Onboarding Flow Chart

Onboarding Journey | Ideal Brides

Starting Point

Sale Closes & Automation Kicks In N8N Automated

The salesperson books the onboarding call. N8N automatically handles what used to be manual setup.

What N8N Creates Automatically

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Creates ClickUp Tasks (named for the venue) N8N
Creates Client Onboarding Portal + links in ClickUp comments N8N
Creates the GHL Sub-Account N8N Elvia finalizes
Creates Google Drive Folder + links in ClickUp comments N8N
Sends client email with Onboarding Portal link N8N

Client Onboarding Portal Tasks

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Fill Out Venue Information Form Client REQUIRED BEFORE OB CALL
Grant Facebook Page Access Client
Upload Venue Logo Client
Upload Photos Client REQUIRED BEFORE ASSET BUILD OUT
Upload Any Current Pricing Guide Client
Upload Videos Client Needed before launch, not before OB call
Download Required Apps (Slack & Lead Connector) Client
Have Debit Card Ready for the Call Client

Pre-Onboarding Checklist

These tasks must be completed before the Onboarding Call can happen.

Pre-Onboarding Checklist Tasks

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Link the Google Drive from the Comments to the Task Elvia
Link the OB Portal from the Comments to the Description Elvia
Create Venue Slack Channel Elvia
Finalize Client GHL Account Elvia
Finalize ClickUp Venue Intake Forms Elvia
Move Stage to "Onboarding Call Booked" in ClickUp Elvia
Add Checkmark in Slack Onboarding Channel Elvia

Call Readiness Checklist

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Check for Google Drive Completion (OB Portal) Elvia
Check for Venue Information Document Completion Elvia
Ensure Facebook Page Request/Access via Leadsie (OB Portal) Elvia
Invite Client to Slack (File > Invite People) (Reference) Elvia
Create Client as a User in their GHL Account (Loom Guide) Elvia

Blocker

Venue Information Form must be completed by the client. Without it, you don't have the venue details needed to run discovery or set up their account during the call.

Onboarding Call

60 MIN

Nadine takes the first half (discovery) then Leena takes the second half (setup & next steps)

Discovery and onboarding are combined into one single call. There is no separate discovery call.

Nadine's Half - Discovery

Set Call Expectations Nadine

Conduct Discovery Call Portion of the Call Nadine

Leena's Half - Onboarding Setup

Review Pre-OB Tasks (OB Portal) Leena

Setup Venue Team Members Ideal Brides Accounts - Backend GHL Leena

Talk Through "Wow Factor" Videos & Show Them Video in Training Library Leena

Confirm Client Can Access Slack (verify they see the channel, drop OB portal link as a test) Leena

Walk the Client Through Google Calendar Setup + Set Calendar Availability Leena

Check FB Business Page Access Leena

Gather Facebook Payment Information Leena

Invite Them to the Private Facebook Group Leena

Schedule Asset Review Call Leena

Schedule Pre-Launch Call Leena

Assign the Training Videos as Homework Leena

Give Detailed Next Steps Leena

Create Any Follow Up Tasks That Didn't Get Completed on the OB Call Leena

Post Onboarding Call Checklist

Immediately after the call. These tasks kick off the asset build out phase.

Post Onboarding Call Checklist Tasks

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Set ALL Dates for the Entire Project Backtracking from the Pre-Launch Call and Venue Asset Review Call, Then Record a Video to Brief the Team Leena
Create Client Info Video Leena
Purchase Domain via Cloudflare & Attach It to GHL Account Elvia
Update Calendar Details in GHL Elvia
Complete Funnel Asset Doc Elvia
Move to Asset Build Out Stage Elvia
Request SendBlue Account + Number Elvia

Blocker

Client photos must be uploaded to Google Drive. The team cannot build ad creative or funnel landing pages without the venue's photos. Confirm photos are in Drive before the build starts. Separately, client videos must be uploaded before the Pre-Launch Call. Wow Factor videos tend to take the longest, so stay on top of this early.

Asset Build Out

Hannah (creative), Daniela (video), Leo (ad ops), Daniyal (GHL & ads)

The team builds every deliverable the client needs to launch. All assets go through full internal approval before the client sees anything.

Asset Build Out Tasks

Photo Aggregation Hannah

Build Ad Creative & Ad Copy Hannah

Create Digital Assets + Funnel Landing Pages Hannah

Create Email Templates Hannah

Finalize Creative Design Hannah

Create WOW Factor Videos Daniela

Launch WOW Factor Videos Leo

Setup & Finalize Facebook Ads Leo

Full Internal Asset Approval Hannah

Complete Pre-Launch Checklist Daniyal

Blocker

Deliverables document must be sent to the client 2-3 days before this call. You need it pulled up and ready to walk through every single built asset. Without it, the call has no structure and falls apart.

Asset Review Call

30 MIN

Leena

This call exists because in the past, clients would take weeks to review assets on their own. Walking them through everything live and setting a strict deadline keeps momentum and prevents delays.

Have the deliverables document pulled up and ready before the call starts Leena

Walk the client through all of their built assets Leena

Show them how to use Markup to leave feedback Leena

Set a strict review deadline and put urgency on them Leena

Blocker

ALL tasks must be complete and ALL assets must be approved by the client. If anything is still open or unapproved, this call cannot happen. Everything needs to be fully ready to go live.

Pre-Launch Call

30 MIN

Leena

Make sure the client feels confident receiving leads, knows how to use the system, and understands exactly what to expect after launch.

Client Readiness

Ensure they understand the system and feel comfortable receiving leads and talking with brides Leena

Show them where the training portal is inside of the system Leena

FAQs to Cover

When they go to send a message and it says "purchase an SMS number," they just need to click the dropdown and select iMessage Leena

Meta Payments tend to fail from the bank. They may need to reach out to their bank to make sure payments are processing Leena

Timeline Expectations

First 2-3 days: leads should be coming in. Be ready to have conversations Leena

First 3-5 days: they should see a tour book. Encourage them to call the tour via phone when they book Leena

Let them know our team monitors the account closely for the first 30 days to ensure traction Leena

Book the 1-week post-launch check-in call Leena

Launch & First 30 Days

The final task is to add them to the New Launch List in Venue Success so we can monitor their account closely for the first 30 days. Add the ads manager and any tasks needed for a great launch. The ads manager watches the account closely along with the VSM. They work in tandem.

CPL Target

$5 or less

CPT Target

$75 or less

Critical Actions

Add venue to the New Launch List in Venue Success Leena

Create a subtask to check in after the first 3 days on metrics Leena

Every single day the metrics aren't hitting targets: action items to get them there and communicate with the client at a high level Leena Ads Mgr

The first 30 days are where a client can either go green and love us forever, or fall off a cliff and go red where we're fighting to get them back the entire time. Every single day matters.