Use case
Onboard new clients without the busywork
Ask Mojobase to start a client's onboarding from your Handbook checklist. The AI suggests project tasks, drafts the welcome email with your kickoff booking link and helps set up the client channel. Numbers tracks the deposit invoice already issued in Stripe; any overdue reminder is drafted with its existing payment link for a person to send.
How does Mojobase onboard a new client, step by step?
Write the checklist once
Start from the Handbook's Onboarding template: the steps, who does each, the welcome email you send, and what you need from the client. It's the page every onboarding is drafted from.
A project from the checklist
The AI suggests a project for the client with each checklist step as a task, its owner and a date counted from today. Accept them in one go, or edit first.
The welcome email, drafted
A welcome in your tone, from your template, with what you need from them and your booking link for the kickoff call. You read it and send it.
The kickoff books itself
The client picks a time on your one-on-one booking link and answers your questions. Their answers and the emails so far become the kickoff brief.
A channel for the client
Invite the client as a guest into their own Team chat channel for quick questions and files. Guests don't take a paid seat and see only the channels you choose.
Track the Stripe deposit invoice
Issue the invoice in Stripe. Numbers reads its amount, status and existing payment-page link. If it is overdue, the AI checks email, meeting notes, team chat and tasks before drafting a reminder with that link for a person to send.
One page for the client
Customers holds the client and their company with every email, meeting, task and file, so whoever picks up the work starts with the whole story.
What do you say to start it?
- “Start onboarding Lumen from our checklist.”
- “Which onboarding steps for Fieldhouse are overdue, and who owns them?”
- “Write our onboarding checklist from the last three onboarding email threads.”
- “What have we still not received from Lumen?”
- “Has Lumen paid the Stripe deposit invoice, and what did we agree about it?”
What's on a client onboarding checklist?
Whatever your business does every time, written once. A typical checklist for a small agency, and what Mojobase does with each step:
| Step | Owner | What Mojobase does |
|---|---|---|
| Send the welcome email | Account lead | Drafts it from your template, with the kickoff booking link |
| Book the kickoff call | Client | Booking link with your questions; brief on the event |
| Collect logins, brand files and contacts | Client | Reads their emails and lists what's still missing |
| Set up the client folder | Account lead | Suggests a folder in Documents with your usual structure |
| Open the client channel | Account lead | Drafts the guest invitation for you to send |
| Check the deposit invoice issued in Stripe | Owner | Shows amount, status and existing Stripe payment link in Numbers; drafts any overdue reminder for a person to send |
| Hold the kickoff and agree the plan | Team | Turns your notes into tasks and the follow-up email |
Why does onboarding go wrong in small businesses?
Because it lives in someone's head. The steps are known, but they're done from memory, a little differently each time, and the one nobody owns gets missed: the deposit isn't paid, the brand files never arrive, the kickoff happens without the brief. Writing the checklist once in the Handbook gives each step an owner. The AI drafts the welcome and tasks, and Numbers tracks invoices you issue in Stripe, so the tenth onboarding follows the same checklist as the first.
Why does the AI need the whole business for onboarding?
Because onboarding touches every app at once: the welcome is email, the kickoff is calendar, the plan is tasks, the files are documents, the deposit is an invoice and the client becomes a customer. A checklist tool can tick boxes but can't see whether the brand files actually arrived. Mojobase's AI can, because the email they came in is in the same business.
Questions people ask
Does Mojobase have client intake forms or a portal?
No. There are no intake forms and no client portal. You can ask a few questions on your booking link, clients send everything else by email, and the AI reads those emails to see what's still missing.
Can I have a different checklist for each service?
Yes. Write one Handbook page for each, such as website projects and retainers, and name the one to use: “start onboarding for Lumen from the website checklist.”
Does the AI send the welcome email by itself?
The welcome email and guest invitation wait for you to check and send. Invoice reminders always wait as drafts for a person to send; invoices themselves are issued in Stripe. Your team's tasks can be added straight away if you've set Tasks to Auto, with Undo.
Can the AI write our onboarding checklist?
Yes. Ask it to write the page from your last few onboarding email threads and it drafts it in the Handbook, where you edit it and mark it Approved.