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CLIENT ONBOARDING CHECKLIST

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STATUS:   Pending ~ In Progress ✓ Completed
🎨
PHASE 1
Branding & Brand Board Setup
  • Upload client logo (PNG/SVG, transparent background preferred)
  • Define brand colors (primary, secondary, accent HEX codes)
  • Set brand fonts (headings & body)
  • Create Brand Voice profile (from website URL or description)
  • Build and save Brand Board in the platform
👤
PHASE 2
Business Profile & Settings
  • Enter business name, address, city, state, ZIP, and country
  • Add business phone number and website URL
  • Set correct timezone and locale/currency
  • Configure business hours (open/close times per day)
  • Upload profile photo / business cover image
  • Add business description / bio
📞
PHASE 3
Phone & A2P Registration
  • Search and purchase a local or toll-free phone number
  • Check A2P eligibility (Standard Brand vs. Sole Prop)
  • Submit A2P Brand Registration via Trust Center
  • Submit A2P Campaign Registration with approved use case
  • Collect client opt-in confirmation (form or chat widget)
  • Verify TCR approval status and note Campaign ID
⚠️ Important: A2P registration can take 1-3 weeks. Submit on Day 1 of onboarding. A verified sending domain, published terms & conditions, and a privacy policy are required for A2P approval.
📧
PHASE 4
Email Domain & SMTP Setup
  • Add client sending domain (e.g. mail.clientdomain.com)
  • Publish DNS records (SPF, DKIM, DMARC, MX) in client's DNS provider
  • Verify domain authentication is passing (all green)
  • Set default From Name and Reply-To email address
  • Send a test email to confirm delivery
📅
PHASE 5
Calendar & Appointment Setup
  • Create primary calendar(s) for client or team members
  • Connect Google Calendar for 2-way sync (OAuth)
  • Set availability windows and working hours per calendar
  • Configure booking page (service name, duration, buffer time)
  • Set up confirmation, reminder, and follow-up notifications
  • Test booking flow end-to-end
🏆
PHASE 6
Pipelines & Opportunities
  • Create or import client's sales pipeline(s)
  • Define and name each pipeline stage (e.g. Lead -> Qualified -> Proposal -> Won/Lost)
  • Set up opportunity custom fields relevant to client's business
  • Assign pipeline owners and team members
  • Configure lost reasons and closed labels
⚡
PHASE 7
Workflows & Automations
  • Import snapshot workflows and review all automation triggers
  • Activate core automations (lead nurture, appointment reminders, follow-ups)
  • Customize workflow messages with client name, brand voice & offer
  • Set up trigger links for key CTAs (book a call, opt-in, etc.)
  • Test each active workflow with a dummy contact
🔗
PHASE 8
Integrations
  • Connect Google Account (Calendar, Gmail, Google Ads)
  • Connect Facebook Pages (Messenger & Lead Ads)
  • Connect Instagram Professional Account
  • Connect LinkedIn / TikTok profiles (if applicable)
  • Map Facebook Lead Ad forms to contact fields
  • Connect Stripe or payment gateway
  • Verify all integrations are active and syncing correctly
👥
PHASE 9
User & Team Setup
  • Create or invite team users with correct email addresses
  • Assign roles and permissions per user (Admin, User, etc.)
  • Assign calendars to appropriate team members
  • Configure notification preferences (email, SMS, in-app)
  • Confirm all users have logged in and accessed the account successfully
📸
PHASE 10
Snapshot Import
  • Select the appropriate Hub 365 AI snapshot for client's industry/use case
  • Import snapshot into the sub-account
  • Review all imported assets: workflows, funnels, forms, emails, pipelines
  • Customize imported content with client branding, messaging, and offers
  • Verify funnel/landing page URLs and domain connections
🤖
PHASE 11
AI & Conversation Bots Setup
  • Create Knowledge Base with client FAQs, services & business info
  • Configure Conversation AI bot (name, persona, tone)
  • Set bot triggers, channels & active hours (SMS, chat widget, IG DM, etc.)
  • Connect bot to calendar for appointment booking
  • Set up human handoff rule (escalate after X missed intents)
  • Run end-to-end bot conversation test across all connected channels
💳
PHASE 12
Payments & Billing Configuration
  • Connect Stripe (or payment gateway) and verify connection
  • Create products, services, and pricing in the Products catalog
  • Configure invoicing settings (logo, from name, footer, payment terms)
  • Set up recurring subscriptions or payment plans (if applicable)
  • Configure tax settings and coupon codes (if applicable)
  • Run a test transaction to confirm payment flow end-to-end

FINAL APPROVAL

INTERNAL NOTES

FINAL SIGN-OFF

  • Internal QA review — verify all 12 sections are complete
  • Send client a welcome message / onboarding summary email
  • Schedule client kickoff / training call
  • Hand off login credentials and access securely
  • Mark sub-account as ACTIVE and begin post-launch monitoring

COMPLETED BY (HUB 365 AI TEAM)

Name Date

CLIENT SIGN-OFF

Name Date

Hub 365 AI - Fort Lauderdale, FL

New Client Onboarding Checklist - Confidential

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