Send welcome email and contract confirmation
Email the client a welcome note, confirm signed contract details, and share the onboarding timeline.
Operations & Personal
Client Onboarding Board
Guide new clients from kickoff to first delivery with a Kanban Template
Client onboarding gets messy without a shared system. This Kanban Template gives you a ready-to-use kanban board that tracks every new client from the moment the contract is signed through the first successful delivery. Instead of scattered emails and checklists, you get columns that map to real onboarding stages, sample tasks to jumpstart your process, and an MCP server integration so an AI agent can manage tasks on your behalf. Use it as-is or customize columns and tasks to fit your own service delivery workflow.
kanboard.io/templates/client-onboarding
Template preview
Client Onboarding Board
5 columns
New Client Intake
3Capture new clients right after the contract is signed and gather the information needed to start onboarding.
Collect client intake form
Send the intake questionnaire covering goals, stakeholders, and technical requirements.
Schedule kickoff call
Coordinate calendars with client stakeholders and internal team to book the kickoff meeting.
Kickoff & Setup
4Run the kickoff meeting and set up accounts, tools, and access needed to begin work.
Host kickoff call
Walk through project scope, timeline, and roles with the client team on the kickoff call.
Provision client accounts and access
Create logins, shared drives, and tool access for the client and assigned team members.
Document goals and success metrics
Write up agreed objectives and KPIs from the kickoff call into a shared brief.
Assign internal project owner
Confirm the internal point of contact responsible for this client relationship.
In Progress
3Track active onboarding work such as configuration, training, and initial deliverable production.
Configure client workspace settings
Set up the client's environment based on the requirements gathered during intake.
Deliver first training session
Walk the client team through core features and workflows relevant to their use case.
Draft first deliverable
Produce the first milestone deliverable based on the agreed project brief.
Client Review
2Share work with the client for feedback before final delivery and sign-off.
Send first deliverable for review
Share the draft deliverable with the client and request feedback by a set date.
Collect and log client feedback
Record all client comments and revision requests in one place for the team to action.
Delivered & Live
2Confirm the first delivery is complete, accepted, and the client has transitioned to ongoing service.
Get client sign-off on first delivery
Obtain written confirmation that the client accepts the completed first deliverable.
Schedule ongoing check-in cadence
Set recurring touchpoints for the next phase of the client relationship.
How to run this board
Step 1
Add a new client card to New Client Intake as soon as the contract is signed, filling in stakeholder and requirement details.
Step 2
Move the card to Kickoff & Setup once the intake form is collected, then complete account provisioning and the kickoff call tasks.
Step 3
Advance the card to In Progress as the team begins configuration, training, and building the first deliverable.
Step 4
Shift the card to Client Review when the deliverable is ready to share, logging all feedback on the task.
Step 5
Move the card to Delivered & Live once the client signs off, then set the ongoing check-in cadence to close onboarding.
AI agent usage
Run it with AI agents
An AI agent connected via the MCP server can automate client onboarding by creating a task in New Client Intake whenever a contract is signed, then moving that task through Kickoff & Setup, In Progress, Client Review, and Delivered & Live as milestones are completed, keeping the kanban board accurate without manual updates.
# Client Onboarding Board Agent Instructions
This board has 5 columns: New Client Intake, Kickoff & Setup, In Progress, Client Review, Delivered & Live.
- Use create_task to add new clients to New Client Intake with intake details in the description.
- Use move_task to advance a task to Kickoff & Setup once the intake form and kickoff call are scheduled.
- Use move_task to shift tasks to In Progress when active configuration or deliverable work begins.
- Use update_task to log client feedback before moving a task to Client Review.
- Use move_task to place a task in Delivered & Live only after client sign-off is recorded.
- Respect the free plan limit of 25 tasks per project; archive or delete completed tasks with delete_task if nearing the limit.Create a new client onboarding task in New Client Intake for Acme Corp with their kickoff call date.
Move the task for Beta Industries from Kickoff & Setup to In Progress now that account provisioning is done.
List all tasks currently in Client Review so I can follow up on outstanding feedback.
Learn more about the board-centric workflow in Kanban for AI Agents or open the MCP guide.
Frequently asked questions
How many clients can I track on the free plan?
The free plan supports 1 project with up to 25 tasks total, so you can track a handful of active client onboardings at once before needing to upgrade.
What happens if I exceed 25 tasks on the free plan?
You'll need to delete or archive completed tasks, such as those in Delivered & Live, or upgrade to the pro plan for higher limits.
Can I customize the columns for my own onboarding process?
Yes, columns like New Client Intake and Client Review are fully editable, so you can rename, add, or remove columns to match your team's actual workflow.
Does this board support automation through an AI agent?
Yes, the board works with the MCP server, allowing an AI agent to create, update, and move tasks across columns using the documented tools.
Is there a desktop app available?
Yes, a macOS app is available in addition to the web-based kanban board and REST API access.
How much does the pro plan cost?
The pro plan is $12 per month or $96 per year, unlocking more projects and tasks beyond the free plan's limits.
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