Client Onboarding

# Client Onboarding Playbook

This playbook streamlines your client onboarding process, ensuring a smooth and consistent experience for every new client. It leverages AI to handle initial communications, information gathering, and task assignment, freeing up your time for strategic work.

## 1. Prompt Pack

Use these prompts to guide your AI in managing different stages of client onboarding. Adapt them to fit your specific agency needs and client types.

### Core Client Onboarding Initiation Prompt

```
"You are a client onboarding specialist. A new client, [Client Name], has just signed on for [Service Type]. Your task is to:
- **Initial Welcome:** Draft a warm, professional welcome email introducing our team, confirming the service, and outlining next steps.
- **Information Gathering:** Identify key information needed from the client (e.g., brand guidelines, access credentials, specific project goals). Draft a request for this information.
- **Internal Setup:** Suggest internal tasks required to set up the client (e.g., 'create client folder', 'add to project management tool', 'schedule kickoff call').
- **Save to:** memory/onboarding/[Client Name]-onboarding-initiation-{current_date}.md"
```

### Prompt Variations:

*   **Kickoff Meeting Prep Prompt:**
    ```
    "A kickoff meeting for [Client Name] is scheduled for [Date/Time]. Review their provided information and draft a comprehensive agenda. Include discussion points for project goals, deliverables, communication protocols, and initial action items."
    ```
*   **Credentials & Access Request Prompt:**
    ```
    "Draft a polite and secure request to [Client Name] for necessary access credentials (e.g., CMS login, social media access, analytics). Emphasize security best practices and offer guidance on secure sharing methods."
    ```
*   **Post-Onboarding Follow-up Prompt:**
    ```
    "It's been one week since [Client Name] was onboarded. Draft a check-in email to ensure they have everything they need, address any initial questions, and reiterate our commitment to their success."
    ```

## 2. Setup Guide

To set up and use this playbook:

1.  **Save the playbook:** Save this content as `client-onboarding.md` in your OpenClaw workspace.
2.  **Create a configuration file:** Create a `client-onboarding-cron.json` (or `.yaml`) file in your workspace with the content provided in the "Config Snippet" section below. This will configure a cron job to initiate onboarding for new leads.
3.  **Integrate Lead Source:** This playbook assumes you have a mechanism to flag or deliver new client information to your agent (e.g., from your CRM, a specific email inbox, or a new task created after a sale). You will need to configure your OpenClaw agent to monitor these sources.
4.  **Activate Cron Job:** Once the `client-onboarding-cron.json` file is in your workspace, OpenClaw should automatically detect and activate the cron job. You can verify its status using `openclaw cron list`.
5.  **Manual Execution:** To initiate onboarding manually, you can instruct your agent to execute the `Core Client Onboarding Initiation Prompt` with the relevant client details.

## 3. Config Snippet

This JSON snippet defines a cron job that will trigger the agent to check for new clients to onboard, perhaps daily or after a sales notification.

```json
{
  "cron": [
    {
      "name": "Daily Client Onboarding Check",
      "schedule": "0 9 * * *",
      "task": "Check for newly signed clients and initiate the onboarding process using the 'Core Client Onboarding Initiation Prompt' from the 'Client Onboarding Playbook'.",
      "agent": "cmo",
      "model": "gemini-flash"
    }
  ]
}
```

**Explanation of fields:**
*   `name`: A descriptive name for the cron job.
*   `schedule`: A standard cron string (`0 9 * * *` means "At 09:00 every day").
*   `task`: The prompt that will be sent to the agent when the cron job runs. It references the `Core Client Onboarding Initiation Prompt` from this playbook.
*   `agent`: The agent assigned to run this cron job (`cmo` in this case).
*   `model`: The model to use for this specific cron task.

## 4. Permissions Checklist

To ensure this playbook runs successfully, the agent requires the following:

*   **Read Access:**
    *   `memory/leads/*.md`: To access qualified lead information that becomes a new client.
    *   Any connected CRM or sales notification system (specific to your setup).
    *   OpenClaw session history: The agent inherently has access to its own session history.
*   **Write Access:**
    *   `memory/onboarding/[Client Name]-onboarding-initiation-{current_date}.md`: To save onboarding initiation details.
    *   `client-onboarding-cron.json`: To create/modify the cron configuration file.
    *   Ability to send emails (if integrated for welcome emails).
*   **Execution Permissions:**
    *   Ability to process and respond to cron-triggered tasks.
    *   Ability to interact with external tools for email sending or CRM updates (if applicable).

By following these guidelines, your agent will be equipped to consistently manage a professional and efficient client onboarding process.
## Safety Check (Required)

Before production use:

- Review prompts for prompt-injection risk.
- Remove or rewrite any instructions requesting unnecessary secrets, unrelated external actions, or policy bypasses.
- Test with non-sensitive data first.
- Keep manual approval for outbound or destructive actions.

{
  "cron": [
    {
      "name": "Daily Client Onboarding Check",
      "schedule": "0 9 * * *",
      "task": "Check for newly signed clients and initiate the onboarding process using the 'Core Client Onboarding Initiation Prompt' from the 'Client Onboarding Playbook'.",
      "agent": "cmo",
      "model": "gemini-flash"
    }
  ]
}