What Is Client Onboarding?<\/h2>\n\n\n\n
Client onboarding is the process every coach should follow when welcoming new coaching clients into their practice.<\/p>\n\n\n\n
For example, how do you collect their information? What happens right after they\u2019ve signed your coaching contract<\/a>? Who handles the booking of sessions?<\/p>\n\n\n\n A client onboarding checklist, on the other hand, is a documented version of that process. It outlines each step that should happen in the right order. <\/p>\n\n\n\n Pro tip:<\/strong> Use Paperbel<\/a>l to automate your entire onboarding process. Set it up once, and it will continue to work for every client.<\/em><\/p>\n\n\n\n Your checklist takes on the responsibility of remembering each step, so you don\u2019t have to spend any mental energy doing so.<\/p>\n\n\n\n Want a TL;DR version of your coaching client onboarding checklist? <\/p>\n\n\n\n Here\u2019s a template you can use for every new client:<\/p>\n\n\n\n Don\u2019t know where to start with your onboarding checklist? Here are seven steps to consider for your own client onboarding workflow!<\/p>\n\n\n\n The first step in any client onboarding process should be the proposal, contract, and payment. It\u2019s best to complete all of these in a single step when possible!<\/p>\n\n\n\n If you close your clients directly on a discovery cal<\/a>l, you won\u2019t need to send them a proposal. But if you don\u2019t, you\u2019ll need to share at least some information and benefits about your coaching program.<\/p>\n\n\n\n With Paperbell, you can complete this entire step of your checklist in one fell swoop. <\/p>\n\n\n\n For example, let\u2019s say you discussed your Amazing Monthly Coaching Package on a discovery call with a potential client. Once the call is complete, you can send them an email with a link to that package\u2019s landing page.<\/p>\n\n\n\n The landing page can contain all of the necessary information your prospect needs to know to make a decision \u2014 exactly like a proposal! But instead of recreating the proposal from scratch every time, you can reuse the same landing page.<\/p>\n\n\n\n Once the prospect clicks Book Now, they\u2019ll land on the checkout page, where they can pay you upfront!<\/p>\n\n\n\n And if you have a coaching contract, you can show the contract immediately after they\u2019ve paid. Clients won\u2019t be able to book their first session until they\u2019ve signed the contract.<\/p>\n\n\n\n No matter your coaching niche, it always helps to know as much as possible about your clients before you begin coaching them. <\/p>\n\n\n\n That\u2019s where a client intake form<\/a> comes in handy.<\/p>\n\n\n\n Keep in mind that you should have two separate forms for your free discovery sessions<\/a> and your paid coaching programs. Some coaches prefer to have no intake forms at all for free sessions!<\/p>\n\n\n\n Intake forms for discovery sessions should be used to qualify potential clients and help you ask the right questions on the call. On the other hand, your intake survey will give you everything you need to tailor the entire coaching process for each client.<\/p>\n\n\n\n By sending your clients an onboarding questionnaire, you\u2019ll save valuable time on the first coaching session. You can prepare yourself using the info your clients provide on that form, which can help you make the session much more transformative. <\/p>\n\n\n\n Without a coaching intake survey, you\u2019ll likely need to dedicate the entire first session to asking those questions. <\/p>\n\n\n\n Guess what \u2014 you don\u2019t need a separate survey builder if you\u2019re already using Paperbell for Step 1. Instead, you can build and connect your forms to the relevant coaching packages.<\/p>\n\n\n\n You can also decide exactly when your client should receive your survey. For an onboarding survey, you can choose the Purchase Trigger and set it to send Immediately:<\/p>\n\n\n\n However, you can send one or several days later if you wish.<\/p>\n\n\n\n If your coaching package<\/a> includes digital products<\/a>, this should be next on your client onboarding checklist:<\/p>\n\n\n\n Remember to share these digital resources in your initial welcome email. You don\u2019t have to include the files directly in your email, but you should provide instructions for how they can access the files.<\/p>\n\n\n\n For instance, you can share a download link directly in your email. Or you can let them know they\u2019ll receive a separate email that grants them access. <\/p>\n\n\n\n If clients unlock your digital products<\/a> only later in the coaching process, let them know what to expect. This can avoid frustration and confusion for both of you!<\/p>\n\n\n\n Don\u2019t forget to share the login information with your client if you offer a client portal like the one available in Paperbell! You can include this in your welcome email along with the intake survey and digital resources.<\/p>\n\n\n\n Even better \u2014 host your digital resources in your client portal if possible. This will give your client a one-stop shop to find everything they need relating to your coaching services<\/a>.<\/p>\n\n\n\n To make it even easier for your coaching clients to make use of your client portal, you can record yourself giving a walkthrough of every feature. Don\u2019t say anyone\u2019s name on the portal \u2014 you can reuse the same video recording for every client!<\/p>\n\n\n\n Use a tool like Loom<\/a> to record yourself quickly. Alternatively, you can record yourself in a solo Zoom<\/a> meeting and use the replay. <\/p>\n\n\n\n In this step, you should also provide your client with access to the logistics they need to get your support.<\/p>\n\n\n\n For example, will you host coaching sessions on Zoom? If so, make sure they have easy access to your Zoom link.<\/p>\n\n\n\n Will you also provide Voxer coaching<\/a> in between sessions? Remember to add them on Voxer and let them know which days and times you\u2019ll be available to respond.<\/p>\n\n\n\n Once your client has completed their onboarding intake form, it\u2019s time for them to book their first session with you.<\/p>\n\n\n\n It\u2019s up to every coach to decide how their clients can book their sessions. But if you want to save yourself some time while also providing the best possible experience for your client, consider letting clients book themselves into your calendar.<\/p>\n\n\n\n Yes \u2014 letting clients book themselves can lead to a bunch of scheduling issues<\/a> when it\u2019s not handled properly. But you can proactively solve these issues by setting up your calendar with the schedule of your choice!<\/p>\n\n\n\n Don\u2019t want to give coaching sessions on Fridays? Block it off. <\/p>\n\n\n\n Want to save Mondays for free discovery calls? Remove your availability for coaching sessions on those days.<\/p>\n\n\n\n Not every calendar booking tool lets you set up different availabilities for each appointment type. But Paperbell does \ud83d\ude42 <\/p>\n\n\n\n You can even let your clients book themselves straight into your calendar right after they\u2019ve paid and signed your contract \u2014 without leaving their browser!<\/p>\n\n\n\n During your first coaching session<\/a> with your new client, you should dedicate a few minutes to going over your coaching process.<\/p>\n\n\n\n For instance, will you expect them to do homework in between sessions? If so, where can they submit their homework?<\/p>\n\n\n\n Your goal should be for your client to have realistic expectations of what it will be like to work with you over the period they\u2019ve chosen. <\/p>\n\n\n\n Ask your client if they have any questions before you move on to the next part of the session. Collect all questions in your files and periodically check where you can improve your onboarding process to answer said questions proactively.<\/p>\n\n\n\n Once you’ve completed a few sessions with your new client, you can send them an email asking for a testimonial<\/a>. <\/p>\n\n\n\n The best time to do this will depend on your coaching program<\/a>. Choose a time during which you expect clients to make breakthroughs or achieve their first transformations.<\/p>\n\n\n\n In addition to a testimonial, you can also ask for a referral<\/a>. Just imagine \u2014 if every client sent you a referral, you\u2019d have to spend much less time marketing your coaching business!<\/a><\/p>\n\n\n\nNew Client Onboarding Checklist Template<\/h2>\n\n\n\n
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What to Include in Your Client Onboarding Checklist<\/h2>\n\n\n\n
![\"client](\"https:\/\/paperbell.com\/wp-content\/uploads\/2025\/07\/client-onboarding-checklist-infographic-1024x1024.jpg\")
<\/figure>\n\n\n\n1. Contract and payment process<\/h3>\n\n\n\n
![\"client](\"https:\/\/paperbell.com\/wp-content\/uploads\/2023\/04\/image2-1024x569.gif\")
<\/figure>\n\n\n\n2. Share the coaching intake survey<\/h3>\n\n\n\n
![\"client](\"https:\/\/paperbell.com\/wp-content\/uploads\/2023\/04\/image1-2.png\")
<\/figure>\n\n\n\n3. Send digital resources<\/h3>\n\n\n\n
4. Provide access to the client portal<\/h3>\n\n\n\n
5. Book the first coaching session<\/h3>\n\n\n\n
6. Share your coaching process to set expectations<\/h3>\n\n\n\n
7. Ask for a testimonial and\/or referral <\/h3>\n\n\n\n
How Often Should You Update Your Client Onboarding Checklist?<\/h2>\n\n\n\n
![\"client](\"https:\/\/paperbell.com\/wp-content\/uploads\/2023\/04\/client-onboarding-checklist-pin.png\")
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