NEW CLIENT ONBOARDING

# New Client Onboarding Welcome Kit: DIY Installation Manual

Welcome to your **New Client Onboarding Welcome Kit Business-in-a-Box**! This guide details how to build and configure an automated onboarding pipeline. 

By automatically setting up your administrative resources (Google Drive, Trello board) and dispatching a premium welcome email immediately upon payment invoice payment, you ensure an elite client experience while saving 2 to 4 hours of manual labor per client.

You will build this pipeline using **Make.com**, **payment processor**, **Google Drive**, **Trello** (or Notion), and **Gmail**.

---

## 📋 Prerequisites & Accounts Needed
Ensure you have access to the following:
1. **payment processor Account:** (To handle invoice payments or contract deposits).
2. **Google Drive & Gmail:** A Google workspace or personal account for folder sharing and mailing.
3. **Trello Account:** (Or a Notion workspace to track client onboarding tasks).
4. **Make.com Account:** A free or low-cost automation account.

---

## ⚡ Step 1: Import the Scenario Blueprint into Make.com
We have provided a pre-configured automation blueprint for this setup.
1. Log in to [Make.com](https://www.make.com/).
2. Click **Create a new scenario** in your dashboard.
3. Click the **three dots (...)** on the bottom toolbar and choose **Import Blueprint**.
4. Upload the **`make_blueprint.json`** file included in this package.
5. Save the scenario. You will see the visual pipeline:
   `[Payment Processor: Watch Events]` ➡️ `[Google Drive: Create Folder]` ➡️ `[Trello: Create Card]` ➡️ `[Gmail: Send Welcome Email]`

---

## 💳 Step 2: Configure the Payment Webhook
We want our onboarding sequence to trigger the split-second a payment succeeds:
1. Double-click the **Payment Processor: Watch Events** trigger module in Make.
2. Click **Add Connection** and authenticate using your payment processor Restricted API Key (with write access to webhooks and read access to checkout sessions/charges).
3. Under **Event Type**, select **`checkout.session.completed`** (or `invoice.payment_succeeded` if you bill via monthly retainers).
4. Save the module. Make will generate a Webhook URL. Copy this URL.
5. In your **Payment processor dashboard**, navigate to **Developers ➡️ Webhooks**, click **Add Endpoint**, paste the Make Webhook URL, select the `checkout.session.completed` event, and click **Add Endpoint**.

---

## 📁 Step 3: Configure Google Drive Folder Generation
1. Double-click the **Google Drive: Create a Folder** module.
2. Authenticate your Google Drive account.
3. Under **New Folder Location**, select your client root directory (e.g. `Client Projects` or `Client Archive`).
4. In the **Folder Name** field, map the dynamic name from Payment Processor:
   ```text
   {{payment_customer_name}} - Onboarding Workspace
   ```
5. *(Optional)* Add a second Google Drive module to create sub-directories inside this folder (e.g., `1. Signed Contracts`, `2. Assets & Brand Materials`, `3. Shared Deliverables`).
6. Toggle **Share Folder** to **Anyone with Link** (as Reader) or grant explicit read/write access to the customer's email address parsed from payment processor.

---

## 📋 Step 4: Automate Project Board Card Creation
1. Double-click the **Trello: Create a Card** module.
2. Authenticate your Trello account.
3. Select your main project board (e.g., `Client Active Projects`).
4. Select the list where new onboarding cards should land (e.g., `Onboarding / Backlog`).
5. Map the card details:
   * **Name:** `ONBOARD: {{payment_customer_name}} ({{payment_customer_company}})`
   * **Description:** Pre-populate the card with your standard client onboarding checklist:
     ```text
     - [ ] Double-check signed service agreement.
     - [ ] Verify client assets uploaded to Drive: {{google_drive_folder_link}}
     - [ ] Review kick-off questionnaire.
     - [ ] Book kick-off call.
     - [ ] Assign technician/account manager.
     ```
   * **Due Date:** Map dynamically to 3 days after payment: `addDays(now; 3)`.

---

## 📧 Step 5: Send the Premium Welcome Email
1. Double-click the **Gmail: Send an Email** module.
2. Connect your business Gmail account.
3. In the **To** field, map the customer's email address parsed from payment processor.
4. Set the **Subject**:
   ```text
   Welcome to Aldermere Systems - Let's Get Started!
   ```
5. Set **Content Type** to **HTML** and paste your welcome template. Make sure to embed the client's dynamic Drive folder link:
   ```html
   <div style="font-family: Arial, sans-serif; max-width: 600px; color: #111;">
     <h2>Welcome to Aldermere Systems!</h2>
     <p>Hi {{payment_customer_name}},</p>
     <p>Thank you for your invoice payment. We are thrilled to partner with you and optimize your business infrastructure.</p>
     <p>We have automatically provisioned your onboarding workspace:</p>
     <p style="margin: 20px 0;">
       <a href="{{google_drive_folder_link}}" style="background-color: #4f46e5; color: white; padding: 12px 24px; text-decoration: none; border-radius: 5px; font-weight: bold;">Access Your Project Folder</a>
     </p>
     <p>Please upload your existing database files and access credentials directly into this folder.</p>
     <p>Next steps: Our team is reviewing your details, and your project board card has been created. We will reach out shortly to schedule our launch call.</p>
     <br>
     <p>Best regards,</p>
     <p><strong>Aldermere Systems</strong></p>
     <span style="font-size: 11px; color: #888;">This is an automated operational notification.</span>
   </div>
   ```

---

## 🔬 Step 6: Test and Launch
1. In Make, click **Run Once** on your scenario.
2. Go to **Payment processor dashboard ➡️ Developers ➡️ Webhooks**, select your endpoint, and click **Send Test Webhook** (using a `checkout.session.completed` event template).
3. Confirm that:
   * Google Drive creates the custom folder.
   * Trello creates the client card with the check-list.
   * Gmail dispatches the HTML welcome email containing the folder link.
4. Toggle the Make scenario switch to **ON**.