Start at a real approval
Choose the event that authorizes onboarding, such as an approved agreement and confirmed payment. A submitted lead form is not the same thing as a new customer. Define which event is authoritative before creating project tasks.
The first useful version usually prepares internal work: a folder structure, a draft checklist, and a list of missing information.
Map the handoff
| Step | What must be true | What happens next |
|---|---|---|
| Start | Agreement and required approval exist | Create one onboarding record |
| Collect | Required intake fields are present | Flag missing details for the owner |
| Prepare | Service package is known | Draft the matching checklist |
| Review | Owner checks dates and responsibilities | Approve the client-facing kickoff |
Test the unglamorous cases
Submit the same intake twice. Leave a required field blank. Use an unknown service package. Simulate a disconnected tool. Change the start date after preparation. Every case should produce a visible, recoverable state instead of a duplicate project or a silently missing task.
Keep a customer reference and the source event identifier so repeated notifications can be recognized.
Measure the whole process
Compare time from approval to a complete kickoff, missing-information requests, and time spent repairing errors. Faster task creation alone does not mean better onboarding.
Use the workflow worksheet with one service package. See the agency workflow path for a bounded implementation.
Prepared by CCAIHelp for small teams evaluating AI and automation. Review the approach against your own process, data permissions, and current tool capabilities.
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