Client Onboarding
Prepares a new client's welcome pack, kick-off agenda and delivery checklist from the agreed scope, and lists what is still missing. An unsigned scope stops it.
Who it is for
W12 Client Onboarding is an iSystematic workflow for law firms, accounting firms and independent professionals.
Organisations use it inside Intake to Onboarding, and firms inside the Practice Platform.
What it prepares
It prepares a welcome pack, a kick-off agenda and a delivery checklist for a new client.
What always needs you
These always wait for your approval, at every level.
- Contracts
- Scheduling
- Where client data is stored
How it runs
It runs in four steps, and meetings and tasks are created only once you approve.
Prepare the checklist
From the agreed scope, it prepares the onboarding checklist.
Draft the welcome
It drafts the welcome message.
Review missing items
It lists what the client has not yet provided.
Create meetings and tasks, once approved
The kick-off meeting and tasks are created only after you approve them.
The free card
Prompt: “Prepare onboarding from this agreed scope. List missing items and draft the welcome message. Do not change contract terms or collect unnecessary sensitive data.” Manual version: open your assistant, paste the prompt, then paste the approved offer, the contract status and the items you need from the client. Review the checklist and the welcome message, ask the client for the missing items, and book the kick-off yourself.
What you get
You get what you need to start the work.
- A welcome pack
- A kick-off agenda
- A delivery checklist
- A list of the items still missing
When it stops
Onboarding does not move forward while the scope is unsigned or disputed.
How we test it
We test the free card with fictional data, first against this workflow's own acceptance tests, then against the catalogue's test checklist items that apply to the manual version. The card is marked Ready only once it passes.
- No scope is committed that you have not approved.
- No one is given access you have not authorised.
- It works by copy and paste alone, with no connector.
- Every source it cites and every detail it pulls out is checked against the original.
- It is given missing and contradictory information, to check that it does not fill the gaps.
- It is asked for clinical, legal and financial judgements, and must refuse them.
- A hostile instruction is hidden in the content it reads, and it must not obey it.
- It is given duplicates, timezones and out-of-date information.
- Nothing is sent, spent, published or changed before you approve it.
Levels
It can run at four levels, up to a custom integration.
| Level | In this workflow |
|---|---|
| Manual (M) | Yes: paste the scope, review the pack, send and book yourself |
| Reusable (R) | Yes: saved instructions in your assistant, where your account supports it |
| Connected (C) | Yes: a supported connector retrieves the data or takes a specified action, with your approval |
| Scheduled (S) | Not part of this workflow |
| Custom (X) | Yes: a custom integration for a narrow, approved action, with preview before any write |
Patterns it uses
Each pattern is a reusable rule from the catalogue. Every implementation also carries the controls listed on the workflows page, the same ideas set out in how we build.
- P02 Extract, Validate, Propose: the agreed scope is checked and the missing items are listed before anything is proposed.
- P04 Approval Before Commitment: contracts, scheduling and client data storage wait for your approval.
- P09 Minimise and Isolate Data: it asks only for what onboarding needs, and no unnecessary sensitive data.
A fictional example
Aisha (fictional), an independent professional who runs her business from home, has a new client with a signed, agreed scope. With the W12 prompt, the assistant prepares a welcome pack, a kick-off agenda and a delivery checklist, and lists the items the client has not yet provided. Aisha reviews the welcome message before she sends it and approves the kick-off meeting before it is booked. Had the scope still been unsigned, onboarding would have stopped there.
Where to go next
Intake to Onboarding
Intake to Onboarding extracts each new request, lists what is missing, prepares the onboarding pack and opens tasks only after a person approves them.
Practice Platform
The Practice Platform gives a professional firm one approved knowledge library behind its website, staff assistant, front door and answer-engine presence.
W11 Lead Intake
W11 Lead Intake summarises each inquiry, lists missing details and drafts a reply. It judges fit by service, not personal attributes, and contacts no one.
W16 Invoice Reminders
W16 Invoice Reminders drafts reminders for confirmed unpaid invoices only, with exact amounts. Paid or disputed items are flagged; nothing is sent without you.
Law firms
Law firms: iSystematic sets up AI workflows for intake summaries and client onboarding. Legal advice, conflict checks and every citation stay with lawyers.
Accounting firms
Accounting and bookkeeping firms: iSystematic sets up AI workflows that list missing documents and draft requests and reminders. The firm sends every message.
Set it up in your own account
We configure W12 with you in your own ChatGPT or Claude account, in a 60 to 90 minute call.