Free
ClickUp + Notion
Client Onboarding Checklist for Agencies
A complete 24-step onboarding checklist covering every action from signed contract to first deliverable. Structured by phase so your team always knows what is done, what is next, and who owns what.
Why onboarding needs a checklist
Most agencies lose clients in the first 60 days - not because the work is bad, but because the start is messy. Things get missed, the client feels uncertainty, and the team is operating without a clear handoff. A repeatable onboarding process fixes this.
This checklist is designed to run as a task template in ClickUp or as a Notion page template. Duplicate it for every new client and assign the items to the right team members before kick-off.
The checklist - 5 phases
Send and collect signed contractUse DocuSign, HelloSign, or PDF. File the signed copy immediately.
Account OwnerCollect payment or set up billingInvoice for first period or set up recurring charge before work starts.
Account OwnerCreate client folder in your project toolSet up the client workspace in ClickUp or Notion. Name it consistently.
PM / OpsAdd client to CRM or trackerCreate the client record, set status to Onboarding, assign account owner.
Account OwnerSend welcome emailConfirm engagement, introduce the team, and set expectations for what happens next.
Account Owner
Send onboarding intake formCollect brand assets, logins, key contacts, and context on the business before the kick-off call.
PMRequest all platform accessAd accounts, CMS, analytics, social profiles - whatever is needed for the scope.
PMCollect brand assetsLogo files, brand guidelines, font files, approved imagery. Store in the client folder.
PMConfirm key contacts on client sideWho approves work? Who answers questions? Who should NOT be contacted directly?
Account OwnerSet up communication channelDedicated Slack channel, WhatsApp group, or email thread - wherever this client will be managed.
PM
Book and send kick-off call invite60 minutes minimum. Include the agenda in the invite description.
Account OwnerPrepare kick-off agendaCover: goals and success metrics, how you will work together, approval process, reporting cadence, and any open questions from intake.
Account OwnerRun kick-off callCapture notes. Identify anything that changes the original scope understanding.
Account OwnerSend kick-off summary emailRecap decisions, confirm scope, and outline the next 2 weeks. Client should feel clear, not confused.
Account Owner
Build out project tasks and timelineCreate all tasks in ClickUp or Notion. Assign owners, due dates, and priorities before work starts.
PMBrief the delivery teamInternal handoff call or document. The team should not find out about a new client on the day work starts.
Account OwnerSet up reporting templatePrepare the report or dashboard format you will use for this client. Agree on cadence.
PMConfirm approval workflowHow do deliverables get reviewed and approved? Who has final sign-off? Document this explicitly.
Account Owner
Deliver first work outputFirst impression of your quality. No exceptions on timeline for the first deliverable.
Delivery TeamSend 2-week check-in messageBrief, proactive message. Ask: how is everything feeling so far? Is there anything we should adjust?
Account OwnerVerify all access is workingCheck that your team has everything they need. Any blocked access becomes a deliverable risk quickly.
PMUpdate client status to ActiveIn your CRM or tracker, move the client from Onboarding to Active. Onboarding is done.
Account OwnerSet 30-day review reminderBook a 30-minute internal review at the 30-day mark to assess relationship health early.
Account Owner
How to use this in ClickUp or Notion
In ClickUp: Create this as a task template with subtasks for each checklist item. Set assignee roles (not specific people) so you can apply the template and then reassign based on who is on the account. Save it as a List Template so you can create a new onboarding list for each client in seconds.
In Notion: Create a page template with toggle sections for each phase. Each toggle contains the checklist items as to-do blocks. Duplicate the template for each new client and add it to their client page in your workspace.