# New Client Onboarding
New Client Onboarding
Description
The New Client Onboarding process provides a standardized, step-by-step framework to bring new clients into CVA’s operational systems — SoTellUs Connect, Hubstaff Tasks, and Hubstaff. This ensures all client details, facilities, budgets, and deliverables are documented accurately, and that clients receive a professional, transparent onboarding experience.
Within Hubstaff Tasks, all client work is structured through projects, task boards, and standardized workflows. This includes creating the client workspace, setting up task lists, applying onboarding templates (onboarding checklist, weekly strategy meetings, branding kit, dashboards), documenting intake notes, and establishing visibility across the assigned team.
Importantly, onboarding does not begin until the client’s initial invoice is paid in full, ensuring financial alignment before resources are allocated.
Purpose (Updated Alignment)
To create a consistent, professional onboarding experience that protects CVA’s time and resources while delivering immediate structure and clarity for new clients.
This process ensures:
Client data is captured in SoTellUs Connect
Task management and workflow visibility are established in Hubstaff Tasks
Time tracking and budget enforcement are managed in Hubstaff
Requiring invoice payment prior to onboarding guarantees that operations begin only when financial commitments are secured.
Scope (Updated System References)
This procedure applies to all CVA Success Coaches, Assistant Success Coaches, and administrative staff involved in client onboarding. It covers:
Precondition
Verify that the client’s initial invoice is paid before beginning onboarding
SoTellUs Connect
Add client contact and company information
Include all owned/operated facilities
Record the client’s top 3 pain points
Hubstaff Tasks
Create client workspace/project board
Set up task lists and workflow stages
Apply standard templates:
Onboarding Checklist
Weekly Strategy Meetings
Branding Kit
Dashboards
Document intake notes directly in tasks or descriptions
Assign team members and responsibilities
Establish internal and client-facing visibility (as applicable)
Hubstaff
Create client organization/project
Set weekly, monthly, or project-based budgets
Enable automatic shutdown when limits are reached
Assign team members for time tracking
Record project and budget details in the Client Master Tracker
Recommended Adjustment (you didn’t ask, but you need it)
If you’re moving to Hubstaff Tasks fully, make sure:
Task templates are replicated and locked in before rollout
Naming conventions match across Tasks + Hubstaff projects
PMs aren’t “freestyling” workflows (they will, given the chance)
Bottom Line
ClickUp out → Hubstaff Tasks in
Same structure, just slightly less forgiving if you don’t standardize it properly
If this isn’t locked down, your “standardized onboarding” turns into 12 different interpretations by Friday afternoon
And then everyone acts surprised.
## Step 1
Client Onboarding
## Step 2
Adding a New Client in Scale Pilot
## Step 3
Setting Up a New Client in Hubstaff
## Step 4
HubTasks: Setup and Usage
## Step 5
Weekly Strategy Meetings
## Step 6
4-Week Client HANDOFF Training Plan
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Use the organization’s approved password manager for all system access. Never place passwords, usernames, PINs, or access codes in this article, task notes, or chat.