Client Onboarding Assistant
New client details arrive through signed agreements, intake forms, and email threads, and scatter before anyone builds a clean record. This assistant reads each new-client handoff from any channel, captures the company and key contacts, flags which required documents are in versus still missing, sets the onboarding stage, and drafts a welcome note. Your team works from one structured record per client instead of chasing paperwork across inboxes.
Category: Agency
How it works
- A new client lands from any channel — a signed agreement by email, a completed intake form, or a manual add — into one place.
- The assistant reads the handoff, captures the company and key contacts, and checks the required documents and details against your checklist.
- It sets the onboarding stage, flags what is still missing, and drafts a welcome and kickoff note.
- Each client is filed as one structured onboarding record for review — nothing is sent until you approve.
Key benefits
- Capture every new client from any channel into one record
- See at a glance which documents are still missing
- Start every engagement with a consistent onboarding stage
- Hand owners a drafted welcome note instead of a blank page
Use cases
- Agencies & consultancies onboarding new client accounts
- Professional services firms collecting client intake documents
- Account managers tracking onboarding across many clients
- Operations teams standardizing the client kickoff process
Frequently asked questions
Does this assistant automatically send the welcome note to the client?
No, it drafts the welcome note for your review and approval; nothing is sent until you manually approve it.
What channels can new client details come from?
The assistant can read new-client handoffs from signed agreements by email, completed intake forms, or manual additions into your workspace.
Do I need to connect any external apps to use this assistant?
No, it works entirely within your Gaia workspace and does not require any external integrations.
How does the assistant know which documents are missing?
It checks the required documents and details against your predefined checklist and flags what is still missing.
Can I customize the onboarding checklist and welcome note?
Yes, you can define your own required documents checklist and edit the drafted welcome note before sending.
