The full path from a signed deal to a running engagement: who does what, in what order, and the emails to send along the way. Templates are at the bottom, ready to copy.
Trigger. When a deal is moved to Onboarding in HubSpot, the onboarding tasks fire automatically. Watch the due dates: send everything as soon as possible, and never later than the due date.
Sales AdminService Partner
Sales Admin is a scope of work, currently performed by Ops.
The onboarding sequence
Complete the setup tasks
Sales Admin
Work the triggered onboarding tasks:
Create the shared folder
Send the invoice (ConsciousHR / Jupiter Pay)
Verify, activate, and test the client dashboard. Follow Client dashboard: creation and maintenance. Do not send the dashboard link until it has been reviewed and tested.
Hand off the dashboard URL
Sales Admin
Once the dashboard is activated and tested, send the dashboard URL to the Service Partner.
Send the welcome email
Service Partner
Use the template below as a jumping-off point. Pick the version that matches whether the dashboard is already live or coming the next day. Facilitate scheduling the kickoff call.
Trigger the account notice
Service Partner
Once the kickoff call is scheduled, notify the Sales Admin to add the Dashboard Account Notice.
During the call, confirm three things: the email addresses to use for Slack, which client systems are in use and which ones we need admin access to, and whether employment posters are needed.
Kickoff call agenda (internal run-of-show)
Introduce all contacts
Review the dashboard: shared document link, client submissions, and Service Partner info
Give a general overview of projects and timelines
Open the floor for initial issues, concerns, and questions from the client
Hand off the posters task
Service Partner
Update the posters task with a comment, then reassign it to the Sales Admin for ordering.
Send the kickoff call summary
Service Partner
Recap what was covered on the call, include the dashboard link again and the general meeting scheduling link, and lay out next steps. Keep the energy up.
Create the retention project
Sales Admin
Create a client retention project dated 60 days before the contract end date.
Order employment posters
Sales Admin
Order the posters if they are needed for this client.
Send the thank you gift
Sales Admin
Send the welcome thank you gift.
Email templates
Starting points, not scripts. Swap the bracketed fields and adjust the engagement-specific items before sending.
Welcome email
Dashboard ready
Use when the dashboard is already live.
Subject
Welcome aboard, [First name]! Here's what happens next
Body
Wooo! So glad to be working with you and the [Company] team on this. Here's what happens next:
1. Your dashboard is ready! Take a peek and bookmark this page for all progress notes: [dashboard link]. This includes a shared drive for us both to share docs. If you hit any trouble with Google Drive, just let me know.
2. An invoice will come to you from ConsciousHR / Jupiter Pay. Any form of payment is accepted. For ACH/Card, once you set this up, you won't have to again.
3. We want to get you setup for chat in Slack! Let us know if there is a preferred email to send the invite to (if not your current company email) - we know sometimes you have an existing email that makes it easier to connect to.
4. [If not already scheduled] Let's get our kickoff scheduled! Your People Partner, [insert name] will be in touch shortly with the best days/times.
On your kickoff, we'll walk through how [Company] runs today, where the team is headed, and the [role / plan] you're picturing. Plan on about 90 minutes. To make the time most productive, it would help to have these on hand, or send ahead (email or the upload link on your dashboard are both great!):
- An org chart, or a simple list of who does what [(including board positioning) if nonprofit]
- Current job descriptions for each role (even a title and/or list of duties is fine)
- A strategic plan or business goals for the next 12 months
- [Engagement-specific item, e.g. board meeting dates through January and how a new position gets approved]
It would also help to think about [the role you're picturing and a rough salary range you'd feel good about] before we meet.
Looking forward to it, and let me know if you have any questions in the meantime!
Your account partner,
[Insert name here]
Welcome email
Dashboard not ready
Use when the dashboard is coming the next day. Same kickoff prep, with steps 1 and 2 adjusted for the timing.
Subject
Hooray! Welcome aboard to ConsciousHR
Body
Hooray! Welcome aboard to ConsciousHR! We're so glad to be working with you and the [Company] team.
Here's what happens next:
1. [Tomorrow], you'll get an email from us with your Client Dashboard. It has a shared folder for both of us that houses all shared documents. If you hit any trouble with Google Drive, just let me know.
2. Later this week, you'll receive an email from ConsciousHR / Jupiter Payments where you can enter your account info. Once that's set up, you won't have to do it again. Any form of payment is accepted.
3. We want to get you setup for chat in Slack! Let us know if there is a preferred email to send the invite to (if not your current company email) - we know sometimes you have an existing email that makes it easier to connect to.
4. [If not already scheduled] Let's get our kickoff scheduled! Your People Partner, [insert name] will be in touch shortly with the best days/times.
On your kickoff, we'll walk through how [Company] runs today, where the team is headed, and the [role / plan] you're picturing. Plan on about 90 minutes. To make the time most productive, it would help to have these on hand, or send ahead (email or the upload link on your dashboard are both great!):
- An org chart, or a simple list of who does what [(including board positioning) if nonprofit]
- Current job descriptions for each role (even a title and/or list of duties is fine)
- A strategic plan or business goals for the next 12 months
- [Engagement-specific item, e.g. board meeting dates through January and how a new position gets approved]
It would also help to think about [the role you're picturing and a rough salary range you'd feel good about] before we meet.
Looking forward to it, and let me know if you have any questions in the meantime!
Your account partner,
[Insert name here]
Kickoff call summary
After the kickoff
Sent after the kickoff call. Swap in what the call actually covered.
Subject
Great to connect, [First name]! Here's our recap
Body
It was so great to meet with you and the [Company] team! Here's a quick recap of what we covered and where we go from here.
What we covered:
- [Key point or priority confirmed]
- [Key point or decision]
- [Anything we agreed to look into]
- [System access]
Your dashboard: [dashboard link] (bookmark it for progress notes and to share docs anytime).
Want to connect again? Grab any time that works here: [meeting scheduling link]
Next steps:
- [Next step, and who owns it]
- [Next step]
- [Anything we're waiting on from you]
We're really excited to get going. Reach out anytime!
[Your name]
Tip. The docs to gather and the role and salary question are the longest-lead items for the client, so leaving them in the welcome email gives them a head start.