Internal Training Document

Venue Onboarding Flowchart

Complete end-to-end process from first ad click through launch and post-launch monitoring. Click any step to expand details.

Total Steps
30+tasks
Target Timeline
35days to launch
Phases
8stages
Post-Launch
30day monitoring
Sales (Andrew)
VSM (Hillary/Nadine)
Ops (Elvia)
Creative (Hannah/Daniela)
Ads (Leo)
Creative Director (Andrew)
COO
Client
N8N (Automated)
Click any step card to expand subtasks and details ↓
①

Phase 1 — Lead Generation & Sales

Paid traffic through close. Salesperson manages entire pipeline.
7-10 day decision window
1
Prospect Hits Ad Landing Page
PAID TRAFFIC
Venue owners see our Meta ads and click through to the Venue Unlimited landing page. This is where all paid traffic is directed.

Key Details

  • Landing page: idealbrides.co/venue-unlimited
  • Traffic source: Meta (Facebook/Instagram) paid ads
  • Page goal: drive applications for Venue Unlimited program
2
Prospect Submits Application
CLIENT
Venue owner fills out the Venue Unlimited application with their venue details, current marketing situation, and goals.

Key Details

3
Prospect Books Fit Call
CLIENT
After submitting their application, the prospect is redirected to the Application Pending page where they book their Fit Call.

Key Details

4
Conduct Fit Call
ANDREW / SALES
Salesperson qualifies the venue owner, understands their needs, assesses fit for the program, and determines if they should proceed to a Demo Call.

Key Details

  • Qualification call: budget, timeline, venue type, current results
  • Goal: book a Demo Call for qualified prospects
  • Disqualify venues that are not a fit
5
Conduct Demo Call
ANDREW / SALES
Full presentation of the Venue Unlimited program. This is the closing call. Prospect typically makes a decision within 7-10 days.

Key Details

  • Walk through deliverables, process, and expected results
  • Handle objections and answer questions
  • Decision window: 7-10 days post-demo
  • Follow-up sequence during decision period
6
Client Signs Up — Deal Closed
ANDREW / SALES
Prospect officially signs up for Venue Unlimited. The moment they sign up, an N8N automation fires and provisions their entire infrastructure automatically.

⚙ N8N Automation — Fires Instantly on Sign-Up

  • Creates the GHL sub-account for the venue
  • Creates the ClickUp onboarding task with all 30 sub-tasks (auto-renamed with venue name)
  • Creates the Google Drive client folder
  • Creates the Client Portal
②

Phase 2 — Client Intake & OB Scheduling

N8N provisions everything automatically. Salesperson books the OB call. OB Manager sends out the portal.
Day 1 of 35-day countdown
⚙
7. N8N Fires — Auto-Provisions Everything
AUTOMATED
The moment the client signs up, N8N creates: GHL sub-account, ClickUp onboarding task with all 30 sub-tasks (auto-renamed with venue name), Google Drive client folder, Client Portal, and automatically sends the OB Portal to the client. No manual action needed.
8
Salesperson Calls Client to Book OB Call
ANDREW / SALES
Salesperson calls the new client to book their onboarding call with Nadine and the OB specialist. Sets the expectation that we should be launched within 35 days.
9
OB Call Booked — Client Enrolled in Reminder Sequence
AUTOMATED / GHL
Once the OB call is booked, the client is automatically enrolled in the OB reminder sequence inside GHL. This keeps them engaged and ensures they complete the portal before the call. The OB Portal was already sent automatically by N8N on sign-up.
③

Phase 3 — Pre-Onboarding Preparation

Internal readiness checks before the onboarding call. Everything must be verified.
Before OB call
10
Complete Pre-Onboarding Checklist
OB MANAGER
Checklist ensuring everything is ready before the onboarding call. Every item must be green before proceeding.

Checklist Items

  • Client Portal fully completed and verified
  • All venue photos uploaded to Google Drive
  • Venue information form reviewed for accuracy
  • Internal team briefed on venue
  • Ad account access confirmed
  • Brand assets collected
  • Pricing and package info finalized
  • GHL sub-account verified (auto-created by N8N)
  • Client communication up to date
11
Complete Call Readiness Checklist
OB MANAGER
5-item final check right before the onboarding call. Confirms all materials, links, and team members are ready.

Subtasks (5 items)

  • Zoom/meeting link created and tested
  • Client Portal data reviewed one final time
  • Onboarding call agenda prepared
  • Screen share materials ready
  • Nadine and onboarding specialist confirmed
④

Phase 4 — Onboarding Call & Immediate Post-Call

Combined Discovery + Onboarding call. Venue audit, system setup, and milestone booking all happen here. Post-call tasks must happen immediately.
OB Call Day
12
Conduct Onboarding Call & Checklist
VSM + NADINE
The most critical call. This is a combined Discovery + Onboarding call covering the full venue audit, system setup, and timeline booking. 12-item checklist completed during this call.

On-Call Checklist (12 items)

  • 1. Venue Audit — Brand, differentiators, ideal client, competition
  • 2. Pricing & Packaging — Review and confirm all pricing and packages
  • 3. Ad Messaging & Creative Direction — Define the messaging strategy and creative direction for ads
  • 4. Review Photos — Go through venue photos together and select best assets
  • 5. GHL Login + Google Calendar Connection — Do this live on the call. Doubles as a way for the client to get familiar with the system
  • 6. Slack Invitation & Communication Cadence — Invite to Slack and set expectations. Emphasize: if they are non-responsive in Slack, it will hold up the entire process
  • 7. Facebook Ad Payment Information — Collect ad payment details
  • 8. Assign & Walkthrough Training — Assign training inside GHL and the OB Portal. Walk them through what they need to complete during the asset build
  • 9. Asset Review Document — Review the asset template document and get verbal approval on direction
  • 10. 35-Day Timeline — Confirm the full timeline and milestones
  • 11. Book Asset Review Call — Lock in the date for when built assets will be reviewed
  • 12. Book Pre-Launch Call — Lock in the date for final sign-off before launch

Critical Output

  • Asset Review Call booked ✓
  • Pre-Launch Call booked ✓
  • Client training assigned ✓
  • GHL login + calendar connected ✓
  • Client in Slack ✓
⚡ Immediately Post-Call — No Delay
13
Complete Post-Onboarding Call Checklist
VSM + OPS
7-item checklist that must be completed immediately after the onboarding call. These are time-critical tasks that kick off the entire build process. Do not delay.

Subtasks (7 items)

  • Process and organize all notes from the onboarding call
  • Setup phone number (SendBlue or Twilio/SMS via A2P)
  • Configure SendBlue call forwarding
  • Assign all asset build tasks to the correct team members
  • Update ClickUp with all call outcomes and deadlines
  • Notify Hannah, Daniela, and Leo of their assigned tasks
  • Confirm timeline with all team members
14
Setup Phone Number
OPS / ELVIA
Provision a phone number for the venue's SMS communications. The provider depends on the product.

By Product

  • Venue Unlimited — SendBlue number. Straightforward setup.
  • VenueOS — Twilio/SMS number. Requires A2P registration process.
15
Purchase Domain via Cloudflare
OPS
Purchase the venue's domain through Cloudflare. This domain is used for both email and landing pages.

Details

  • Naming convention: [venuename]weddings.com (e.g. solarridgeweddings.com or the closest available)
  • Used for landing page subdomains and email sending
  • Replaces the old logins document in Google Drive
⑤

Phase 5 — Asset Build

All deliverables are built in parallel across the team. Client is training during this period.
7-10 days build window
🎓 Client Is Completing OB Portal Training During This Phase (1-2 weeks)
16
Photo Aggregation
CREATIVE
Collect, organize, and curate all venue photos from the Google Drive. Select the best images for ads, landing pages, and emails.
17
Build Ad Creative & Ad Copy
CREATIVE / HANNAH
Design all ad creatives (images, carousels) and write all ad copy variants for the Meta campaigns.
18
Create Digital Assets + Funnel Landing Pages
HANNAH
Build out the entire funnel of landing pages that drive the lead conversion journey. 5 subtasks.

Landing Pages (5 pages)

19
Create Email Templates
HANNAH
Design and write 3 key emails for the automated follow-up sequences.

3 Designed Emails

  • Pricing Email — Sent after pricing opt-in, delivers the pricing guide → Preview Template
  • Private Viewing Email — Invitation to book a private venue viewing → Preview Template
  • Post-Viewing Email — Follow-up after their venue tour to drive conversion → Preview Template
20
Finalize Creative Design
CREATIVE
Polish and finalize all visual creative assets. 10-item checklist ensuring brand consistency and quality across all deliverables.
21
Create WOW Factor Videos
DANIELA
Edit and produce the WOW Factor video ads using venue footage and photos. These are the high-impact video creatives for Meta campaigns.
22
Setup & Finalize Facebook Ads
LEO
Set up the entire ad account inside our Business Manager. Configure campaigns, ad sets, targeting, pixels, and tracking. 7 subtasks.

Ad Account Setup (7 items)

  • Create or connect venue's ad account in Business Manager
  • Install and configure Meta Pixel on all landing pages
  • Build campaign structure (campaigns, ad sets)
  • Configure audience targeting
  • Set budgets and bidding strategy
  • Upload all creative assets and copy
  • Set up conversion tracking and events
23
Complete Pre-Launch Checklist
LEO
Full GHL account setup including automations, workflows, pipelines, and all system configurations. This is the backbone of the lead management system. Must be completed before assets are sent to client.
24
SendBlue Call Forwarding Setup
OPS / ELVIA
Approximately 1 week after the SendBlue number was provisioned in Phase 4. Configure call forwarding so inbound calls to the SendBlue number route correctly to the venue.
⑥

Phase 6 — Internal Review, Client Review & Approval

Assets go through internal approval first, then client review via Markup. Project management is critical here.
Assets sent a few days before Asset Review Call
25
Full Internal Asset Approval — Creative Director
ANDREW (CD)
Andrew, as Creative Director, reviews and approves the visual quality and brand consistency of all assets before they go to the client. Nothing goes out without his approval.

Approval Covers

  • All ad creatives (images, carousels)
  • All landing pages (5 pages)
  • All email templates (3 emails)
  • WOW Factor videos
  • Ad copy
  • Overall brand consistency and quality
26
Load Assets into Markup for Client Review
VSM / HILLARY
Create a venue-specific folder in Markup and load all deliverables so the client has a clean, organized place to review and leave feedback.

Markup Folder Contains

  • All 5 landing pages
  • All 3 email templates
  • All ad creatives and copy
  • WOW Factor videos go to client Slack channel (not Markup)
27
Prepare & Send Deliverables Document
VSM / HILLARY
Load the internal deliverables document (inside the client folder) and send it to the client. This is how they access everything for review.

Deliverables Document Includes

  • Personalized video at the top walking them through the assets
  • Link to the Markup folder
  • Direct links to each individual asset
  • Instructions for reviewing and leaving feedback
  • WOW Factor videos shared separately in their Slack channel
28
Launch WOW Factor Videos to Client
VSM
Send the WOW Factor video ads directly into the client's Slack channel so they can review and approve them in real-time.
29
Pre-Launch Checks for VSM
VSM / HILLARY
8-item checklist for the VSM to verify everything is launch-ready from the client-facing side.
30
Conduct Asset Review Call
VSM / HILLARY
Live call with the client to walk through all assets together. The entire purpose is to get their changes on a call because emailed feedback can take too long. Expect a few rounds of back-and-forth revisions after this call.

Why This Call Matters

  • Clients can take a very long time to review assets async
  • Getting changes live on a call prevents timeline delays
  • Walk through each asset: LPs, emails, ads, videos
  • Capture all change requests in real-time
  • After this call: project management of revisions begins

Post-Call

  • Revisions assigned to relevant team members
  • Expect 1-3 rounds of back and forth
  • PM must stay on top of this to prevent timeline slip
⑦

Phase 7 — Pre-Launch & Launch

Final tests, client sign-off, and going live. Written approval required before launch.
Day 35 target
31
Conduct Final Pre-Launch Tests
COO
Once all client revisions are approved and loaded, everything is sent to the COO for final pre-launch testing. End-to-end QA of the entire system.

Testing Covers

  • All landing page forms and redirects working
  • GHL automations firing correctly
  • Email sequences triggering properly
  • SMS/SendBlue routing working
  • Pixel and conversion tracking verified
  • Ad account structure and creative loaded correctly
  • All links functional across all assets
32
Conduct Pre-Launch Call
VSM / HILLARY
Final call with the client before launch. Walk through everything one last time, confirm they are ready, and set post-launch expectations.
33
⚠ Obtain Written Client Approval to Launch
CLIENT
Reach out to the client and request WRITTEN approval to launch the ads. Do NOT launch without written confirmation. This is a hard gate.
34
🚀 Launch Ads
LEO
Ads go live! Turn on all campaigns in the Meta Business Manager. The 35-day clock is complete. Post-launch monitoring begins immediately.
35
Remove Payment Info from Client Document
OPS / ELVIA
After adding payment info to the billing system, remove it from the Client Document for security. Do not leave payment details in shared docs.
⑧

Phase 8 — Post-Launch Monitoring

Close monitoring for the first 30 days. Weekly check-in with the client.
30-day monitoring period
36
30-Day Close Account Monitoring
LEO + VSM
For the first 30 days post-launch, closely monitor the ad account performance alongside the client and ads manager. Watch for delivery issues, cost per lead, lead quality, and automation functionality.

Monitoring Focus Areas

  • Ad delivery and spend pacing
  • Cost per lead and lead volume
  • Lead quality and conversion through funnel
  • GHL automations and email sequences firing correctly
  • SMS delivery and response rates
  • Client satisfaction with lead quality
  • Any technical issues with landing pages or tracking
37
1-Week Post-Launch Check-In Call
VSM / HILLARY
Scheduled check-in call approximately one week after launch to make sure everything is feeling good for the client. Address any concerns, review early performance data, and confirm the system is working as expected.

Call Agenda

  • How are they feeling about the leads coming in?
  • Review initial performance metrics
  • Any issues with GHL, notifications, or automations?
  • Completed their OB Portal training?
  • Set expectations for ongoing optimization
  • Transition to regular monthly management cadence
✓
Onboarding Complete — Client Transitions to Monthly Management
The venue is fully onboarded, launched, and stabilized. They now move into the ongoing monthly retainer management cycle with regular performance reviews, optimization, and support.