Standard Onboarding
A polished welcome the moment a client signs up.
Welcome emails usually depend on memory, copy and paste, and whoever is available. The workflow sends a polished welcome the moment a client signs up, with the intake form, scheduling link, and portal access already bundled in.
Hi Aiden, great to have Helix Studios on board. We've put together everything you need to get started below. Let us know if anything looks off.
- Intake formTypeform · 8 questions
- Kickoff callCalendly · 30 minutes
- Client portal accessLogin + welcome guide
- Onboarding handbookPDF · 4 pages
From signup to welcomed, in four steps.
New signups are picked up the moment they land in your client list. Nothing waits for someone to remember to send the first email.
A welcome email is composed in your tone, using your structure and onboarding messaging. The same polish for every client, every time.
Your intake form, scheduling link, portal access, and any onboarding docs are added automatically so clients have everything in one place.
The welcome lands in the client's inbox, your team gets a heads up, and the onboarding step is logged for full visibility.
What changes after we deploy this.
If any of these describe your business, this workflow earns its keep.
When you sign up multiple clients a week, manual welcomes start dropping the small stuff. The workflow keeps the welcome consistent at any volume, so growth stops costing you polish.
When the welcome means a Typeform, a Calendly link, a portal login, and a couple of attached docs, doing it by hand becomes the bottleneck. Bundling all of that into one automated send means the client gets everything at once.
When onboarding depends on the right person being free to send the first email, weekend signups wait until Monday. The workflow runs whether anyone is at their desk or not.
An audit trail, kept for you.
You won't watch this day to day. We maintain the full record on your behalf, available whenever you need to review, export, or share it.
- 8:42 AMWelcome sent · Team notifiedAiden Park · Helix StudiosNew signup · Pro planAiden Park · Helix Studios8:42 AMNew signup · Pro planWelcome sent · Team notified
- 9:17 AMWelcome sent · Team notifiedMira Halberg · Brixton LogisticsNew signup · Standard planMira Halberg · Brixton Logistics9:17 AMNew signup · Standard planWelcome sent · Team notified
- 10:33 AMFlagged for reviewtest+12@brand.comMissing organisation nametest+12@brand.com10:33 AMMissing organisation nameFlagged for review
- 1:12 PMWelcome sent · Team notifiedFelipe Cruz · Halcyon FoodsNew signup · Pro planFelipe Cruz · Halcyon Foods1:12 PMNew signup · Pro planWelcome sent · Team notified
- 3:48 PMWelcome sent · Team notifiedDaniela Reyes · Northwind LogisticsNew signup · Standard planDaniela Reyes · Northwind Logistics3:48 PMNew signup · Standard planWelcome sent · Team notified
We follow strict security practices including OAuth access control, AES-256 encryption, and full audit logs. Credentials are never stored in raw form.
- CASA Tier 2 verified
- OAuth access
- AES-256 encryption
- Audit logs
- GDPR
- CCPA
Want to know what your welcome would look like sent automatically?
We will look at how you onboard today and tell you what we would send on signup, and what we would leave to you.
It runs inside the tools you already use.
And 30+ others. If your tool is not listed, ask.
See every integrationThe questions we get before we build.
Still unsure? Ask us directly and we will answer before you commit to anything.
How does the system know when a new client signs up?
We connect it to your sign-up source: a Typeform, a CRM record, a Stripe checkout, or wherever new clients are first captured. The moment a new entry appears, the welcome flow runs without anyone having to trigger it.
Can the welcome match our tone and branding?
Yes. We take a sample of how you currently welcome clients and the workflow drafts in that same voice. Subject lines, tone, signoff, and structure are all yours, not a generic template, so every client feels personally welcomed by your team.
What if our onboarding includes different links for different services?
Every service can have its own. We map which form, scheduling link, or document goes with each service during setup. If your onboarding splits across multiple tiers or packages, our Conditional Onboarding workflow handles that routing automatically.
Does it work with our existing tools?
Yes. The workflow connects to Gmail or Outlook, plus Typeform, Calendly, HubSpot, Notion, and most major client tools. Your existing setup stays the same; the welcome layer just runs on top.
How long does setup take?
That depends more on you than on us, so we would rather not put a number on it. Drafting the welcome template together is usually the step that sets the pace. We handle the connections, draft it with you, and run the first sends while you watch. Once you're happy it runs hands-off, and you can adjust copy or assets at any time.
Other automations that complement this one.
Used together with Onboarding Follow-Up and Conditional Onboarding, your client onboarding stays consistent from the first welcome to the final completed step, with no manual chasing in between.
Ready for a welcome that runs itself?
Send every client the same polished start, with the forms, links, and next steps already bundled in.
Every workflow is a managed monthly service. No credit card, and we respond within one business day.