# Generate Client Bio from Fathom Onboarding Notes (Chat GPT → Sweet Process → Hubtasks)
Generate Client Bio from Fathom Onboarding Notes (Chat GPT → Sweet Process → Hubtasks)
6) After posting:
Add a link inside the HubTasks/Worklenz List description to the SweetProcess doc (if your team uses cross-links).
Or add a HubTasks/Worklenz comment in the “Get to Know Your Client” task saying: “Client Bio completed + posted (SweetProcess + List Description).”
## Step 1
Pull the Fathom Notes + Transcript
1) Open the Fathom “VIEW RECORDING” link from the onboarding call.
Copy: Meeting Purpose, Key Takeaways, Topics, Action Items, and Transcript excerpt (discussing scope, hours, tools, communication, meeting cadence, facilities/locations, owners, priorities).
Paste all copied content into a working doc or directly into ChatGPT.
Quality Check: Ensure the pasted content includes mentions of: hours/week, priorities, tools, meeting day/time, who the Sr. Project Manager is, start/onboarding date.
## Step 2
Generate the Bio in ChatGPT
2) In ChatGPT, create a new prompt using this structure:
“Use the Bio’s For Clients project rules for SweetProcess bios.”
“From the transcript below, generate a client bio formatted for SweetProcess.”
“Include owners’ website/email/phone.”
“Include addresses for all centers/facilities; if missing, insert blanks labeled clearly.”
“Include best communication method and how.”
“Include weekly strategy meeting time.”
“Include onboarding date or service start date; if unknown, leave blank.”
“Include a full department hour breakdown and total weekly hours.”
“Add assigned team section at the bottom (Sr. Project Manager, Project Manager, VA). Leave names blank if not mentioned. Do not include Bobby.”
“Do not add a closing question or ‘would you like me to’ line.”
Then paste the Fathom notes/transcript below that prompt.
## Step 3
Validate the Bio Before Publishing
3) Scan the output and confirm:
✅ All required fields are present
✅ Any missing details are shown as blank placeholders (not guessed)
✅ Hours total correctly matches the client package (ex: 20 hrs/week)
✅ Team section is present at bottom (no Bobby)
✅ Clean headings + consistent formatting
Fix immediately in ChatGPT if anything is missing.
## Step 4
Publish in SweetProcess
4) Open SweetProcess
Navigate to the client’s folder: Clients → [Client Name] → SOPs
Create a new document: Title: “Client Bio – [Client Name / Business Name]”
Paste the final bio content in full.
Save/Publish.
Naming Standard Example: Client Bio – Ayango Cowart / Nettles Academy
## Step 5
Paste Bio into HubTasks/Worklenz
5) In HubTasks/Worklenz, go to: Current Clients → [Client Folder] → List
At the top of the List view, click the “Add description” icon (tooltip shown in your image).
Paste the same Client Bio into the List description.
Click Save.
Best Practice: Put the bio at the very top of the List description so it becomes the “single source of truth” inside HubTasks/Worklenz.
## Step 6
Optional Internal Linking
6) After posting:
Add a link inside the HubTasks/Worklenz List description to the SweetProcess doc (if your team uses cross-links).
Or add a HubTasks/Worklenz comment in the “Get to Know Your Client” task saying: “Client Bio completed + posted (SweetProcess + List Description).”
## Step 7
Troubleshooting Rules
Troubleshooting Rules
No facility addresses in transcript?
Add placeholders like:
“Facility Address (Location 1): ____________________”
No weekly meeting time stated?
Leave blank and label: “Weekly Strategy Call: ____________________”
Hours unclear or conflicting?
Use only what’s explicitly stated. If unclear, label:
“Weekly Hours: ______ (confirm)”
Sr. Project Manager/Team not named?
Add titles only (per your rule) and move on.
Completion Checklist (Before Marking Done)
Bio generated using Fathom notes + ChatGPT project instructions
Bio contains all required fields + placeholders where needed
Posted in SweetProcess under client folder → SOPs
Posted in HubTasks List description (“Add description” icon)
Team section present at bottom (no Bobby listed)
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