*This post includes an affiliate link. 

Are you making the best first impression with your client onboarding experience? Creating a simple client onboarding experience with HoneyBook ensures your process is streamlined for you and impressive to your new client. Using HoneyBook, you can create a seamless and professional experience that sets the tone for your client relationship.

New Leads to Client Onboarding Process

Are you one who enjoys getting into the tech? I sure do. However, I need to ask if that is where my time is best spent.  

Before switching to a client relationship management tool, a prospect would fill out a Google Form with questions about their small business. Then, I would review the inquiry form during the next business day, send a follow-up email with a Calendly link for scheduling, and manually enter them into my project management system for follow-up.

After the call, if we both decided it would be a good fit, I would send over an online contract through Sign Now. Once the signed contract was received, I would send a canned welcome email with the link to the first payment and the client welcome packet with the next steps.

In other words, I was the glue holding it all together—reentering information from one tool to another. This process was time-consuming and inefficient.

While web application tools like Zapier can connect your application, I think you'll agree it’s much simpler not to jump between applications and have everything in one place—this is how HoneyBook simplifies the steps.

The Lead Capture Form and Automation

Wow, Honeybook has added many new features to make it even more simple to create an onboarding workflow. 

How are you currently managing your prospects' new leads? Is it simple? In other words, are you piecing together different tools and acting as the glue holding it all together? Or maybe you're using a web automation tool such as Zapier or Make to help you piece the various applications together. That is great until it throws an error that you miss and stops working. You better love troubleshooting tech if this is your process; I'm just saying.

I am guessing you pour your heart and soul into all your free content to connect and make an impact. If someone has been listening to your podcast or reading your weekly blog posts, you want them to have an exceptional client experience from the first second they reach out to you.

It's a big deal when your dream client finally decides: this is the coach for me. You want them to have a great client experience the second they say “yes.” An easy way to make a great impression is with Honeybook automation. Whether you're an independent business owner or a business owner with team members, utilizing Customer Relationship Management (CRM) ensures a better experience for your potential clients.

How To Create An Exceptional Client Onboarding Process with HoneyBook

Step 1: Lead Capture Form

• Create a Lead Capture Form: Use HoneyBook to embed a form on your website. Customize it to collect essential contact information such as the client’s name, contact details, business type, and how they found you. Do you have specific information you'd like to know about the potential client? No problem; set up custom fields on the form to gather this information, such as social media handles and unique needs they seek help with. Remember that long forms can be intimidating and overwhelming to fill out as a first step. Gather only the information you must to make an informed decision and set yourself up for a productive discovery call.

– In addition to the embed form, Honeybook links you to the lead form to easily add a call to action to your email marketing campaigns.
– A quick tip: I love using Pretty Links to create customized links with my business URL.

• Automate Lead Tagging: Set up tags to categorize leads by interest or service type. HoneyBook automatically maps the form responses to your database.

Step 2: Immediate Follow-Up

• Send a Welcome Email: After submitting the lead form, HoneyBook sends your customized automated email thanking the prospect for their inquiry and providing the next steps.
• Assign a Workflow: Depending on the lead’s responses, initiate a tailored workflow that aligns with their needs.

At this point, you may want to pause the workflow. Set up a task to review the form during your office hours before sending the email to your discovery or sales call. The pause is to get a feel for the person behind the form.

Do you feel like you two would be a good fit? I think it is essential to vet a client before you both have too much time invested. While ideally, your long-form content will be the best way to draw the right people to you, it is okay to say not yet to someone who may not be a good client for your services. Remember, the ultimate goal is to book clients that are best aligned with your services. I know from experience creating one-off packages for someone who doesn't fit into your scope of work may not result in a happy client. When you say yes to a potential client who's not a great fit, you could be saying no to a future great opportunity.

Step 3: Discovery Call Scheduling

• Enable Scheduling: Use HoneyBook’s built-in scheduling tool to allow the prospect to book a discovery call directly from the follow-up email. This will save you valuable time by avoiding unnecessary back and forth by providing your available time slots so they can choose the perfect time. But, Friend, I'm certain you already understand the value of a scheduling tool.
• Scheduled Email: In the onboarding workflow, be sure to add an email sent after they book the discovery call with the agenda of the meeting and any additional resources you'd like to provide.
• Calendar Integration: Sync HoneyBook with your calendar to avoid scheduling conflicts and streamline the booking process.

Step 4: Conduct the Discovery Call

• Prepare for the Call: Review the lead’s form responses. Use a discovery call template with the agenda, list of necessary information, points to discuss, and specific questions you have to ask during the discovery call.
• Take Notes: Use HoneyBook’s client profile feature to document key points from the call. Client communication is key; notes are always a gift when you must circle back on your discussion.

Step 5: Post-Call Follow-Up

• Trigger Follow-Up Workflow: After the discovery call, HoneyBook automates the next steps based on the outcome:

– For “Not Yet” Clients: Send a thank-you email and schedule a follow-up task for a later date. However, to keep them engaged with the automation feature, you can set up a “nurture” type email sequence to help support them with additional “do-it-yourself” helpful activities.
– For “Yes” Clients: Proceed to the proposal and onboarding phase.

Step 6: Proposal, Contract, and Invoice

• Send a Customized Proposal: HoneyBook allows you to create a tailored proposal that outlines your services and pricing. The best part is that they provide templates for important documents, so you're not starting from scratch.
• Automate Contract Signing: Include a contract in the proposal. Once signed, HoneyBook automatically updates the project status.
• Send the Invoice: Attach the invoice to the proposal and enable payment options such as payment plans.

Step 7: Welcome Package

• Welcome Email: Send an automated welcome email with a personalized message, welcome guide, and next steps.
  Intake Form: Set up an onboarding form to gather client information. Would you like to send a physical welcome gift? This is the perfect spot to collect the client's physical address.
• Scheduling Tool: With the scheduling tool, your new client can set up the initial kickoff call and coaching calls.
• Client Portal Access: Grant access to the client portal where they can view their documents, forms, and project details.

Step 8: Task Checklist

• Automate Tasks: Use HoneyBook’s task management feature to ensure key steps are completed:

– Create a client folder in your file organization system.
– Add a task in Asana (or your project management tool) for the client project.
– Schedule any necessary follow-up meetings or deliverables.

Step 9: Ongoing Communication

• Keep Clients Informed: Use HoneyBook’s email and messaging features to maintain clear communication throughout the coaching relationship.
• Monitor Progress: Track project milestones and ensure timely delivery of services.

Did It Take Time to Set Up?

Setting up the entire process from the workflows, email templates, and automation in HoneyBook takes some initial effort. But once it’s done, you no longer have to manually handle every step of the onboarding process saving your value time. This will be one of the thing your future self will thank you for. It’s automated, efficient, and allows you to focus on delivering value to your clients.

Ready to Simplify Your Onboarding Process?

If you’re ready to get time back in your day and streamline your client onboarding process, HoneyBook might be the right tool to provide a seamless client experience. By using HoneyBook, small business owners save time, impress their clients, and set their businesses up for success.

💰 Get your HoneyBook account for 30% off for one year with my referral link

*Disclaimer: If you happen to purchase anything I recommend in this or any of my communications, it’s likely I'll receive some kind of affiliate compensation from these products that I use and love. Please do not feel obligated to purchase anything through my links.

Are you ready to grow a business online by taking imperfect action? Waiting for the perfect moment keeps too many online entrepreneurs stuck, but taking the first step—even if it feels messy—is the best way to build momentum and make real progress. Success doesn’t come from waiting for the perfect moment—it comes from jumping in and taking action. Whether you're building your email list, starting a podcast, exploring digital products, or working on your social media presence, the first step is always the most important.

Grow a business online by taking imperfect action is the best thing in order to have a successful business. Taking imperfect action is a powerful motivation for business growth. Even if it feels uneasy, the decision to start is the key to success for online business owners — it is essential to take action on your new ideas; the ball is in your court to achieve your big goal.

Embrace Imperfection

Putting myself out in the online world has always been a challenge. When I'm trying new things, the mean girl comes out for me, and friends, she comes out strong. She will give me the whole song and dance about not being good enough, and who would even want to hear what I have to say? 

Then I remembered: it’s not about me. When I get stuck in that mindset, I limit my ability to create an impact. The goal isn’t to make an impact on everybody—it’s to make an impact on someONE. 

That one ripple can create waves.

A great example was hitting publish on my first YouTube video. This video was also my way of dipping my toe back into content creation. Burnt out from blogging, I took over a year off from adding anything new to my blog. Back then, I didn’t fully understand the importance of rewriting and republishing old content to make it relevant again. The LORD impressed upon my heart that it was time to stop hidden and take imperfect action every single day because it’s not about me.

Imperfect action is the secret sauce for so many successful online entrepreneurs. Often, the fear of failure, analysis paralysis, or the mean voice in our heads holds us back. The truth is, there’s no such thing as perfect. Waiting for the perfect website, the perfect business model, or the perfect plan is one of the biggest things keeping small business owners stuck. The good part? You don’t need perfection to succeed—you just need courage.

What Shifted for Me

When I decided to take imperfect action and publish a video I’d been sitting on for a long time, it began a consistent journey of releasing YouTube videos for over two years. Eventually, this process led me to discover my love for the ease and connection of podcasting. The excuses I had—about not being good enough or not knowing if anyone would care—were holding me back from connecting with the right people in my target market. But once I let go of those doubts and hit publish, I realized it’s not about being perfect; it’s about showing up.

For those who are starting their own business, whether you’re a life coach, running a yoga business, or creating digital products, imperfect action can propel you in the right direction. It’s an important step to get out of your comfort zone and take that leap toward your big dreams.

Steps to Take Imperfect Action Today

1. Identify Your First Step: What’s the one small thing you can do today to move closer to your goal? Whether it’s writing your first blog post, outlining an email marketing campaign, or recording a live video, pick one action.
2. Create a Hit List: Write down a list of imperfect actions that you can take. This could include things like reaching out to potential customers, testing a new idea, or sharing your business plan with an accountability partner.
3. Reframe Failure: Shift your mindset from fearing failure to embracing it as a part of the learning process. Remember, the most successful people learn from their past experiences. There is no failure in business, only feedback.
4. Start with High-Quality Content: Even if it’s not perfect, start creating content that serves your target audience. Use social media platforms, blog posts, or live videos to build your online presence and attract your ideal customer base.
5. Take It Day by Day: Business success doesn’t happen overnight. Commit to taking small, courageous steps every single day.

Lessons From This Post

If you’ve been following my content, you’ll know that taking imperfect action has been a recurring theme. In this post, we explored actionable marketing tips and mindset advice for online entrepreneurs. One of the biggest takeaways is that you don’t need a perfect business idea to get started. Instead, focus on connecting with your target audience and testing marketing tactics that resonate with you. Do not we afraid to try out different types of content marketing.
Imperfect Action in Practice

Here’s what it looks like:

• Publishing a blog post or podcast without overanalyzing every detail.
• Sharing your high-ticket offer even if it’s not 100% polished to “perfection”.
• Trying a live launching strategy to promote your online courses even if you’re nervous about showing up on live video.

The Ripple Effect

Taking action isn’t just about your business; it’s about creating a ripple effect. When you step out of your comfort zone, you inspire others to do the same. Your courage can spark motivation in someone else—whether it’s a fellow online business owner, or a potential client.

Quick Recap

• Take the First Step: Start with small, actionable tasks.
• Quiet the Doubts: Recognize that the fear of failure is normal but shouldn’t stop you.
• Commit to Progress: Even in a relatively short time frame, imperfect action can lead to business growth.
• Focus on Value: Provide much value to your audience through high-quality content and marketing strategies to spread the word.
• Stay Consistent: Showing up every single day builds trust with your customer base and establishes your online presence. With that said it is a good idea to pick a schedule that works for you to be a consistent poster to social media platforms.

Time to Wrap This Up

Taking imperfect action is the only way to move forward in your business journey when fear is holding you back. Whether you’re aiming for website traffic, building your email list, or launching a new bonus strategy, the key is to start. Are you familiar with a flywheel? A flywheel at first, starts very slowly because of the friction, once it is moving it picks up speed. 

Remember, do not get frustrated when your content marketing strategy is like a flywheel,  turning painfully slow until it gains speed and moves almost seemly on its own as it gains momentum.

For more actionable marketing tips, tune in to our next episode, where we’ll discuss how to create a super simple sales funnel and digital marketing strategies that work for content creators.