Empower your business with automated sales order processing in Onboarding forms

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agency owners in this video we're going to walk through the same onboarding process that our agency has used to onboard hundreds of clients arguably one of the most important parts of the client journey is not the sale is not the delivery but it's the onboarding this is the client's first impression and you want to make a good impression starting out that's not going to cause a headache for the customer and also make you look professional so in this video I'm going to walk through a step-by-step process on how you can save more time how you can provide an elite onboarding experience for your clients and how you can do this simply just with one form that's going to trigger everything automatically so if you have been feeling stressed if you have been feeling overwhelmed by the idea of onboarding multiple clients throughout your weeks throughout your months or you're unsure if your onboarding system is actually effective then this video is going to be for you for those who don't know me my name is Austin Schneider founder and CEO of frantic we're a creative agency out of Bellevue have been in business for about five years I'm also the co-founder of of agency U which is a agency Consulting agency coaching program that helps agency owners scale our real mission is to shift the peridium of agency coaches we've been through a lot of courses we've been through a lot of different trainings hasn't really been anything like what we're trying to build which is giving templates giving copy and paste project management tools giving access to actual courses that are helpful and not just a bunch of recorded calls done for you systems weekly coaching calls pretty killer Mastermind and much much more without further Ado let's jump into this video so what this is is basically the same onboarding system that we've used to onboard 100 plus clients with just one form this is again probably not a highly top talked about topic just because so many people want to focus on sales Legion I'll get you this many appointments close this many deals Etc but the idea of actually fulfilling it can be intimidating so we want to make sure you can do oh and then this will also take a little bit to understand and set up but once it is set up it'll be extremely worth it what I mean by this is going to take some front end work by you to actually set up the automations to set up the tools but once it's set up it's pretty much done again this is literally just going to be one form that's going to trigger your whole onboarding system who this video is going to be for it's gonna be for marketing agency owners that are overwhelmed by the idea of onboarding more than three clients per week again so many people preach oh we're gonna get you 10 leads in just one day we're gonna get you close 20 deals in a week okay if you close 20 deals in a week do you think you could confidently onboard them and provide a good experience for your clients if you answered no to that then keep watching this video and it's also going to be from marketing agency owners that are spending too much mind share and time during the onboarding process guessing if what they're doing is right so time and time again we come across agent zones we're like I don't know if this is the right thing to do I don't know if I'm doing this correctly I don't know if the client's having a good experience I can just take a mind share it can take up unnecessary space in your brain when you can just create this process so basically what this will help you do is just help you retain more clients because if they have a bad experience from the jump then that's going to be the seed that will be the relationship and they're gonna think that at how you do your onboarding is how you do everything that's going to save you a ton of time it's going to provide a great client experience and it's going to allow you to onboard more clients stress-free so if you want to really scale then you have to have an onboarding system that actually will support scaling meaning you're not doing everything manually and all that stuff some tools required so before we get jump into it we're going to be using Google forms we're going to be using zapier and we're going to be using e-signatures we're going to be using course creator 360 which is basically a partnership that we have with course grader 360 to create all the automations for you and if you want access to the software that we're going to talk to I'm also going to link them down in the notes so that you can just simply click on them and get access to all the tools that we're talking about the overarching theme for onboarding is we're going to have an intake form that's going to send the client a contract and it's going to send them a welcome email okay once the contract is signed then we're going to send them an onboarding form and we're going to add them to our CRM once they have actually filled out the onboarding form then that's we're going to send the on reporting call calendar to actually have a conversation with them and onboard them into the business so so many people like mess up they they are sending manual emails they don't have a defined process so if you do not have a defined process steal this it will help you a lot so one other thing to note is we're doing the call very last so we're making sure that they've signed the contract we're making sure that they've filled out the onboarding form before we even talk to the client because if you're jumping on a call and they haven't felt the onboarding form they haven't signed the contract but you're eager to onboard them then you're going to again provide the client with a bad experience because you don't have all the necessary information that you need in order to do this correctly let's jump into the actual steps so first step is going to be a one-click trigger so what we want to do is we want to create what's called a sales intake form so this is a intake form that A salesperson will fill out upon closing a deal and what this is going to do it's going to act as your trigger it's going to trigger all of the necessary next steps so by filling out one simple form this will trigger all of the stuff that you just saw and the last minute or two which was it's going to send the contract it's going to send the onboarding form it's going to send the onboarding call et cetera Etc what we use is we use Google forms so for example we need like what is the business name what is client's first name email address Etc invoice amount invoice terms and you'll see why we're getting all this information in just a second but one this allows you to store the necessary information in Google Sheets and then also allows you to trigger everything that's going to happen next so the second thing that we want to do is send the contract in a welcome email okay so after the intake form is filled out which is basically your trigger it's going to automatically send them a contract and a welcome email so from a contract perspective what we use is we use e-signatures dot IO e-signatures.io is a very affordable very simple to use a contract tool essentially that we use at brandtg and at agencyu to be able to efficiently send contracts so it's 49 cents per contract Cent so it's super affordable it's not on a massive contract and you can create really good templates within it so what you're going to want to do is you're going to create a template through e-signatures and you're going to add in all of the necessary information that you want on the contract from the intake form so what that looks like so if I pull up one of our contracts we have like placeholders in here so if you hover over here this is a placeholder where we're going to put the business name so in the intake form we asked what the business name is okay cool we're going to put deliverables okay in the intake form we ask what the deliverables are for the clients okay in the intake form we asked what the contract date was what the length of the contract is with the invoice amount is and we're going to sync the intake form with zapier to the contract okay and these are just simply using placeholders so if you click on a placeholder it will automatically add it or automatically add it so if I click here then I click placeholder then I can just change this to whatever I wanted to what this actually looks like basically that's going to be the Google form to e-signatures that's what this app is going to be so if we scroll up to ours new response in Google forms then it's going to create the contract and e-signatures and send it so as you can see from our contract and this is just a test we have the signer name which is pulled from the intake form we have the email which is both from the intake form we have the phone number pulled from the intake form business name pull from the intake form and then once you scroll down you'll see all the placeholder fields that we made and pulled from the intake forms to add to the actual contract so by filling out the intake form what this is going to do it's going to allow you to sync them with the placeholder so anything that says business name on the contract is going to add in what is added in the form etc etc then we can also do is you can go to the contract title the email subject like email signature etc etc etc this is what this looks like then what you want to do is you want to select the proper template that you built in the e-signatures in order to actually pull the right contract and make sure that it's done correctly and then what you're going to want to do is after the contract is sent you want to send them a welcome email just acknowledging that hey the contract has been sent and we're super excited to work with you here's the next steps because one thing that you want to do when you're working with the clients when you're working with a new client is you want to give them a sense of control you want to make sure that they know what the next step is and they know that you have everything dialed in as it pertains to the next steps so for example what we use is we use course creator 360 agencyu which is a partnership that we've developed with course created 360 to automatically add all these templates for you what happens is after we send the contract we also have a zapier that's going to add them to this workflow so what this is going to do it's going to send a notification and slack to our company and it's going to say XYZ just received the contract we're super pumped to start working with them and then we're going to send them an email so hi John my name is blah blah blah you're the CEO of brantijic we just sent over your contract look for something from e-signatures next steps one sign will send you another once filled out we'll send you a calendar to put your onboarding call questions don't hesitate to reach out perfect so that is now taken care of and you're not even doing anything because the zapier is triggering this alternatively what you can do if you don't want to use the software is you can simply use a Gmail trigger in in zapier so add in another step essentially you can just go to Gmail and then you can send an email through there after the contract is sent then you can build it up from there okay but we're not going to do that because that's not what we do step two is complete the contract has been sent and the welcome email has been sent to the intake form has been filled out now what we want to do is we want to send them the onboarding form after they sign the contract basically once the contract is signed in e-signatures that's going to be the trigger from zapier to add them to the next workflow which is going to be adding them to the workflow in lead connector which is the course creator 360 to then send them the onboarding form send them the workflow basically what we want to do is we want to make sure that the client is receiving an onboarding form so that we can get the necessary information that we need in order to get to know them a little bit hear a little bit about their business in their own words as well as make sure that we have documented everything that we need from contact information accounting information and much much more so once the contract is signed basically what we're doing is we're adding them to the next workflow which is going to be onboarding welcome so after they actually sign the contracts we're going to move them to the pipeline of onboarding we're going to remove them from all the workflows we're going to add recurring client paying customer tag and then we're going to send a notification to slack that says XYZ just signed the contract this is amazing boom boom boom then we'll send them the welcome email so the welcome email is basically hi John thank you for signing contract we're supposed to start working with you my name is John over at blank blank blank uh it's my golden sugar set for when next steps click here to fill your onboarding form please complete this form in 24 hours once completed we'll send your calendar calendar for your first onboarding call questions don't hit it hesitate to reach out if they don't respond within 24 hours if they don't click anything within 24 hours then basically send a follow-up email so the onboarding form essentially looks like this so we basically just gather some relevant information it's all done on within course creator 360 just so we can start to get to know them a little bit and it adds it to the profile and we know everything about customer that we need to know going into the relationship so that it can actually be successful alternatively if you don't want to use course grader 360 then you can simply use Google form or type form or something along those lines also to note just to plug this if you want a free 30-day trial with all these templates pre-made for you essentially you can click the link down below and you can essentially get the same systems the same questions the same forms the same onboarding workflow that we're using for our agency just dropped into yours essentially it's a free 30-day trial and it's a hundred and forty seven dollars after that the tool can do much more than just onboarding but this is a this is a pretty big highlight of it so now that the intake form has been filled out the contract has been sent with a welcome email after they signed the contract we're just creating a zap that is essentially saying e-signatures signatures been complete now we're going to add them to the the next workflow which is the welcome email to get them to fill out their onboarding form now what we want them to do is book an onboarding call so essentially within course created 360 you can simply have them once the onboarding form is filled out it automatically adds them to the next workflow which is going to be sending them a calendar link to actually finally book The onboarding call so you'll notice that the onboarding call is the very very very last step and it's not going to be the first step we're not going to jump on onboarding call within one day because we need the information to go into this onboarding call very well and it kind of puts that boundary with the client so you're not like over delivering you're not moving too quickly and you're not setting the wrong expectations from the jump in course creator 360 basically what we do is we have a trigger once the onboarding form is submitted so basically a survey that says hey thanks so much for filling out your onboarding form next step is to your onboarding call schedule so it's basically kind of putting the clients through steps in like little bite-sized pieces because the last thing you want to do is you want to send this three page or this two-page paragraph with a bunch of steps that they need to do it's going to be overwhelming for them so if you can kind of piece things out as they go throughout the onboarding process then you're going to be set up for a win and it's going to be bite size versus an overwhelming email that's going to be tasking them with a bunch of stuff that they need to do that likely they're not going to get to then it's going to send the internal notification and again if they don't click within 24 hours then we're just going to continue to send follow-up information and then after they fill out the onboarding form then they can book the onboarding call and then after they book The onboarding call the onboarding is essentially complete from from that perspective then you can go through your process of actually onboarding the client asking the client the appropriate questions on the onboarding call actually getting them onboarded to begin actually fulfilling your services which I can talk about in a future video if you don't want to use course creator 360 again the alternative is to create a zapier or redirect after they fill out the onboarding form for example if you use typeform you can redirect to them after they fill out the form to Simply book a call to your calendly or whatever you want to use but we really like course created 360 because we can just add in all of the automations after they book a call we can send all the appointment reminders we can have all the different calendars within course creator 360 so that we know exactly where the client is coming from for example onboarding call we can see who is doing what in what calendar that they're actually booking something on and create the appropriate reminders throughout that so that's pretty much the onboarding process that that's going to allow you to literally do this with just one click in one form that's going to automatically alleviate any stress any anxiety with onboarding in any unnecessary mind share that's going to take up for it then finally if you want help one-on-one with your agency I'm linking my calendar in the notion page so that if you have any questions or if you want a free strategy call on how we may be able to help your agency from fulfillment from lead gen and much much more feel free to book a call with us and we can learn more about you to see if you're a fit for agent CU and what we're doing to help other agency owners and I'm also going to drop the notion page that I'm walking through down below so you can have access to it and you can literally walk through it step by step as well thanks so much for watching this video if you liked it please give it a thumbs up if you have any questions or any ideas for future videos for your agency and any pain points that your experience in your agency please leave a comment down below I try to respond to everything and get back to everyone and actually use that information to act on if you have any questions about your agency specifically please feel free to follow me on Instagram and shoot me a DM I would be happy to help you out as much as I can thanks so much for watching we'll see you soon