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For agencies and service businesses

Client Onboarding

From signed contract to live client without the chase. Every handoff has a named owner, and anything that touches the client waits for approval.

Built in your own accountsA person approves anything client-facingHanded over with a runbook

3 workstreams that take a client from signed to live:

Signed-to-live buildSprint Onboarding dashboardSprint Run and improveSubscription
Onboarding · Signed to live Interactive example · demo data
New clientLive and handed to the owner6 of 6 completed
  1. Contract signed (completed)
  2. Paid (completed)
  3. Workspace (completed)
  4. Intake (completed)
  5. Kickoff (completed)
  6. Live (completed)

    Teams that run on AiXCEL systems

    Hrmny ChiroCandy Modern Amenities RepStack AI Product Accelerator One Konnector VT Capital

    Connects to the tools you already use

    • Close
    • HubSpot
    • GoHighLevel
    • Stripe
    • Airtable
    • Mighty Networks
    • Intercom
    • Slack
    • Notion
    • Google Drive
    • n8n
    • Make
    Workstream 1Sprint

    Signed-to-live build

    A fixed-scope build inside your own CRM and tools. We map the path from signed to live, then wire the trigger, the checks, the provisioning and the approval step so every new client is set up the same way (Onboard, the onboarding module, is delivered inside this service rather than as a standalone product), with a named owner.

    Choose your trigger

    The trigger changes. The checks, the provisioning and the approval step stay the same, so every client is set up the same way.

    What gets built

    • A defined contact and opportunity lifecycle
    • Owner routing, duplicate checks and task creation rules
    • Records created in each tool, mapped field by field
    • An approval step before anything reaches the client
    Talk to us
    Signed to live · Deal won in CRMInteractive example · demo data
    Built in your accounts
    Outcome

    Workstream 2Sprint

    Onboarding dashboard

    One view of every client across six stages. Each cell shows done, waiting, awaiting approval or error, and a failed step can be retried from the same screen.

    Onboarding · all clientsInteractive example · demo data
    Clients5
    Live1
    In progress2
    Awaiting approval1
    Needs attention1

    Errors and retries in one view

    Errors and retries in one view

    A failed step shows the stage, the system and the cause beside the client it belongs to. A retry runs the same step again, and the same event run twice never creates duplicate work.

    In practice: Modern Amenities

    A won deal in Close CRM provisions each paying client across Airtable, Mighty Networks, Intercom and VendHub through n8n. A six-stage dashboard shows errors and retries, and the ErrorLens module alerts Slack on fresh failures.

    In practice: AI Product Accelerator

    A cohort journey that connects application, onboarding, curriculum, milestones and certificate handoff, so each participant follows one tracked path.

    Workstream 3Subscription

    Run and improve

    After launch the system is watched and tuned. Welcome and check-in messages go out from approved templates, failures raise an alert with a fix to approve, and improvements are agreed each month.

    1. Day 1

      Welcome

      The welcome message goes out from an approved template once the client is live.

      Person approves
    2. Week 1

      Check-in

      A short check-in asks how setup went and whether anything is stuck. It is drafted for review before it sends.

      Person approves
    3. Ongoing

      Health signals

      Stalled steps, unanswered intake and quiet accounts are flagged to the named owner.

      Internal
    4. Always on

      Monitoring alerts

      ErrorLens, the module from Monitoring & Alerts, watches the automations and alerts Slack on fresh failures, with the cause and a fix to approve.

      Person approves
    5. Monthly

      Improvements

      A monthly review of what stalled, what to tighten and what to add next. Changes are agreed before they go live.

      Person approves

    Anything that touches the client waits for approvalEvery step runs on a clock

    An alert with a fix, in Slack

    When an onboarding step fails, the named owner sees which client, which step and the likely cause, and approves the fix. Nothing is retried until a person says yes.

    ErrorLensAPP10:14

    Onboarding step failed · Workspace

    Client
    Juniper Physio
    Step
    Community seat, Mighty Networks
    Cause
    The request timed out
    Suggested fix
    Run the step again

    Interactive example · demo data

    • The cause and a suggested fix with every alert
    • Safe retries: the same event never creates duplicate work
    • Exceptions land in a view with a named owner
    Client health · this month
    On track3no action needed
    Needs a nudge1draft awaits approval
    Stalled1owner alerted
    • Lakeside ClinicFirst activity loggedOn track
    • Bright Path TutoringIntake completeOn track
    • Foundry Co-opKickoff heldOn track
    • Meridian LegalIntake form unansweredNudge to approve
    • Oak & Ember CafeNo activity since kickoffStalled

    Signals feed the monthly improvement review

    How it runs

    How an engagement runs

    Sprints are fixed-scope and priced before we start. Every engagement follows the same path, built in your accounts and handed over.

    1. 01

      Map

      Thirty minutes with Ahmad. We map your path from signed to live: the trigger, the tools, the owners and what needs a person's approval.

    2. 02

      Build in your accounts

      One recurring workflow first, with the smallest useful set of integrations. A person approves everything the client sees.

    3. 03

      Test the difficult paths

      Duplicates, incomplete information, a tool going down and an approval left waiting are tried before launch, against agreed acceptance criteria.

    4. 04

      Hand over

      The keys, a runbook, an operating checklist and training, so your team can run it without us.

    5. 05

      Run and improve

      Monitoring and monthly improvements run as a subscription, scoped separately once the system is live.

    FAQs

    Frequently asked questions

    Can the AI send messages or change records on its own?

    External actions need explicit authorization and tested rules. Drafting, review and execution are separate steps when a decision has consequences, and we put a person in front of every outbound action, including anything the client will see.

    Do we have to replace our current tools?

    Often the first improvement can use your existing platforms and APIs, such as Close, HubSpot or GoHighLevel. Tool changes are considered only when the current setup cannot meet the agreed requirements.

    What happens if a step fails halfway?

    Failures stay visible. The step lands in an exception view with a named owner, and the alert arrives with the cause and a fix to approve. Retries are built to be safe, so the same event run twice never creates duplicate work.

    What happens before you quote, and how is it priced?

    We review the workflow, its owners, the tools involved and the access needed. The proposal then defines the scope, assumptions, responsibilities and acceptance criteria. Sprints are fixed-scope and priced before we start; ongoing workstreams run as subscriptions.

    What happens after handover?

    Documentation, an operating checklist, a runbook and training are part of the agreed delivery. Ongoing monitoring, improvements and support are scoped separately.

    Book a workflow mapping call

    Schedule a workflow mapping call

    Thirty minutes with Ahmad. We map the path from signed contract to live client and what we would build first.

    Book a workflow mapping call