name: client-onboarding description: Complete client onboarding automation from inquiry email to project setup. Use this skill when users say "onboard this client", "set up project for [name]", "process client inquiry", "create project from email", or when they mention starting work with a new client. Handles email extraction, folder creation, contract/invoice generation, Notion project setup, and welcome email drafting. This skill is especially valuable when starting any new client engagement, even if the user doesn't explicitly ask for full onboarding - proactively suggest it when you see client project discussions. compatibility: Requires Gmail MCP, Notion (MCP preferred, Chrome fallback), docx skill, and template files in user's workspace

Client Onboarding Automation

This skill automates the complete client onboarding workflow from initial inquiry email through project setup and welcome communication.

When to Use This Skill

Trigger when users mention:

• "Onboard [client name]"
• "Set up project for [client]"
• "Process this client inquiry"
• "New client email from [name]"
• Starting work with a new client (be proactive here!)

Workflow Overview

The onboarding process follows these steps in sequence:

1. Extract client details from email (Gmail)
2. Create project folder structure for organization
3. Generate contract and invoice from templates
4. Set up Notion project with tasks and timeline
5. Draft welcome email with next steps

Each step builds on the previous one, so maintain context throughout.

Step 1: Find and Extract Client Details from Email

Finding the Email

Ask the user for the client name or email sender, then search Gmail:

Search for: from:[client-name] OR [client-email]

If multiple emails exist (common for scoping discussions), read the most recent one first. If it references earlier conversations, offer to read the thread.

Why this matters: Client projects often involve multiple emails where scope evolves. The latest email usually has the final agreed scope, but earlier messages may contain important context about requirements or budget negotiations.

Extract These Details

Create a structured summary with:

Client Information:

• Company name
• Primary contact name and title
• Email address
• Phone number (if provided)
• Location (city/state)

Project Details:

• Project name/description
• Start date (stated or inferred)
• Target completion date or duration
• Hard deadlines (conferences, launches, etc.) - these are critical!

Scope & Deliverables:

• List of all deliverables mentioned
• Technology/platform preferences
• Integration requirements
• Any specific features or requirements

Financial:

• Total project budget
• Payment terms (e.g., 50% upfront, 50% on completion)
• Payment method preferences

Timeline Context:

• Any urgent deadlines
• Events driving the timeline (conferences, product launches)
• Estimated duration mentioned

Example Extraction Format

## Client: Greenline Digital
**Contact:** Marcus Chen, Co-Founder
**Email:** marcus@greenlinedigital.com
**Phone:** (512) 555-0147
**Location:** Austin, TX

## Project: Website Redesign & Automation Setup
**Budget:** $8,500 (50% upfront, 50% completion)
**Timeline:** 6-8 weeks
**Hard Deadline:** March 15, 2026 (conference)

## Deliverables:
- Website redesign (WordPress → Webflow optional)
- Lead capture automation system
- HubSpot CRM integration
- Basic SEO setup
- 30-minute team training

## Key Context:
Current site is 3 years old and doesn't reflect quality of their work.
Chaotic lead management via shared inbox needs automation.

Present this summary to the user and ask if anything is missing before proceeding.

Step 2: Create Project Folder Structure

Create an organized folder structure in the user's mounted workspace:

[Client_Name]_[Project_Name]/
├── Contracts/
├── Invoices/
├── Deliverables/
│   ├── Design/
│   ├── Development/
│   ├── Content/
│   └── [Domain-specific folders]
├── Communications/
│   ├── Emails/
│   ├── Meeting_Notes/
│   └── Calls/
├── Assets/
│   ├── Branding/
│   ├── Images/
│   └── Documents/
└── Project_Docs/

Naming convention: Use underscores and no spaces (e.g., Greenline_Digital_Website_Redesign). This ensures compatibility across all systems.

Why this structure: Each subfolder has a specific purpose:

• Contracts/Invoices: Legal/financial documents separate from project work
• Deliverables: Organized by type for easy handoff
• Communications: Searchable record of all client interactions
• Assets: Client-provided materials in one place
• Project_Docs: Internal planning documents (briefs, timelines)

Create Project Brief

Save the extracted details as a markdown file in Project_Docs/PROJECT_BRIEF.md. Include:

• All client information
• Scope of work with checklist format
• Budget breakdown
• Timeline with milestones
• Next steps section

This becomes the single source of truth for the project.

Step 3: Generate Contract and Invoice

Locate Templates

Templates should be in the user's workspace. Common locations:

• Example Templates/
• Templates/
• Root of mounted folder

Look for:

• contract-template.docx or similar
• invoice-template.docx or similar

If templates aren't found, ask the user where they're located.

Use the DOCX Skill

Important: You MUST use the docx skill for this step. Call it with the Skill tool:

Skill: docx
Task: Customize contract template with client details

The docx skill will:

1. Unpack the template
2. Replace placeholders with actual values
3. Validate and pack the final document

Contract Customization

Replace these placeholders:

• [YOUR NAME / BUSINESS NAME] → Your name
• [YOUR ADDRESS] → Your business address
• [YOUR EMAIL] → Your email
• [YOUR PHONE] → Your phone
• [CLIENT NAME / COMPANY] → Client company name
• [CLIENT ADDRESS] → Client location
• [CLIENT EMAIL] → Client email
• [CLIENT PHONE] → Client phone
• [DATE] → Current date
• [PROJECT NAME] → Project title
• [DETAILED DESCRIPTION] → Scope details
• [START DATE] → Project start date
• [END DATE] → Target completion
• [LIST OF DELIVERABLES] → Deliverables list
• [TOTAL AMOUNT] → Budget
• [PAYMENT SCHEDULE] → Payment terms
• [PAYMENT METHOD] → Payment method
• [STATE/JURISDICTION] → State for legal jurisdiction

Save as: [Client_Name]_Service_Agreement.docx in the Contracts folder.

Invoice Customization

For the initial deposit invoice:

• [INV-001] → INV-[ClientCode]-001 (e.g., INV-GRN-001)
• [DATE] → Current date
• [DUE DATE] → "Due Upon Receipt" or specific date
• [PROJECT NAME] → Project description
• [Service/Deliverable] → "50% Project Deposit - [Project Name]"
• [RATE] → Total project amount
• [AMOUNT] → 50% of total
• [SUBTOTAL] → Deposit amount
• [TAX AMOUNT] → Tax if applicable (usually $0)
• [TOTAL] → Deposit amount

Save as: Invoice_[ClientCode]-001_Deposit.docx in the Invoices folder.

Note: Leave placeholders for your bank details, address, and phone - the user will fill these in before sending.

Step 4: Set Up Notion Project

Try MCP First, Fall Back to Chrome

Preferred Method: Notion MCP (if available)

Use Notion MCP tools to:
1. Search for "Projects" database
2. Create new page in database
3. Set properties and content

Fallback Method: Chrome automation

1. Open Notion in Chrome
2. Navigate to Projects database
3. Create project through UI

Why this order: MCP is faster and more reliable, but Chrome provides visual confirmation and works when MCP isn't configured.

Project Properties

Set these database properties:

• Project Name: [Client Name] — [Project Description]
• Status: "Not started" (or "🟡 Onboarding")
• Priority: "High" if hard deadline, otherwise "Medium"
• End Date: Hard deadline or target completion
• Budget: Total project amount
• Client: Company name
• Contact: Name and email

Project Content

Add this content to the project page:

About Project Section:

Client: [Company] ([Contact Name], [Email])
Location: [Location]
Budget: [Amount] ([Payment Terms])

Project Overview:
[Brief description of what needs to be done and why]

Deliverables:
• [Deliverable 1]
• [Deliverable 2]
• [etc.]

Action Items Section:

Create tasks based on deliverables and timeline. Use this pattern:

Phase 1: Kickoff & Discovery

• Kickoff meeting with [Contact] ([Date - next week])
• Collect brand assets and content
• [Domain-specific discovery tasks]

Phase 2: [Main Work Phase]

• [Design/Development/Implementation tasks]
• [Client review milestones]

Phase 3: [Integration/Polish Phase]

• [Technical integration tasks]
• [Testing tasks]

Phase 4: Launch & Handoff

• Final client review
• Go-live (before [Hard Deadline] if applicable)
• Training session
• Final invoice

Why task phases: Breaking work into phases helps both you and the client see progress. Each phase should have a clear outcome that moves the project forward.

Timeline Considerations

When setting task dates:

• Kickoff meeting: Within 3-5 days of contract signing
• Phase durations: Divide total timeline into roughly equal phases
• Buffer before deadline: If there's a hard deadline, finish 3-5 days early
• Client review time: Always include 3-5 days for client feedback

Step 5: Draft Welcome Email

Create a professional but warm welcome email in Communications/Emails/Welcome_Email_Draft.md.

Email Structure

Subject Line: Clear and action-oriented

Examples:
- "Ready to Launch Your New Website — Contract & Next Steps"
- "Let's Get Started on [Project Name]"
- "[Client Name] Project Kickoff — What's Next"

Opening: Warm and enthusiastic

Express excitement about working together.
Reference their specific situation (e.g., conference deadline, current pain point).

What's Attached Section: Clear list

1. Service Agreement
2. Invoice for deposit

Next Steps Section: Organized and actionable

1. Kickoff Meeting — [Proposed timeframe]
   - Include what will be covered
   - Ask for their availability

2. Asset Collection — [What you need]
   - List specific items
   - Note that these can be gathered during kickoff

3. Timeline Overview
   - Phase breakdown
   - Key milestone dates
   - Emphasize meeting their deadline

Expectations Section: Set the tone

What they can expect from you:
- Communication style
- Update frequency
- Approach to collaboration
- Commitment to timeline

Closing: Professional but personable

Invitation to ask questions
Next action (send back availability for kickoff)
Positive closing statement

P.S.: Personal touch

Reference something specific from their email that shows you understand their needs.

Email Tone Guidelines

• Be professional but warm: You're starting a relationship, not just a transaction
• Be specific: Use their actual project details, not generic language
• Be proactive: Anticipate what they need to know
• Be reassuring: They hired you to solve a problem; show you understand it

Example Email Structure

# Welcome Email Draft

**To:** [Contact] <[email]>
**From:** [Your name] <[your email]>
**Subject:** Ready to Launch [Project Name] — Contract & Next Steps
**Attachments:**
- [Client]_Service_Agreement.docx
- Invoice_[Code]-001_Deposit.docx

---

Hi [First Name],

Great to have you officially on board! I'm excited to help [Company] [achieve specific goal they mentioned].

## What's Attached

[List documents]

## Next Steps

**1. Kickoff Meeting — [Timeframe]**
[What will be covered]
[Request their availability]

**2. Asset Collection**
[List what you need]

**3. Timeline Overview**
[Phase breakdown with dates]

## What You Can Expect From Me

[Communication style and commitments]

[Invitation to ask questions]
[Next action]

Best,
[Your name]

---

P.S. — [Personal touch referencing their specific situation]

Save this as a draft - don't send it. The user will review and send when ready.

Error Handling

Gmail Not Available

If Gmail tools aren't accessible, ask the user to:

1. Paste the email content directly, or
2. Provide the key details manually

Then proceed with remaining steps.

Templates Not Found

If document templates aren't in expected locations:

1. Ask where they're located
2. If none exist, offer to create basic templates
3. Or proceed without documents and note in project brief

Notion Connection Issues

If both MCP and Chrome fail:

1. Create a detailed Notion setup document
2. Save it in Project_Docs/
3. Provide copy-paste ready content
4. Inform user they'll need to set up manually

Missing Information

If critical details are missing from the email:

1. Note what's missing in the project brief
2. Add to the "Questions for kickoff meeting" section
3. Mention these in the welcome email draft
4. Continue with available information

Quality Checks

Before completing, verify:

✓ Folder Structure

• All folders created in correct location
• Naming is consistent (no spaces)

✓ Documents

• Contract has all placeholders replaced
• Invoice calculates correctly (50% of total)
• Both documents saved in correct folders
• Filenames follow convention

✓ Notion Project

• All properties set correctly
• Hard deadline noted if applicable
• Tasks follow logical sequence
• Kickoff meeting task is for next week

✓ Welcome Email

• Uses actual client details (not placeholders)
• Timeline matches project setup
• Attachments list matches created documents
• Tone is appropriate for client relationship

✓ Project Brief

• All extracted details included
• Budget breakdown is clear
• Deliverables list is complete
• Next steps are actionable

Completion Summary

When finished, provide the user with:

1. Project folder path with link to Project_Docs/PROJECT_BRIEF.md
2. Contract path with link
3. Invoice path with link
4. Notion project confirmation (link if Chrome was used)
5. Welcome email path with link

Use this format:

## ✅ Client Onboarding Complete: [Client Name]

**Project Folder:** [View Project Brief](computer://path)

**Documents Created:**
- [View Contract](computer://path)
- [View Invoice](computer://path)

**Notion Project:** Set up with [X] tasks, priority [level], deadline [date]

**Welcome Email:** [View Draft](computer://path)

**Next Actions for You:**
1. Review and customize welcome email
2. Add your bank details to invoice
3. Send contract and invoice to client
4. Schedule kickoff meeting

Tips for Success

Be thorough with email extraction: Missing details now means delays later. If unsure about scope or budget, flag it clearly.

Maintain folder organization: Consistent structure across all clients makes your life easier. Resist the urge to customize per project.

Set realistic timelines: When creating Notion tasks, pad estimates by 20% for client feedback and unexpected issues.

Use task phases: Phases help you and the client understand progress. Each phase should have a clear deliverable.

Personalize the welcome email: Generic emails feel transactional. Reference their specific situation to show you understand their needs.

Flag hard deadlines: Conference dates, product launches, etc. are immovable. Make these highly visible in Notion and timeline overviews.

Customization Points

Users may have different:

• Template locations: Ask if not in default location
• Folder preferences: Some add Proposals/ or Testing/ folders
• Payment terms: Not always 50/50 split
• Notion properties: Some track different fields

Be flexible and ask when you encounter variations from the standard workflow.