Automated Client Onboarding System 🚀

Streamline your client onboarding process with intelligent automation

---

📋 Overview

Automated Client Onboarding System is a comprehensive n8n workflow that automates the entire client onboarding process from initial signup to full activation. This workflow reduces manual work by 80% and ensures consistent, professional onboarding experiences.

Perfect for: Agencies, SaaS companies, service providers, consultants, operations teams

---

📊 Workflow Diagram

---

✨ Key Features

🎯 Core Automation

• ✅ Automated Welcome Emails - Personalized welcome messages using AI
• ✅ Document Collection - Automated requests for required documents
• ✅ Task Assignment - Auto-create tasks in project management tools
• ✅ Progress Tracking - Monitor onboarding completion status
• ✅ Team Notifications - Alert relevant team members at each stage
• ✅ Client Portal Setup - Automated access provisioning

🤖 AI-Powered Features

• ✅ Personalized Messaging - AI-generated welcome emails based on client profile
• ✅ Smart Scheduling - Intelligent meeting scheduling suggestions
• ✅ Content Customization - Tailored onboarding materials per client type

📊 Tracking & Reporting

• ✅ Onboarding Dashboard - Real-time progress tracking in Google Sheets
• ✅ Completion Metrics - Track average onboarding time
• ✅ Bottleneck Alerts - Identify and alert on stuck onboarding processes

---

🛠️ Tech Stack

Core Platform

• n8n - Workflow automation platform (self-hosted or cloud)

Integrations (All Free Tier Available)

• Email: Gmail API / SendGrid (15,000 emails/month free)
• Storage: Google Drive API (15GB free)
• AI: Google Gemini API (60 requests/min free)
• Project Management: ClickUp API / Asana API (free tier)
• CRM: Google Sheets API (free) or Zoho CRM (free tier)
• Calendar: Google Calendar API (free)
• Notifications: Slack API (free)

---

🎯 Use Cases

1. Agency Client Onboarding

• Collect project requirements
• Assign account manager
• Schedule kickoff meeting
• Share brand guidelines

2. SaaS User Onboarding

• Send welcome email
• Create user account
• Assign onboarding tasks
• Track feature adoption

3. Consulting Onboarding

• Collect client information
• Send engagement letter
• Schedule discovery call
• Create project workspace

---

🚀 Quick Start

Prerequisites

• n8n installed (self-hosted or n8n.cloud account)
• Gmail account or SendGrid account
• Google account (for Drive, Sheets, Calendar)
• Gemini API key (free tier)

Installation

1. Import to n8n

   • Open n8n
   • Click "Import from File"
   • Select workflow.json

2. Configure Credentials

   • Gmail API credentials
   • Google Drive API credentials
   • Gemini API key
   • ClickUp/Asana API key (optional)

3. Test the Workflow

   • Use test mode with sample data
   • Verify all integrations work

---

🆓 Free API Alternatives

AI Services (All Free Tiers)

Service	Free Tier	Best For
Google Gemini	60 req/min	Email generation, personalization
OpenRouter	Free models available	Text generation, summarization
Hugging Face	Free inference API	NLP tasks, classification

Email Services

Service	Free Tier	Best For
Gmail API	15,000 emails/day	Small-medium volume
SendGrid	100 emails/day	Transactional emails

Project Management

Service	Free Tier	Best For
ClickUp	Unlimited tasks	Full-featured PM
Asana	15 users	Team collaboration

---

📈 Benefits

For Operations Teams

• ⏱️ 80% Time Savings - Automate repetitive onboarding tasks
• 📊 Consistent Process - Ensure every client gets same experience
• 🎯 No Missed Steps - Automated checklist ensures nothing is forgotten

For Clients

• 🚀 Faster Onboarding - Get started immediately
• 📧 Clear Communication - Know exactly what to expect
• ✅ Progress Visibility - Track onboarding completion

---

👤 Author

Rayees Yousuf

• GitHub: @RayeesYousufGenAi
• Email: [email protected]

---

Made with ❤️ for operations teams and automation enthusiasts