can trust the system to handle the admin.

• More presence. I’m fully focused on the client, not the logistics.

• Professional polish. My onboarding feels clean, branded, and consistent.

Why It Works

This system lets me show up at my best. Instead of scrambling behind the scenes, I’m able to hold clean, confident space for every client from the moment they inquire. It removed so much pressure and shame—because now, I’m not relying on memory or motivation.