Client Onboarding Success Checklist: Create Amazing First Impressions

Phase 1: Pre-Consultation

• Respond Promptly to Inquiry: Acknowledge inquiries within 24 business hours to show professionalism.
• Qualify Briefly (Optional): Use a short pre-call questionnaire or brief email exchange to ensure basic fit before spending time on a full call.
• Schedule Discovery Call: Simplify scheduling by sending your MyCoachBoard booking link for easy, conflict-free scheduling directly from your available times.
• Send Call Reminder: Leverage the automated reminders in MyCoachBoard (a Pro feature), or send a manual confirmation/reminder email 24 hours before the call.

Phase 2: The Consultation/Discovery Call

• Set the Agenda: Clearly outline the call's purpose and structure at the beginning.
• Build Rapport: Create a comfortable, trusting environment. Focus on listening more than talking initially.
• Listen Actively: Understand their specific goals, pressing challenges, and core motivations. Reference their assessment form answers if you sent one beforehand.
• Explain Your Process: Clearly articulate your coaching style, philosophy, and what they can expect from working with you.
• Present Relevant Package(s): Based on their needs, explain your service offerings and pricing clearly. Reference the packages you have set up for invoicing within MyCoachBoard.
• Answer Questions: Patiently address any questions or concerns they have.
• Define Next Steps: Clearly state what happens next if they decide to proceed (e.g., "I'll send over the agreement and first invoice via MyCoachBoard within X hours").

Phase 3: Formalizing the Relationship

• Send Coaching Agreement/Contract: Use your preferred method (e-signature services like DocuSign or HelloSign are recommended for efficiency). You can store the signed copy securely in the client's MyCoachBoard profile later.
• Send First Invoice / Set Up Subscription: Create and send the initial invoice or set up the recurring subscription directly through MyCoachBoard Payments for seamless processing.
• Confirm Payment Received: Check the payment status easily within your MyCoachBoard dashboard.

Phase 4: Initial Setup & Welcome

• Send Welcome Email/Packet: Once payment is confirmed, send a warm welcome email. Include: confirmation of their package, instructions for booking their first session (using your MCB booking link), login details if needed, and any preparatory materials (questionnaires, resources). You can use the MCB Messaging Hub for this.
• Create Client Profile in MyCoachBoard: Input all relevant contact details, notes from the discovery call, and upload the signed agreement within the Client Management section.
• Invite Client to MyCoachBoard (Optional): If using client-facing features like shared plans or messaging, send them an invitation to connect on the platform.
• Assign Pre-Session 'Homework' (Optional): Use MyCoachBoard Messaging or assign an initial task/questionnaire via the platform to get them engaged before the first session.

Phase 5: Preparing for the First Session

• Review Intake Form & Notes: Refresh your memory on their goals, challenges, and background by reviewing their MyCoachBoard client profile.
• Outline First Session Plan: Have clear objectives and a structure for the initial coaching session.
• Confirm Session Time/Location: Double-check the scheduled appointment in your MyCoachBoard calendar.

Conclusion: A thoughtful onboarding process saves time, reduces confusion, and starts the coaching journey on a high note! Regularly review and refine these steps for continuous improvement.