Discuss an onboarding workflow · See the paid audit options
Keep intake and kickoff details together
Agencies and professional-service teams repeat intake questions, access checks, kickoff tasks, folder setup, and reminders. A missing account owner or pending approval can leave staff unsure what may proceed. A checklist makes the gap and responsible role visible.
Start with one approved record and client-owned checklist: an intake form, required links and documents, due dates, access owners, and a kickoff summary. Task or reminder routing through client tools depends on audit findings, permissions, and approvals.
Check the record before requesting access
You provide the approved start, service package, contacts, dates, access checklist, retention rules, and item owners. Ordinary checks find blank fields, missing links, and unrecorded approvals. AI can summarize answers and flag gaps. A person verifies identity, scope, account owner, and permission before any request or client message is sent.
If the account owner is missing or approval unverified, the action stays held. Your team owns kickoff decisions and client communication. The workflow shows what arrived, what remains, who owns it, and the next decision.
What you can receive
Project outputs may include an onboarding checklist, intake form, task routes, reminders, kickoff brief, access-owner list, and operating guide. The scope says what is required, who follows up, and how exceptions reach a coordinator. Time-to-ready, missing items, and corrections can be measured later.
Where useful, FlowOS Memory can bring approved scope, checklist skills, identity and permission rules, and handoff requirements into the task. The prepared example does not read live memory or connect to a client system.
Onboarding checklist example
The prepared start record names a fictional agency, an SEO workflow setup, an October 22 kickoff, and two sample URLs. The account-owner field is blank and access approval is still waiting, so the checklist says “Owner not supplied” and holds the access request. A fictional coordinator confirms that the client must name the owner. The preview shows received links, the missing owner, waiting approval, and the next role; no message, access request, folder, or task is created.
Illustrative workflow using prepared sample data; no live AI or client systems.
Choose who operates the process
A system for your team: Implaxis builds and hands over a workflow your staff run. Build and setup are separate from monthly hosting, monitoring, and maintenance. Implaxis retains the system and workflow under the standard model; you may request a data export. Complete ownership is a separately scoped, substantially higher-priced option.
Managed administration: Implaxis can handle agreed recurring steps when roles, contact rules, access, and exceptions are clear. The founder reviews client deliverables before sending; your team keeps kickoff, access, and client-facing decisions. The custom quote follows the audit, with no automatic setup fee.
Start with an audit
After discovery, choose a paid Workflow Audit for this process or a Business AI Audit for wider opportunities. The report maps the process, recommendations and assumptions, where AI, ordinary checks, and people fit, and a proposed scope, price, and stages. You can stop there; the full audit fee is credited if you buy the final service.
See Lead Management & Follow-up for new inquiries before a sale; this service begins after a client is accepted. Read how an engagement works or discuss the checklist.