Customer onboarding: Step-by-step guide to building a customer onboarding flow

At a glance

Understand why onboarding matters and how delays or confusion can drive clients away.
Step-by-step guide to building a flow in Moxo, covering Actions, Controls, Automations, Magic Links, AI Agents, and Reporting.
Leverage templates to jumpstart your onboarding and customize it for your clients.
See the Moxo advantage, with everything centralized in a client portal for seamless communication, document collection, and task tracking.
Track and optimize performance using real-time reporting to create a repeatable, scalable onboarding experience that delights clients.

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Client onboarding: stop juggling, start flowing

Onboarding is your first impression, and your biggest opportunity to prove you’ve got your act together. But most teams still juggle spreadsheets, email threads, and calendar invites like it’s 2012. The result? Delays, drop-offs, and frustrated clients who never get to the “wow” moment.

That’s where Moxo changes the game. Instead of duct-taping apps together, Moxo gives you a single digital workspace to build customer onboarding flows that actually flow. 

From the first form submission to final approval, every step can be automated, tracked, and personalized without writing a line of code.

In this guide, we’ll walk through how to build a customer onboarding flow in Moxo, covering everything from Actions and Controls to Automations, Magic Links, AI Agents, and Reporting. 

We’ll even show you how to import a pre-built Moxo onboarding template so you can start fast and scale faster. Ready? Let’s build your onboarding flow like a pro.

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Why your onboarding flow makes or breaks client relationships

Think about the last time a client disappeared mid-onboarding. They didn’t ghost you because they changed their mind. They left because the process felt messy, slow, or confusing. 

In fact, research shows that 82% of clients say a smooth onboarding experience makes them more likely to stay long term.

Traditional onboarding relies on too many disconnected tools: email chains for communication, PDFs for forms, spreadsheets for tracking, and endless reminders for approvals. It’s chaos disguised as process.

With Moxo, that chaos turns into choreography. You can build a customer onboarding flow that runs like clockwork, where every step is assigned, tracked, and automated within a single client portal. No more chasing signatures or wondering who’s next in line.

This isn’t just about efficiency; it’s about experience. When your onboarding feels effortless, clients feel confident. And that confidence is what keeps them coming back.

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How to build a customer onboarding flow in Moxo (step-by-step)

Let’s get practical. Building a Moxo onboarding flow doesn’t require coding skills or long setup times. Everything happens in one visual workspace, where you drag, drop, and define how your client journey unfolds. Here’s how to do it right from the start.

1. Start with your onboarding objective

Before you dive into the builder, define what your flow is meant to achieve. Is it collecting client documents, scheduling kickoff calls, or getting approvals? The clearer your goal, the simpler your design will be.

2. Map the journey in Moxo’s flow builder

<EMBED: https://www.moxo.com/workflow#:~:text=Design%20workflows%20visually video to the left of this>

Inside your Workflows workspace, click Create Flow. This is your canvas. You’ll see a sequence where you can add steps, assign tasks, and connect client touchpoints. Each flow runs like a guided path, ensuring everyone knows what to do next.

3. Add actions and controls

Actions are the backbone of your onboarding flow. They trigger what happens at each step, uploading a file, submitting a form, completing a checklist, or requesting approval. Controls let you define how clients or team members interact with each action. Together, they make sure progress moves forward without bottlenecks.

4. Automate repetitive tasks

Manual follow-ups are onboarding’s biggest time sink. Within Moxo, use Automations to set up triggers. For example, when a client completes a document upload, it can automatically send a message to the account manager or unlock the next step. No more “just checking in” emails.

5. Invite clients with magic links

Moxo’s Magic Links make access frictionless. Instead of asking clients to create accounts, you can share a secure, personalized link that opens their dedicated onboarding space instantly. It’s professional, branded, and simple, everything clients want from their first experience with your company.

6. Use AI agents to keep things moving

AI Agents in Moxo can handle smart tasks like summarizing updates, suggesting next steps, or flagging delays. Think of them as your digital project coordinators, quietly keeping everyone aligned behind the scenes.

7. Track performance with reporting

Once your flow is live, head to Reporting to see how it performs. You can track completion times, client engagement, and bottlenecks. If one step is consistently slow, tweak it directly from your dashboard. Over time, this data turns your onboarding into a repeatable, optimized system.

8. Speed it up with templates

If you’d rather skip setup, you can import a Moxo onboarding template directly from Workflows. Templates give you pre-built structures for standard onboarding processes, so you can customize and launch faster.

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Why Moxo is the perfect fit for your onboarding flow

Not all onboarding tools are created equal. Many require stitching together multiple apps, juggling spreadsheets, or sending endless follow-up emails. That’s where Moxo stands apart:

• Combines everything you need in one client portal, making your onboarding flow seamless and repeatable.
  
• Lets you start with a template or build from scratch, adding Actions, Controls, Automations, Magic Links, and AI Agents without leaving the platform.
  
• Centralizes every document, approval, and interaction with features like Document Collection and task tracking.
  
• Provides real-time reporting so you can spot delays and optimize your process for each client segment.
  
• Adapts to industry-specific needs whether you’re in financial services, consulting, or healthcare, ensuring compliance and smooth workflows.

It’s not just about automation. Moxo helps create an onboarding experience that makes clients feel confident, cared for, and ready to engage.

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Streamline your onboarding and delight your clients

Onboarding doesn’t have to be chaotic. With Moxo, you can build a customer onboarding flow that guides clients effortlessly from start to finish. 

Every step is automated, tracked, and optimized so your team can focus on delivering value instead of chasing signatures or reminders.

Whether you choose a template or design your own flow, Moxo ensures your process is repeatable, scalable, and professional. 

From Actions and Controls to Magic Links, AI Agents, and Reporting, every feature works together to create a frictionless experience for both clients and teams.

See how Moxo can automate your client onboarding. Book a demo today.

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FAQs

Can I integrate Moxo with my existing tools?

Yes, Moxo supports a range of integrations to connect your CRM, email, and other apps, keeping your workflow seamless.

Are there ready-made onboarding templates?

Absolutely. You can import pre-built Moxo onboarding templates to jumpstart your process and customize them for your needs.

Can clients access the portal without creating an account?

Yes, using Magic Links, clients get secure access to their onboarding space instantly.

How do I track onboarding progress?

Moxo provides real-time reporting to monitor client engagement, completion rates, and bottlenecks.

Is Moxo suitable for all industries?

Moxo adapts to various sectors, including financial services, healthcare, consulting, and more.

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