How to Onboard A New Client
1. Track and mark down sales call performance and details in spreadsheet (within Windows folder and on Google Drive).
2. Save sales call recording file (within Windows folder and on Google Drive). On Google Drive, you should save the recording in the "Call Recordings" folder, but then also in the Prospect's folder.
3. Transfer all important notes, information and details about the client that you gathered and collected during the call. Save these notes in a Google Doc (within the Prospects folder on Google Drive). If you learned about and gathered any new health problems, conditions or symptoms, then add them to the "Conditions and Symptoms" Google Doc.
4. Archive the client's email address from any Mailchimp email lists. Add the client's email address to the Exclusion list in Mailjet.
5. Prepare and send Coaching Service Agreement through Hellosign in Microsoft Word for the client to review and sign. Read over and edit the word document, then sign it and send it using Hellosign through Microsoft Word. For step-by-step instructions on how to do this, refer to the "Sending Coaching Service Agreement and Initial Agreement Email" document and video here: https://help.optimallivingdynamics.com/article/137-sending-coaching-service-agreement-and-initial-agreement-email
6. Send "Initial Agreement Email" about Coaching Service Agreement and welcome them to the program. Make sure to add "Client" tag to this email, and then assign the email to myself in Helpscout after it's sent. This will then automatically give them access to the "Drip" version of the program in Kajabi: https://help.optimallivingdynamics.com/article/148-adding-new-client-to-the-portal-and-program
7. Send "Login Access and Q&A Call Email". For step-by-step instructions on how to do this, refer to the "Adding New Client to the Portal and Program" document and video here: https://help.optimallivingdynamics.com/article/148-adding-new-client-to-the-portal-and-program
After They Sign Agreement:
8. Add client to regular full version of the program, the community, and the Q&A Call Recordings once they sign the agreement (automate this later with Zapier).
9. Transfer the client's folder from the Prospects folder to the Clients folder on Google Drive. This folder should include the "Conditions and Symptoms" of the client; all test result documents from the new client; important call notes, information and details about the client; the sales call recording; and their full application from Gmail. Make sure and double check that all of this information and documents have been saved in the folder. If you don't see any test results, they may not have sent any. Double check by searching through the Helpscout inbox.
10. Figure out the date that the client should be removed from the community (4 months in the future), and add the client's name to the "Optimal Living Dynamics" Google calendar on that date: https://calendar.google.com/calendar/u/0?cid=Y183cGFtaGhoZ2c2aHNuazU2cTJlbWZ1Z251MEBncm91cC5jYWxlbmRhci5nb29nbGUuY29t
11. Add the client's email address to the "Optimal Living Dynamics Clients" email list in Mailchimp.
12. Review and prepare any supplement feedback and/or test result feedback for the new client. Once the feedback has been prepared, and it's ready for me to review and send to the client, notify me through the #testresults-feedback channel in Slack. If you don't see any test results in the folder, the client may not have sent any before their call. But double check by searching through the Helpscout inbox and then saving any documents if you find any.
13. Login to Kajabi, go to the welcome post that is pinned at the top of the community, and edit the welcome comment underneath the post. Update the comment by removing the oldest client that was previously tagged (at the top of the list), and then tag the newest client at the bottom of the list. So there will always be 10 names tagged in the comment. You will just keep editing and removing the oldest name, so that the comment always includes the names of the 10 most recent clients.