DFY Client Onboarding System Build For Web Design Micro-Agencies
You sent the proposal, closed your laptop, and didn’t think once about what happens next
Imagine a client onboarding process that works, even when you don’t want to.
Let’s just imagine what that could look like…
It’s chilly Sunday morning and you’re curled up on your couch with a cup of Lady Grey and tomorrow’s book club book. Which you're about 30% through. Things are just starting to get juicy when your phone pings.
Your newest client just paid their deposit. Well there goes finishing the book.
You toss off your blanket and grab your laptop. Time to snatch the welcome email from your last client. You need to copy/paste/personalize for your new client asap. You don’t want them wondering what comes next and getting anxious.
You wish you had automated this… or at least had gotten around to turning this email into a template.
This system worked so well when it was just you and a handful of clients each year. But with more clients coming in each month and a team that you hand projects off to (or would like to)… this process isn’t cutting it anymore.
You vow this is the last time client onboarding is going to interrupt your book club reading.
Instead, what if your Sunday could look like this…
Imagine that same Sunday morning… Lady Grey in hand, deep in the first steamy scene, ping that your latest client paid.
You smile, do a little shimmy, and then go back to reading. Because the automated email just went out to your client. And when your assistant designer logs in tomorrow, they’ll already have the onboarding tasks assigned to them.
That's one Sunday. Multiply that by every day you're not worrying about onboarding:
You're holed up in your favorite coffee shop for three hours of actual creative work, phone face-down, nothing on fire.
You start your day with a Slack message from an assistant designer, “Hey, I saw the new client’s question about timeline from yesterday. Don’t worry. I handled it and got the kick off call scheduled.”
You take an impromptu trip to your favorite indie bookstore on a random Tuesday, because nothing in your business needs you today.
You feel like the owner of your business again, not just the person keeping it running.
This isn’t a just a fantasy. It’s what happens after a Seamless Start
With Seamless Start, you get the entire onboarding process set up for you in your tools so you can get back to that book club book and cup of tea.
Here’s how it works…
1. Let’s find what’s working and what’s not
During a 60-minute call, I ask you a TON of questions, like “what would you fix if you could wave a magic wand” and “what happens right after yes” so we can name what’s already working well and find where the gaps and friction points currently exist. Think the constant chasing of content from clients or forgetting to send the next email in the onboarding sequence. We make the process tweaks and map that entire process from yes to kickoff call.
2. See the process visually and document each step
Within 2 business days, you'll get the Onboarding Blueprint. This includes a visual map of the onboarding process we created on the strategy call and a step-by-step breakdown of what happens when and by whom. It will also include a list of assets you'll need to collect (see more below). We'll have a 5 business day revision period where you can review and approve the Blueprint before the build begins.
3. Gather up all that’s needed
You’ll get about two weeks to collect the assets needed - canned emails, contract verbiage, intake form questions, graphics/images. If you need extra accountability support, you can book up to 90-minutes of free coworking time with me. Which is great if you run into a roadblock, I’m right there to answer instantly.
4. The whole system built in your tools in just one day
The day arrives for me to turn your Onboarding Blueprint into a reality inside your tools. I’ll pack up my laptop, head to my favorite booth at my favorite coffee shop, put on lo-fi acoustic grunge, and come up for air when I need a sugar fix. You can go about your day, but I’ll need you available async in case I have a question or need a verification code. By 5:00pm CT, your entire onboarding system for the offer of your choice is built and ready for you to use.
5. Everything your team needs to use the new system… without you training each of them
Within 2 business days, you’ll have a complete library of SOPs, not just a video walkthrough. Plus a live training with you and your team so everyone knows just how everything works and you don’t have to block off time to train each team member. You’ll receive a recording, plus transcripts, to refer back or use in training future team members.
6. Async support so you’re not in a new system all alone
For 30 days post build, you have me in your back pocket for quick questions and clarification. This window is for things like a field that's not populating right, a quick "where do I find..." question, or a small setup tweak. It's not the place for bigger changes, like restructuring a workflow or rebuilding a template. Those get logged and addressed in your refinement session, which you can use 60 to 90 days post VIP Day.
7. Refine it all once you've had real client go through the process
Sometime between 60 and 90 days post-build we’ll do a system refinement. Once something is up and running, there’s always tweaks that need to be made. We’ll meet for 60-minutes to review where the workflow isn’t quite working - adding an educational email to reduce the “how do I share a Google Folder?” questions, adding a step to the onboarding task list that you had forgotten, or updating the contract for clearer language. I’ll get to work on the changes and within two weeks, your workflow will be refined.
Here's what's included:
60-minute workflow strategy call that untangles existing friction points, clarifies each step in the process, and amps up the client experience.
A complete blueprint of your revised onboarding process documented in both visual and written form. No more guessing what happens next.
Complete onboarding workflow setup in Honeybook or Dubsado. Contract, packages, proposals, canned emails, automations... all of it, built and connected.
Onboarding task list template in ClickUp, Asana, or Monday, so your internal to-dos are just as automated as your client-facing ones.
Tech integration. Google, your scheduling tool, your PM tool, linked wherever possible so nothing's living in a silo. Think client signs → contract/intake released → tasks appear in PM tool → team notified.
Complete SOP library, documented so you (or a team member) never have to reverse-engineer your own process.
60-minute live team training where I make sure you and your team feel confident inside the new system. Plus, you’ll get a recording and transcript for new team members (and any refreshers you need).
30 days of async support. Because "it worked on the day" and "it still works three weeks later" can be two different things.
One system refinement 60 to 90 days post build, for the stuff you don't notice until you're actually living in the new system that fits reality, not the plan from 90 days ago.
"Jacki's approach is clear and simple. She didn't force me to sign up for any new tools, she showed me what I needed to focus on within the ones I already had." ~ Bridget Baker
Built inside the tools you already pay for
Hi, I’m Jacki (she/her)
Clients come to me when they’ve spent too much time hunting for their new contract because they can’t remember what they named the newest version. They’re tired of copy/pasting emails from past clients instead of having ready-to-go templates. And they’re a bit ashamed of the half-finished… well everything.
I start with pulling everything out of your head. Trust me, you won’t believe the gold mine I will find in there. It just hasn’t been organized and documented. Then I use tools like Human Design to get to know you. A Manifestor? How do we keep things moving? A Generator? How can we make sure your desire to keep doing doesn’t burn you out?
We’re not going to burn-it-all-down. There’s no fifteen new apps. I won’t be asking you to use new software just because I think it’s THE software (ftw, there is no THE software). Just a better way of running the part of your business that's supposed to run itself, designed for your real brain, your real life, your real business.
A smooth running onboarding process that practically runs itself. A team confident in using the new system without constantly dinging you. You… maybe getting that book club book read in time. If you don’t, your onboarding process won’t be why (ahem).
Investment
$3,000 USD
Payment plans are available. If you'd like one, just reach out to me at hello@jackihayes.co before booking and we'll talk options.
or book a Discovery Call. Link opens a new window.
“Man, does she (Jacki) organize the chaos in my brain!! 🧠” ~ Jayci Trujillo
Book your Seamless Start
Questions You Might Have
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The actual build inside your tool? Yes, with prep. There's a 60-minute workflow strategy call first. Then at least two weeks for us to review the Onboarding Blueprint and for you to send over your contract, canned emails, and any assets needed for the build. And don’t after the build you get 30-days of async support and a system refinement.
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Mostly it's just gathering what already exists (contract, canned emails, brand assets) and sending it my way. If some of it isn't written yet, we can work through it on the strategy call and schedule a coworking time so you have dedicated time on your calendar to gather and write. You’ll also need to set aside an hour or so for the blueprint revision process. More than likely, you’ll approve in the first round, but I want you to review the blueprint carefully because it’s the backbone of what I will build.
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You'll want at least 2 weeks between the workflow strategy call and VIP Day. That's your prep window... give yourself plenty of time to get your contract, emails, and assets together. If you feel like 3 to 4 weeks is better based on your capacity, then all means, do it.
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If you need some accountability in getting everything reviewed, collected, and created, I’m available for a free coworking call (up to 90-minutes). I’ll be there as accountability, encouragement, and troubleshooting.
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Async availability, yes. You don't need to hop on a Zoom or sit with me all day, but I may need something from you in real time, like a login or verification code, so keep your phone or inbox within reach. And I need you to be able to respond within 30-minutes.
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Fair question. But automations aren't the opposite of personal, they're what buys you the time to actually be personal instead of scrambling to keep up.
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If it's really been fine, you probably wouldn't still be reading this page.
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I have tools I'm fluent in, and that’s these. If you use something else, let’s chat before you book.
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48-hour response time, during my office hours (Tuesday through Thursday, 10-3).
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Just one. This is a single offer or package, built out completely. If you've got more than one you want set up this way, that's a separate VIP Day (and yes, there’s a discount for booking more than one).
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If you’d like me to set-up the entire client journey, from lead management to client offboarding, check out Lead to Love (coming soon).
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One-time build. But you'll get a discount on future builds or refinements, starting at $500 depending on complexity.
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No. Seamless Start is built for design agencies with small teams in mind. But the strategy and tools work for all creative service providers. Solo designers still have the same process, they’re just not handing it off to a team member. Copywriters and content writers need to gather assets from clients.
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Nobody loves reading refund policies, so let's get this over with. 75% refundable if cancelled 3+ weeks out, 50% within 1 week, 25% within 48 hours. No refunds if cancelled after that. You get 1 free reschedule; additional reschedules are subject to a fee of up to $1,000.
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Life happens, so here's the deal: if you're not going to have everything ready by your deadline, tell me before it passes and there's no fee, we'll just find a new date. If the deadline passes without a heads-up and your assets aren't ready, a $1,000 rescheduling fee applies. The fee's not a punishment, it's what protects the VIP Day I'd already set aside for you (and the next client waiting for that same slot). A quick "hey, I'm behind" costs you nothing. Silence costs $1,000.