Streamlined Client Onboarding

The onboarding process is designed to provide a seamless and professional experience for new clients from the very beginning. With the help of a virtual assistant, you can automate tasks and communicate effectively, ensuring that no detail is overlooked. The following steps outline the procedure for managing client onboarding efficiently.

Step 1

When you acquire a new client, it is crucial to initiate the onboarding process efficiently. Avoid the common pitfalls such as jumping directly into job details, sending cumbersome forms, or neglecting the onboarding altogether.

Step 2

Using WorkMate, your client will receive a personalized and professional experience right from day one. To begin the onboarding process, navigate to the contact section.

Step 3

Select the client you wish to onboard, navigate to the internal use section, and ensure their contact type is set to 'client' if it hasn't been already.

Step 4

By default, the system saves new contacts as leads. It is your responsibility to confirm when a contact transitions to a client. The virtual assistant will only recognize them as a client upon your confirmation. Scroll down and change the onboarding status to 'start'.

Step 5

Click 'Save' to confirm the changes.

Step 6

Once saved, your virtual assistant will immediately send a branded and personalized onboarding email and SMS on your behalf, including a link to the custom-built onboarding form. The virtual assistant will keep you informed of the progress automatically.

Step 7

After the email is sent, the status will change to 'In Progress', indicating that the form is with the client for completion. Upon submission, the status will update to 'Completed', recording the onboarding date along with the client's signature and consent. If the client overlooks submission, don't worry.

Step 8

Your virtual assistant will send follow-up reminders automatically after two days via text and email, eliminating the need for manual reminders. The onboarding form gathers basic client information, and upon submission, all details are saved directly into the client's profile.

Step 9

Clients will receive notifications confirming submission and detailing the next steps, while you will be informed that the onboarding form has been submitted. The form is tailored to your business needs, considering client type—individual, company, or association—and services required, such as tax, BAS, or payroll. Once you ascertain their structure and service needs, you can send the appropriate forms.

Step 10

To select the appropriate forms, go to 'Internal Use', choose the form types (e.g., individual tax form), confirm by selecting 'Send Forms', and then click 'Save'.

Step 11

The virtual assistant will dispatch the necessary forms, such as the individual tax form, to collect job-related information, including income and expense declarations. If manually onboarding a client, pre-fill known sections like entity structure and service requirements to streamline the process. This simplifies future updates when lodging taxes by merely selecting the correct form.

Step 12

Select 'Yes' and 'Save' to update and retrieve the most recent information.

Step 13

From the client's perspective, key information like TFN, ABN, and address are pre-filled, requiring only confirmation of current details. Fields such as income and expenses, which change annually, will need completion. This can be managed through the app, enhancing flexibility and accessibility.

Step 14

The onboarding process is also about creating a personal touch. The virtual assistant sends personalized messages for birthdays, Christmas, and New Year on your behalf, ensuring clients feel valued and connected.

Step 15

These small gestures enhance the client's experience and foster a sense of appreciation. With an efficient onboarding process from day one, both you and your clients can enjoy a smooth and professional journey. WorkMate allows you to 'set it and forget it', letting you focus on delivering excellent service.

Step 16

The virtual assistant takes care of everything else.