Pro Tips
Jul 22, 2025
How Top Agencies Built Seamless Onboarding Workflows That Win Clients
Jens Bjerregaard
CEO & Founder
5
Min. read
How Top Agencies Built Seamless Onboarding Workflows That Win Clients
If you run a marketing agency, you already know this: the first impression is everything.
You can run amazing campaigns, write world-class copy, and have years of case studies. But if your client onboarding process feels clunky, you are going to lose trust early.
Top agencies do not just wing it when it comes to onboarding. They build seamless workflows that make clients feel confident, supported, and excited from day one.
So how do they do it?
Let’s break down what the best agencies are doing and how you can replicate their onboarding success.
Why Client Onboarding Matters More Than Ever
Client expectations are higher than ever. With so many agencies to choose from, clients will not stick around if they do not feel taken care of right away.
A smooth onboarding process shows:
• You are organized and experienced
• You respect the client’s time
• You are aligned on goals, timelines, and responsibilities
More importantly, it lays the foundation for a long-term relationship. Most churn happens in the first 30 to 60 days. That is not a service issue. It is an onboarding issue.
What Seamless Really Means in Onboarding
Let’s get clear. Seamless does not mean automated to the point of being robotic. It means consistent, efficient, and human-friendly.
Top-performing agencies keep things simple but powerful. Their workflows typically include:
• A warm welcome email with clear next steps
• A centralized onboarding hub (think Notion, ClickUp, or Theoflow)
• A kickoff call with agenda, goals, and mutual expectations
• Pre-built forms to collect assets, access, and preferences
• A transparent project timeline with key milestones
The magic is not in the tools. It is in how they use them to remove friction and show clients they are in good hands.
The Tools Agencies Use to Streamline Onboarding
The best workflows are built on simple tools used with intention.
Here is what top agencies rely on:
Tool | Use Case |
|---|---|
Theoflow | White labeled nboarding portal, account access automation, centralized tracking |
Notion | Client dashboards, SOPs, shared resources |
ClickUp | Project timelines, task assignments |
Loom | Personal welcome videos, walkthroughs |
Zapier | Connecting forms, emails, and CRMs |
The key is consistency. If you are sending different onboarding experiences to each client, you are wasting time and lowering trust.
How to Build Your Own Seamless Onboarding Workflow
Want to build a system that impresses clients and saves your team hours each week? Follow these steps.
Step One: Map Out the Journey
From signed contract to campaign launch, outline every task. What does the client need to do? What does your team need?
Step Two: Build Templates
Templates remove decisions and keep your process consistent. Create email templates, form templates, kickoff agendas, and checklists.
Step Three: Automate Where It Makes Sense
Use tools like Theoflow to automate repetitive tasks. That includes sending welcome emails, collecting client inputs, and assigning team actions.
Step Four: Personalize the Experience
Automation does not mean cold. Add a welcome video. Include a personal note from the founder. Schedule a quick check-in call during the first week.
Step Five: Improve with Feedback
Ask new clients how their onboarding experience felt. Use their answers to make your workflow stronger and smoother.
Final Thoughts: Do Not Just Onboard, Impress
Clients do not stay because your onboarding was fine.
They stay because it felt clear, thoughtful, and professional.
Top agencies know this. They treat onboarding like a product. It is designed, tested, and continuously improved.
If you are serious about growing your agency, onboarding is not just an internal process. It is a client-facing experience that can win or lose the relationship in the first few days.
Want to simplify your onboarding process?
Try Theoflow to create workflows that onboard clients faster and leave a lasting first impression.
