Business Coaches’ AI Client Onboarding Automation
Provide a first-rate onboarding experience automatically — without any back and forth, technical anxiety, or client misunderstanding.
COACHES: How Many Customers Are Getting Lost?
You’ve made the sale and scheduled the call at last.
Then? Crickets. Confusion. Stand by. Drop-off.
- Customers failing to complete their intake paperwork
- Payment not made on schedule
- Absence for the initial meeting
- Rather than celebrating the sale, you’re chasing documents.
The moment your client says “yes,” their journey begins.
And if your onboarding is clunky, unprofessional, or delayed — you’re sabotaging your own credibility.
What If You Could
- Send an automated welcome message that takes care of everything.
- Get briefed, booked, and paid without pursuing
- Ensure that your clients feel taken care of right away.
- Provide a *streamlined*, *on-brand* experience without doing any work.
Greetings from AI Client Onboarding Automatio
Designed to provide five-star service without requiring five hours of administrative work for busy coaches.
Your Process Is the True Issue, Not You
Confusion is the main cause of client delays or ghosting.
No obvious next steps. No system of reminders. No framework.
We resolve that by using:
- **AI-driven automation processes**
- **Tech setup managed by VA**
- **Pre-written scripts for emails, SMS, and reminders**
- **Onboarding frameworks specific to coaches**
You make sales. We boarded. They remain.
Our AI Onboarding Done-for-You System Contains:
Client Intake System (Workflow + Form)
- Smart intake form (niche-specific customisation)
- Conditional logic (specific questions based on responses)
- Integrated with CRM (Dubsado, Airtable, GoHighLevel, etc.)
Automated Welcome Process
- Immediate welcome SMS and email
- Overview of what to expect
- Setting up a client portal login (optional)
- A PDF onboarding guide with the Coach logo (optional)
Automation of Payment and Agreement
- Link for payment plus reminders for follow-up
- Invoice generated automatically (through Stripe, PayPal, or Xero)
- Digital signature of an agreement (through DocuSign or HelloSign)
Reservations & Reminders for the First Call
- Integration of auto-scheduling links
- One-hour and 24-hour email and SMS reminders
- Integrated rescheduling logic
- Client pre-call briefing email
Onboarding Dashboard (Optional)
- Setting up an Airtable, Notion, or Google Sheet
- Monitors onboarding progress, payments, assignments, and notes
- Distributed to the client or team (optional)
FREE Automation Extras (On Request)
- Content drip for pre-coaching (training, videos, mindset prep)
- Automation of post-call notes
- “Congrats on Joining” social media automation
- Your team’s internal Slack/ClickUp notifications
- Reminders for your VA’s gift or welcome package
FREE Automation Extras (On Request)
- Content drip for pre-coaching (training, videos, mindset prep)
- Automation of post-call notes
- “Congrats on Joining” social media automation
- Your team’s internal Slack/ClickUp notifications
- Reminders for your VA’s gift or welcome package
Onboarding Automation Tools We Use
- * **GoHighLevel** – our suggested all-in-one
- * **Dubsado / Honeybook** – if you are already using them
- For multi-tool flows, use **Zapier / Make.com**.
- Typeform, Tally, and Google Forms are client-friendly forms.
- * Payment methods: **Stripe / PayPal / Square**
- * **Calendly / TidyCal / Acuity** – reservations
- * Task tracking with **ClickUp / Airtable / Notion**
We either set you up from scratch or adjust to your tools.
Expected Results
- Each new client saves 3 to 5 hours.
- All new clients were onboarded without any chasing.
- Higher rates of attendance for initial calls
- Quicker collection of payments
- Increased client retention and satisfaction
- Referrals that are initiated
Coach Success Stories
CASE STUDY 1: Brisbane, Australia’s Tanya, Life Coach
Background: Three to four new clients join Tanya’s busy one-on-one life coaching practice each month. Her onboarding process was a mess, with numerous emails, late payments, and missed sessions, despite the fact that her sessions are intense and emotional.
Issue:
- She was manually following up on everything
- Clients failed to return intake forms on time
- Payment links were misplaced or forgotten
- First session no-shows were frequent
Solution: Using Google Forms, Stripe, and GoHighLevel, we created a completely automated onboarding process for Tanya. Form, contract, payment, and scheduling are all included in the one welcome SMS and email that she now sends to new clients.
Results:
- No no-shows since launch
- Full payment received prior to first session
- Savings of over three hours per client
- Tanya now devotes all of her attention to client preparation rather than administration
According to Tanya: “It’s better than hiring a full-time assistant. I’m no longer chasing anything, and clients adore the seamless experience!”
CASE STUDY 2: Business Coach Jordan (Gold Coast, AU)
Background: ordan schedules five to six new clients every month and conducts a 12-week coaching programme. He used to manually complete onboarding by pasting calendar links and emails.
Issue:
- Programme starts were delayed due to paperwork delays
- Clients missed important information
- Initial calls were ill-prepared
- Everything felt hurried and disorganised
Solution: We used Dubsado, Calendly, and Airtable to create an intelligent onboarding system. The flow comprised a Notion tracker, branded onboarding guide, pre-call checklist, and automated welcome sequence.
Result:
- Initial calls are now seamless and punctual
- Clients are clear and confident right away
- Jordan hasn’t interacted with the onboarding administrator in months
- More time for marketing and client outcomes
Jordan states: “I had no idea how much onboarding was taxing me.” Clients adore how polished it feels now that everything is hands-off.
CASE STUDY 3: Auckland, New Zealand’s Leo, Leadership Coach
Background: Leo collaborates with corporate teams and executive leaders. Although his clientele demands a high degree of organisation and professionalism, his onboarding process felt personal.
Issue:
- No formal documents or welcome materials
- No consistent onboarding process
- Clients are unsure of how to begin
Solution: Using branded materials, automated scheduling, contract e-signatures, and a customised Airtable tracker for internal visibility, we developed an onboarding process that felt luxurious.
Result:
- More credibility and confidence from new clients
- Contracts and payments handled seamlessly
- Higher referrals due to the professional experience
- Leo now pitches confidently knowing the backend is handled
Leo states: “I look ten times more professional now. Clients have noticed that the branded onboarding PDF and automation flow provide them with total clarity.
CASE STUDY 4: Sydney, Australia’s Priya, Mindset Coach
Background: Priya provides both group and one-on-one coaching. She lost momentum with eager new clients as a result of the numerous back-and-forth messages and delays that plagued her onboarding process.
Issue:
- After payment, new clients stalled
- Forms required several reminders
- Group start dates were delayed because of onboarding gaps
Solution: Based on form completion, we created a flow that initiates onboarding procedures. Before the programme begins, weekly prep content is sent to clients and they are automatically added to her ClickUp board using Zapier and Typeform.
Result:
- Priya now concentrates on content and delivery;
- Group coaching launches are now on time;
- There is no need to chase clients for pre-work;
- Clients feel prepared, clear, and energised.
Priya states: “The onboarding chaos used to terrify me. Now that everything happens without me and my group feels stronger, I adore it.
CASE STUDY 5: Melbourne, Australia’s Sam, Sales Coach
Background: Sam assists online coaches in closing expensive clients. Ironically, he would lag behind onboarding after closing his own leads, which negatively impacted his clientele’s opinion.
Issue:
- Inadequate post-purchase follow-up
- Slow and uneven onboarding
- A few clients abandoned the business after making payments
Solution: We used GoHighLevel and Stripe to create a tight onboarding funnel that automated all subsequent steps—payment, contract, welcome video, and pre-call form—the same day.
Outcome:
- A stronger funnel with higher lifetime value (LTV)
- A quicker client activation and first-call show-up
- A decrease in post-sale ghosting
- More referrals
Sam states: This helped me realise that my sales funnel includes onboarding. Now that I know what comes next is infallible, I close with greater assurance.
CASE STUDY 6: Wellington, New Zealand’s Amelia, Health Coach
Background: Amelia provides a high-end, six-week health reset. Her manual onboarding process was overwhelming her clients, who are frequently busy professionals who demand ease and simplicity.
Issue:
- Clients dropped off before the first week even began
- No onboarding hub or tracker
- Clients neglected to schedule their call
Solution: Using Notion, we created a central onboarding hub that included calendar links, a payment link, a health intake form, a welcome video, and a reminder flow. Her VA now uses a shared dashboard to keep tabs on everything.
Result:
- Clients are onboarded in less than a day
- Client engagement has improved since week one
- Amelia has fewer enquiries and no misunderstandings
- The system gives her a sense of “in control and hands-off.”
Amelia states: “I feel like a real business at last. Before the programme even begins, clients report that it’s the most seamless coaching experience they’ve ever had!”
The Kickstart Engine™: Onboarding Edition: Only **\$247 USD**
Before making a big commitment, would you like to test the system? This is your starter pack, done for you.
Included:
- Ten hours of VA work plus setup time for automation
- One unique onboarding form
- One welcome email and one SMS template
- Automating payments and contracts
- Booking link + reminders setup
- Notion/Airtable onboarding tracker
- Complete SOP and video tutorial for your future reference
- Included is the first client test run.
- BONUS: A PDF branded onboarding checklist for your customers
- BONUS: A pre-call email template that includes success advice and expectations
- ADVANTAGE: “Welcome to Coaching” video script for immediate communication
Guaranteed Satisfaction | Unlimited Adjustments | No Lock-ins
CLAIM YOUR AI ONBOARDING SYSTEM – \$247 USD
FAQ: Managing Objections
As a coach, how does the onboarding automation save me time?
Repetitive tasks like following up on intake forms, sending invoices, confirming reservations, and creating reminder emails can be eliminated, saving you three to five hours per new client. Everything is automated, freeing you up to concentrate on coaching rather than follow-ups.
Will this integrate with my current scheduling or CRM software?
Indeed! We either suggest the best-fit system or adjust to your existing tools (such as GoHighLevel, Dubsado, Calendly, Airtable, and ClickUp). If you’re starting from scratch, we can build the automation from scratch, or it can be tailored around your current setup.
What if I'm not tech-savvy? Can I still do it?
Of course. To ensure that you or your VA can run it smoothly, we take care of the entire setup and provide a basic SOP (Standard Operating Procedure) along with a walkthrough video. Unless you want to, you don’t have to learn any technology.
If my onboarding is automated, will it seem robotic?
Absolutely not. Our hybrid approach combines human touchpoints, such as branded onboarding checklists or reminders sent by VAs, with intelligent automations. Never cold or robotic, your onboarding will feel cosy, intimate, and completely consistent with your brand.
A client receives an instant welcome email or SMS upon signing up, which contains the following information: the contract, booking link, payment link, intake form, and next steps. There is only one smooth flow; there are no delays or back and forths.
Can you also automate contracts and client payments?
Indeed. We combine digital signature tools like HelloSign or DocuSign with payment platforms like Square, PayPal, or Stripe. Every contract will be safely signed, and you’ll get paid more quickly—all without having to do anything.
What does the $247 Kickstart EngineTM onboarding package include?
A custom onboarding form, welcome templates (email and SMS), contract and payment automation, booking flow setup, an onboarding tracker, a complete handover pack, and 10 hours of VA + tech setup time are all included. plus three valuable extras, such as a pre-call email template, checklist PDF, and video script.
How soon can I launch my onboarding system?
The majority of Kickstart Onboarding setups are finished in five to seven business days. We can move even more quickly if you have your content ready, such as your coaching agreement or intake questions. To make sure everything goes as planned, it includes a trial run with your first client.
After setting up this system, do I need a virtual assistant to operate it?
Although not necessary, it is strongly advised. Our skilled VAs can take care of the system if you want to concentrate entirely on coaching. We offer comprehensive handover materials to train your current VA.
What happens if my onboarding procedure is frequently modified?
Don’t worry; we use editable templates and modular flows to build your system, making updates simple. As your coaching programme develops, you (or your VA) can modify emails, forms, or sequences.
Can group coaching programmes make use of this onboarding system?
Indeed! The automation can be tailored for self-paced programmes, membership onboarding, and group coaching. Whether you prefer a one-to-one or many-to-one delivery style, we will adjust the flow accordingly.
Which platforms are best for onboarding and automation, in your opinion?
GoHighLevel is the all-in-one tool that we usually suggest. But in addition, we use Dubsado, Honeybook, Calendly, Stripe, Notion, Airtable, Tally, and more. The foundation of your system will be the tools you currently use or, for scale, new ones we recommend.
How can client retention and referrals be enhanced by onboarding automation?
Initial impressions count. Clients arrive, pay on time, and stay longer when they feel understood and supported right away. Because clients believe they are in skilled hands, the professional experience also encourages more word-of-mouth recommendations.
Is it possible to incorporate videos or pre-coaching materials into the onboarding process?
Indeed. Before the first session, we can programme automated email or SMS drips to deliver training materials, welcome videos, mindset prep, or PDFs. It boosts engagement right away and establishes the tone.
Will my first session have fewer no-shows as a result of this?
Of course. The system has calendar synchronisation, automated reminders (both 24- and 1-hour), and even an email outlining expectations before a session. Coaches frequently report improved client readiness and increased show-up rates.
Can I monitor the onboarding progress of each client?
Indeed. To keep track of payments, tasks, booking status, and form completion in one location, we’ll set up a dashboard (in Notion, Airtable, or Google Sheets). It can be kept confidential or shared with your team.
Is it still worthwhile if I only have a small number of clients each month?
Yes, particularly if you want to give your clients a five-star experience and value their time. Without a system, even two or three clients per month can feel like administrative chaos. You get back hours and mental space with this configuration.
Is it possible to use this system for more than one coaching programme?
Indeed. By using form logic or tagging, we can construct it to identify the programme or offer that the client bought and provide the appropriate onboarding process. It is adaptable enough to accommodate various workflows.
Can you handle this on an ongoing basis, or is it a one-time setup?
With complete handover, the Kickstart EngineTM is a one-time setup. However, we provide monthly VA support to keep everything operational, updated, and optimised behind the scenes if you’d rather have a done-for-you, continuous service.
Are You Prepared to Automate Your Coaching Funnel’s Most Crucial Section?
Don’t let the administrator ruin your customer experience.
Each month, only **5 Kickstart Onboarding Campaigns** are accepted.
- Dial : 03 8583 9119
- Email: support@vaforhire.com.au
- SECURE YOUR SPOT – \$247 USD
