Notion client onboarding checklist template (+better alternative for SMBs)

Efficient client onboarding is crucial for any marketing agency. It directly impacts client satisfaction, retention, and the overall scalability of your business. When you have a streamlined onboarding process, you not only save time but also ensure clear communication, setting a positive tone for the entire client relationship.

A well-structured onboarding process gives you a consistent approach, reduces confusion, and builds client trust, which makes your marketing agency more efficient in the long run.

However, while many agencies rely on platforms like Notion to organize their client intake and onboarding, it often falls short when managing complex workflows as your business grows.

In this article, we’ll walk you through a free Notion client onboarding checklist template and highlight the limitations of using Notion for scalable growth. Let’s dive in!

‍

Key takeaways

A Notion client onboarding checklist template offers a good starting point but can be limiting as your business scales.

Core components of an effective onboarding checklist include gathering client information, defining the scope of services, setting timelines, and establishing communication protocols.

Streamlining the onboarding process helps reduce client churn and prevents bottlenecks in project delivery.

Transparent and repeatable processes lead to better client relationships, faster execution, and smoother project management.

Using workflow tools like Moxo helps automate and track tasks, ensuring accountability and progress throughout the onboarding phase.

Step-by-step Notion client onboarding checklist

An agency client onboarding checklist is a structured process designed to ensure that all necessary steps are completed when onboarding a new client.

It helps track progress and ensures no important tasks are overlooked, including client interactions.

We have curated a critical step-by-step checklist associated with the template to help you get a smooth start to the project.

Step 1: Gather client information

Collect essential details about the client’s business, their goals, and any challenges they’re facing.

• Understand the client’s overall business objectives, such as growth targets, market positioning, or new product launches.
  
  
• Get insights into any challenges the client may be facing in their industry or marketing efforts.
  
  
• Gather information on the client’s target audience, including demographics, preferences, and purchasing behaviors.
  
  
• Review the client’s current marketing strategies, identifying strengths and weaknesses.
  
  
• Understand how the client defines success in their business and marketing efforts.

This step ensures that you have a deep understanding of the client’s business, goals, and challenges, helping to align the strategy accordingly.

Moxo can streamline this step by offering an integrated platform where you can easily collect and organize client data.

With its customizable forms and automated workflows, you can gather essential details about your client’s business, goals, and challenges.

Step 2: Define the scope of work

Clearly outline the services to be delivered, including timelines, deliverables, and key performance indicators (KPIs).

• Define the specific services to be provided in detail, such as marketing strategy development, campaign execution, or analytics tracking.
  
  
• Establish clear timelines for each phase of the project, ensuring both parties are aligned on delivery dates.
  
  
• Identify key deliverables, such as reports, creatives, or campaign milestones, and set expectations around the quality and format of these outputs.
  
  
• Agree on key performance indicators (KPIs) that will measure success and guide the strategy.
  
  
• Make sure both parties understand and agree on the boundaries of the work to prevent scope creep.

This step ensures that both the client and the service provider are aligned on what is to be delivered, when, and how success will be measured.

Step 3: Set up communication channels

Establish preferred methods for communication (email, Slack, Zoom, project management tools) and set expectations for response times and frequency of check-ins.

• Agree on the most effective communication channels for the project, ensuring that the client and team can collaborate efficiently.
  
  
• Set clear expectations for response times to ensure timely communication and avoid delays.
  
  
• Define the frequency of check-ins or progress updates to keep the client informed and engaged throughout the project.
  
  
• Use project management tools like Trello or Asana to track tasks, milestones, and deadlines.

All kinds of communication are streamlined and transparent at this stage, helping both parties stay aligned and avoid misunderstandings.

Through Moxo's secure onboarding solutions, you can easily connect with clients, set expectations for response times, and schedule regular check-ins.

Clients are already leveraging these services. As a G2 reviewer says,

“The functionalities are good! I love its flexibility and its frequent updates. The integration is just one click within the site offering Zapier as an alternative, providing more flexibility in deciding what you want to integrate instead of how you can integrate. Zero programming is really user-friendly, especially for non-tech users. Huge appreciation to our Customer Success Manager, Aakash, for his hard work, spontaneous responses, and endless support! His dedication makes a real difference every time.”

Step 4: Assign roles and responsibilities

Define clear roles for both the internal team and the client.

• Identify who will handle specific tasks, such as approvals, feedback, content creation, and strategy adjustments.
  
  
• Clarify who the client’s point of contact is and who within the team will manage the relationship.
  
  
• Assign responsibility for key deliverables and ensure that each team member knows what they’re accountable for.
  
  
• Establish who will be responsible for reviewing and approving content or other deliverables.

By this time, everyone knows their responsibilities, improving workflow and reducing confusion during the project.

Again, Moxo allows you to clearly define roles and responsibilities through its customizable project management tools.

Step 5: Fix the pricing and agreement

Ensure the client agrees to the terms of service, payment schedules, and deliverables outlined in the contract.

• Review and confirm the service agreement, ensuring both parties are clear on the scope, timeline, and expectations.
  
  
• Agree on the pricing structure and payment schedules, ensuring that the client understands when payments are due and what is included in the contract.
  
  
• Clearly outline the deliverables and timelines in the agreement to prevent misunderstandings.
  
  
• Ensure both the client and service provider are aligned on the contract terms before beginning work.

Both the client and the service provider are legally aligned on the expectations and responsibilities, reducing the risk of disputes.

With Moxo, you can share these service agreements directly within a secure client workspace, rather than sending all attachments via email.

‍

The limitations of Notion for client onboarding

• Lack of automation: Notion does not have built-in task automation or reminders. As your client base grows, tracking progress manually becomes time-consuming and prone to errors.
  
  
• Difficulty with scaling: Notion’s features are limited when it comes to managing multiple client onboarding processes. It may become difficult to track different client needs, progress, and timelines as your agency expands.
  
  
• Integration challenges: Notion does not seamlessly integrate with other business management tools, requiring manual updates and data entry, which can slow down the onboarding process.

‍

A better alternative: Moxo’s scalable client onboarding platform

Moxo offers a scalable solution for client onboarding by providing automation, task tracking, and real-time progress updates.

With Moxo, your team can manage client onboarding workflows seamlessly and keep clients informed at every stage.

• Customization and integration: Moxo integrates with tools your business already uses, making it easier to manage client relationships and track progress. Whether you’re using CRM software or communication tools, Moxo connects them all in one platform.

• Support for SMBs: Moxo is designed to support small businesses by offering user-friendly tools that help grow your business without sacrificing quality or client satisfaction. It provides scalable solutions that will grow as your business expands, making it the ideal alternative to Notion.

Common mistakes to avoid in client onboarding

Incomplete information collection

Not collecting all necessary client details at the start can delay the onboarding process. Make sure to gather everything you need upfront, including business goals, timelines, and communication preferences.

Unclear scope of work

Be specific about what is and isn’t included in the project. Failing to set clear expectations can lead to scope creep and client dissatisfaction.

Inefficient communication

Poor communication channels and unclear reporting timelines can frustrate clients. Set expectations for how communication will be handled and ensure clients know who to contact for updates.

Neglecting post-onboarding follow-up

Failing to follow up with clients after onboarding can leave issues unresolved and affect client satisfaction. Make regular check-ins part of your process to maintain client relationships.

‍

Onboard a new client with Moxo

A structured client onboarding checklist is crucial for ensuring better client satisfaction, reducing errors, and speeding up project delivery.

By having a clearly defined process in place, your agency can save time, improve client relationships, and scale more efficiently.

With the free downloadable templates and integration with Moxo, you can streamline your client onboarding process and focus on delivering exceptional results.

Download the free template today and get started with Moxo’s workflow automation to improve your onboarding process, making it more efficient and effective.

‍

FAQs

What is a marketing agency client onboarding checklist?

A marketing agency client onboarding checklist is a structured process designed to ensure all necessary tasks, such as gathering client information, defining the scope of work, and setting clear expectations, are completed during onboarding. This checklist helps ensure smooth project execution and client satisfaction.

Can I use a marketing agency client onboarding checklist template in Excel?

Yes, the marketing agency client onboarding checklist template is available in Excel format and can be customized to suit your agency’s specific needs. You can track tasks and deadlines efficiently using Excel.

What are the benefits of a consistent client onboarding process for marketing agencies?

A consistent onboarding process ensures faster project initiation, better client relationships, improved communication, and a more organized approach to managing client expectations.

How do I integrate my client onboarding checklist into automation tools?

By integrating your checklist into Moxo, you can automate reminders, track tasks, and provide real-time updates. Moxo helps streamline your onboarding process, ensuring no steps are missed and allowing you to focus on high-value tasks.

‍