If you're an agency owner, coach, or service provider looking to AUTOMATE your client onboarding process -- you can't miss this live collaboration with *the* GoHighLevel Queen!

In this session, our guest operations expert, Christine Seale, will share her best tips for how client service businesses can document their process to SYSTEMIZE and AUTOMATE customer onboarding. (Because when we build strong business systems, we can scale our business, faster!)

Christine will cover:

? Super Secret P.L.A.Y. Method that helped Christine cut HER OWN client onboarding time to ZERO MINUTES

? The Core Pillar that is holding you back from scaling

? The 3 Segments You Must Include In Your Onboarding System

? How to figure out exactly what tech you need in your system

Related Resources

➤ Want to find out more about Christine? Subscribe on YouTube here

➤ Or join her community here

➤ Want to work with Layla to get your ClickUp in order? Head to processdriven.co

➤ Want to try ClickUp for yourself? Use my affiliate link

Video Blog Post

What follows is an AI-generated transcript from this video. Please be mindful that this transcript may not be 100% accurate.

[00:00:00.940]
Hello, hello and welcome back to another live stream where we're going be talking about how to plan your client onboarding and automate it, hopefully so your life becomes a little less stressful. Now, I obviously couldn't do this kind of presentation on my own, so I've invited a special guest, Christine, on to the channel. Hi, Christine. Hey, how's it going? It's going well. I'm really excited to talk. I hope you are as excited as we are here.

[00:00:23.170]
And I know some folks in the chat are already already putting some questions in for you.

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Well, I really hope you are. I don't know what's happening.

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We're looping. We're looping. There we are.

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Do you know why it's echo?

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I'm going to mute you just momentarily, Christine. I think it's probably because YouTube is open in another browser. Oh, let me find it. No worries at all. I'm going to kick Christine out momentarily. For those of you who are joining us live in the chat, I would love for you to help kick off this presentation because I see a bunch of you already here and say hello in the chat and let us know what kind of onboarding experience you currently have, because I don't know about Christine, but I feel like that helps me kind of get a sense of what I talk about during the day just to kind of get some real use case as an example.

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So use the chat type that in whether you're on Facebook or YouTube and Christine's back, pick up, put in the naughty corner.

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I'm sorry I didn't want a loop because I figured it would get kind of crazy sounding.

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So I'm sorry I didn't realize I had it open.

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Oh, no, I did something wrong. No big deal. So, Christine, where do you want to take us today? Would you like to take over and just start presenting? Is there anything that you need from the audience to get started? Yeah, guys, tell me what your number one pain point is with client onboarding in the chat. I really want to know. And you'll have a chance to ask questions at the end, I think I allotted half an hour for questions.

[00:01:57.180]
If that's too much, just let me know. But we'll have plenty of time for Q&A at the end. But I want to know what your number one pain point is for client onboarding.

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OK, number one, I'm going to pull up your screen here, Christine, and then I will pop off and let you take it away. Awesome. Cool.

[00:02:16.440]
Well, thank you for having me today. I really appreciate the opportunity to be here on your channel. Layla. Layla and I met gosh, I think it was in December and I was following her religiously on ClickUp. And I'm like, oh my God, she's like me, but like on the ClickUp side. And I was like, like, I know we're going to be friends someday. This is going to be awesome.

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And I was nerding out on her channel, and I was I was like, man, I wonder if this is like what people think about me when they're looking at my videos.

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But yeah, she does a great job. So I'm really, really stoked to be here, guys. And I'm going to teach you how to plan your client onboarding process and how to automate it. OK. And I want you to be able to spend more time with your friends and your family so that you can relax and focus on that or focus on sales, focus on growing your business. I want to teach you guys like everything we've learned in our journey, helping agency owners or coaches or content creators just like you to build custom automation systems for clients.

[00:03:30.330]
We've worked with hundreds of agency owners and we've seen like the most common threads on what works, what doesn't work. We've done hundreds of split tests, spent thousands of hours working our butts off. OK, so just to kind of give you like a little a little peek at some of the stuff that we've done with other in other groups. We we had an onboarding master class in Jeff Miller's Facebook group, there's like fifty five thousand people in there and we taught over one hundred and forty people in a master class, just like this one on how to automate their onboarding so they can get their life back.

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All right.

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But first, I want to take a little trip down memory lane and and talk about my very first onboarding process in a little bit. But do you guys remember, like, when you had maybe you're in this right now, maybe you had to onboard a client, you sold you made a sale, you were so excited and you had to use like two hundred tools just to onboard your clients.

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Well, I'm going to tell you about my first client onboarding stress in a minute.

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But like. It was super stressful. I remember like being worried that they were going to fire me before we even started. And let's just be real about being an agency owner and working the weekend, OK, I can't tell you guys how many times that I've spent working the weekend. And it got to the point where, like, my friends and family were like, hey, am I going to get to see you soon? It was ridiculous. So if you feel me on that, let me know in the chat.

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OK, but here's how the process may work now. Or for me, this is how it used to work. So one we'd send an invoice to the league. We'd wait for the lead to pay. So we call that the hope and pray they pay. All right. And then as soon as they pay, we send different emails asking a million questions. Oh, like, I forgot to ask this. I forgot to ask this. We kind of like if you went to the dentist and they said, hey, you need a root canal and you ask him a question and you're like, and they're like, let me go check.

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And then they come back and you ask another question, let me go check. And then they come back.

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You're like, I don't want you drilling my teeth. Right. And then two weeks later, the lead gets second thoughts. They're thinking, OK, we're still not live yet. Maybe I need to ask for a refund. And then a week after that, their campaign is not launched yet and they ask for a refund.

[00:06:05.060]
Now, I hope you guys have never had this happen, but I have a feeling that some of you have, and it's unfortunate. But that's why I'm so passionate about doing what I do. OK, because the cold, hard truth is you really have forty eight hours until buyer's remorse sets in. And if you're like this guy, you're going to be sad that you haven't onboarded your clients in forty eight hours.

[00:06:29.850]
But this is how it should work, so their first interaction with your business is should be a wow like experience, like as soon as that client signs you can get on your next sales call, you can grow your business or you can go to dinner with your family or spend time doing what you love on the weekends. All right. But as soon as they swipe their card, all of your check lists SOPs walk-through, facts, they're automatically delivered to your team.

[00:07:00.720]
And importantly, your new client knows what's going on and when to expect a go live date. So ideally, as soon as you close that new deal, your clients are going to experience this, OK, because selling is what grows businesses and I can't stress this enough. We've seen this time and time again where the agency owner or the coach is like stuck in client onboarding, like it's a hamster wheel and they can't get off of it and they can't expand and they can't scale and grow their businesses.

[00:07:33.560]
OK. And if you stay still and we're going to do a Q&A, but I'm also going to give you guys are onboarding form that works in any niche and this onboarding form, I'm going to talk about it a little bit, is going to kick off everything for you and make it seamless.

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All right, now, just real quick, I want you guys to know I know it's not your fault, all right? That's why I'm here. That's why Layla is here. We know tech is hard, OK? Tech is extremely hard and it can be very difficult to learn. All right. But you guys can put those fears to rest, OK? Because your clients don't own you. And I'm going to show you how to get off that hamster wheel.

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All right.

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And I know you've been wronged by maybe like a guru or like I call it, like a snapshot Pedaler, like someone who who just wants to make a quick buck and, you know. I'm going to show you how to get past that, all right. So let's get rid of that, let's go. OK. All right, so how many of you guys have thought this how am I supposed to onboard clients without spending hours per week doing it manually or paying a VA to mess that up for me?

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Oh, did I put eff up for me? Oops.

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Sorry, I'm not going to sorry. Or worse the client getting buyer's remorse and asking for refunds because they didn't do it fast enough.

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That sucks. I've had that happen before. OK, how do I get my agency on autopilot so I can spend more time doing what I love without slaving away at my desk 24/7. Slaving away. Yes. I put that in there because that's how I felt. And I know I know that some of you guys feel that way, too. All right.

[00:09:21.800]
And then I wish I had an onboarding roadmap that the big agencies use. I got good news for you. We've worked with some pretty big agencies over 100k a month. And I'm going to show you the behind the scenes of how they got that day. All right. And maybe you wonder if this is what's keeping you from that next big milestone that you yourself are striving for in your business.

[00:09:45.600]
OK, but what if every time you hopped on a call with a prospect that was the first human interaction they're having with your business, wouldn't that be awesome? Then you could wow them and validate your marketing expertize every time you hop on a call, you're going to be present with full confidence, knowing you can take care of them quickly. All right.

[00:10:06.990]
And as soon as you close the new Deal, your clients will experience a seamless onboarding process. I keep talking about the seamless onboarding process. It's so important because this is their first impression of you as their new marketing agency or their coach. And it needs to be done right. OK, now, I talked about this a second ago, but Josh and Jeff are over 300k a month and they're using the same systems that we are teaching right now.

[00:10:37.560]
We implemented their systems and they are totally crushing it, working with doctors and the cool sculpting niche. So they're doing awesome.

[00:10:48.090]
OK, and this was like the key differentiator between being stuck at 10K a month to scaling to them literally to the moon. OK, sorry for the Reddit reference, but to the moon.

[00:10:58.470]
OK, but just a little bit about me. I am a mom, I have two boys, there are three and 17. And yes, there's a 14 year difference in my son's. But oh my gosh, they love each other so much. It's so cute.

[00:11:14.430]
I am an IT nerd. I've been in IT for over 20 years and like professionally in my professional career, I remember when I was little, like sitting on my dad's lap, he would teach me like the old school FTP and how to code. He's a he's a software engineer. So I've been doing IT for a very long time. OK, I worked for several Fortune 500 companies, including Kullman, which is owned by Newl Brands Now and Spirit Aero Systems.

[00:11:44.640]
If you guys worked for corporate, you probably know what SAP is, that was my baby for a long time. I managed the entire SAP team. It was a very, very high, high, fast paced, stressful job. And then when my youngest son was born, who's now three, I left my six to your job to start an agency, any corporate refugees here. Exactly. OK, I'm actually it was three years ago when I quit my job.

[00:12:13.110]
I can't believe how fast time has gone since then.

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I mean, I worked that job for three years, so it's been as long since I left as I worked there. OK, it's crazy. But I decided to start in the meds fundage. I closed deals like a boss and then I felt a huge sense of overwhelm, which I'm going to get too soon. All right. But now I literally feel free. OK, pardon my my picture there. I'm at the range practicing my aim for my haters.

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No, just kidding. But I love to go shooting. I love gardening. I never could do those things because I felt like a slave to my business. And then I heard about this little tool called High Level.

[00:12:59.250]
I became one of their partners and I feel like I'm living my dream now. YouTube is how I found Layla, and I'm super excited to to have this opportunity. Guys, I feel like like I said, I feel like I'm living my dream now, OK? I felt like a slave at my desk. Like I was always doing someone else's bidding. I was always working for someone else. And now I get to do what I love, helping people with their tech.

[00:13:24.180]
And I just I'm so blessed. OK, so now we're going to get started. I just wanted to give you guys a little background about me. I love this movie, by the way, it's super funny, but anyway, it's time to party, OK? I hope you guys are ready. So we talked a little bit about Layla kind of teased you guys and said that I was going to teach you guys three secrets today. So the first one is using the play method.

[00:13:51.680]
We went from spending countless hours on onboarding and custom builds to zero. And I'm going to teach you guys this here right now. So the first step is plug in your agency on autopilot, create an automated system to nurture, convert your leads coming from every entry point. That the leads and which allows you to take a step back and focus on the real growth drivers of your business. OK, second one is leverage, leverage your systems, teams and processes.

[00:14:23.110]
We've done all the R&D, so you don't have to think about it. And our blueprint is your blueprint. OK, so snag it if you want to steal it if you want. OK, go ahead and use it. Automate your agency. This is key. Without the proper automations in place. It's extremely difficult to scale, which I've been saying this whole time. OK, set up your agency sales pipeline. So all that you need to do is you show up and here's where you come in as the hero.

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Get appointments with your dream clients delivered to you on a demo call. All you have to do is show up and do what you do best, which is sell OK. Now I'm going to teach you guys the automation part, but this is how automation fits in with our entire business model. OK. Now, I promised you guys I was going to teach you my first, I was told I was going to tell you about my first client onboarding experience, OK, this is what it felt like.

[00:15:16.210]
It was horrible, right? It was so stressful. I had I signed my first client, like, right before Christmas and this was in. Oh, God. What year is it? Twenty one. That was in.

[00:15:33.450]
Twenty eighteen. All right, signed my first client and I spent the entire Christmas break onboarding, my client, my family and I went on vacation to see family and I was like literally hiding in the closet, trying to onboard my client the entire time. I felt super guilty about it, but I figured it out and I did it. And yes, I had like two hundred tools to use. But then I was like, so proud of myself.

[00:16:00.840]
When I finally when I finally got it done, I think it took me five hours, at least five hours of continuous work. But then the next week I signed three more clients and guys, I kind of felt like this felt like my head was literally going to explode and it was horrible.

[00:16:19.750]
But then I found an awesome new hack and it completely changed my business, and I can't wait to tell you guys about it. All right. And again, to reiterate, if you're just joining us, I'm going to teach you how to automate ninety nine percent of your business. All right.

[00:16:35.170]
So the first thing people ask me is, what should I automate? They get really, really excited and they're like, OK, let's go. I want to automate everything. Like, you know, if I have a three packages and I sell one like 90 percent of the time and the other two like 10 percent of the time, I'm going to automate everything. No, OK, automate something that's repeatable and proven. OK, so if you have the three packages and you sell one 90 percent of the time, you should automate that journey and not even worry about the others right now.

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OK, because the thing that happens is. Each one is treated like a completely different client journey, and you shouldn't try to automate your entire thing because you're going to get overwhelmed, you're going to lose track, you're going to give up or get completely discouraged. So just choose the most popular package that you have that's proven OK.

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And then when should I automate? When is a good time? Well, a good time is after you've already completed your Agency roadmap, which I'm going to talk about here in a second.

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And you've mapped out your products and services.

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OK, so if you're just starting and you don't have packages and you don't know what you're going to offer, it's not a good time to automate. You've got to get your ducks in a row before you can automate anything. OK, trust me, because you don't want to have to redo it later. It's really stressful. I'm done that the hard way. OK, so again, I told you guys I was going to talk about the roadmap, that secret to make sure you roadmap your process, OK, because roadmap is going to give you clarity.

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It's going to give you clarity on everything from lead gen acquisition, payment, ongoing, retention. So instead of building your funnel blindly, you're going to have a clear roadmap and have a clear vision on what comes next. And I know Layla talks about this a lot in her videos. She talks about having a roadmap. She's got those cool diagrams and everything. Those are awesome because you guys are going to save so much time by doing this ahead of time. And I know if you already follow Layla, you're going to be a pro at that, OK?

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Just talk a little bit about tools that I use for my for my own road maps, Google drawings is free.

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If you if you like to save money on recurring software, Google drawings is the way to go. OK, I've also used funnenalytics that used to be a little better. Now they want to charge for pretty much everything. And then GERU is another tool. Or you can use what Layla uses for her roadmaps that would work as well. OK, I forgot the name of it. Sorry, whimsical. You're good. OK, all right. Yeah.

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So I need to check that one out because that one looks pretty, pretty sick. OK, now I'm going to talk a little bit about the different segments of the of the roadmap.

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OK, so first the sales pipeline. This is the first segment and then I'm going to show you each one separately and then how it all works together. OK, so for the sales pipeline, you're going to have your entry points first, OK? You're going to have every place that your leads come in. Is that organic? Is it paid ads? How are they finding you? OK, then you're going to ideally have an Opt-In. So you're going to collect their information.

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You're going to get their name, email and phone number and get them to book a time with you. So you're going to present them a calendar. A lot of you probably use calendly right now. Which is fine, that works, but then the follow up, the fortune is in the follow up. How many you guys have heard that you're going to want to follow up with them, give them appointment reminders, get them hyped up for the appointment with you.

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And I can't tell you guys how important this is. That's one of my frustrations with callously is like they set up an appointment with you and then they get an email that's like super boring that says hey hop on the zoom, but why should they get on the call with you? OK, we've worked with so many agencies that have a huge show up problem. They have really low show up rates and they're like, what can I do to get these people to show up to the demo?

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Like, how do I improve? You know, how do I improve my show up rate? And I'm going to tell you, like, that's the follow up piece. You're going to want to put testimonials. You're going to want to put social proof in that follow up, OK, you're going to want to do that because that's going to get them excited. So the best ones that I've seen have been our clients who work with the cool sculpting niche, they do a really good job at sending in their follow up sequence, like testimonials like, hey, this doctor, Dr.

[00:21:28.100]
Strange, made twenty thousand dollars in his first week. OK, that's really, really, really important. And then after they show up to the demo and they decide they want to pay you, OK, what happens after they pay you? Well, a lot of times it's a very manual thing. OK, you're sitting at the computer. You're like, please pay me, please pay me, please pay me. And then they pay you. And then you're like, OK, well, and then you start sending them this big, long email that they have to answer questions.

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Right? Well, this eliminates that whole awkward process because ideally when they pay you, they're automatically going to get an intake form that's going to ask them every question that you need to start and set up their accounts. OK, it's going to give them instructions how to use the system, video videos, maybe even like a client academy. But then it's also going to tell your team immediately your team is going to get a notification that you have a new client and they need to follow the SOPs.

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Now we use a combination of slack and ClickUp for a SOPs and our work instructions for our team. And I can show you that I don't have it in the deck, but enough of you guys want to see how we use ClickUp. I'll show you. That's actually, like I said, how I how I found Layla is we got into ClickUp. We started using it for our systems, our SOPs in our automation's, and I started following Layla.

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So if you guys want to see that, let me know in the in the questions, OK? And then your team can kick off the build process and then the third piece is client retention.

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A lot of people forget this, but the first 60 days are the most important as far as client retention. Month one super volatile month two think about leaving you. OK, just to be real. That's how they think about it. And if you can figure this out, you can actually automate part of the process so that you don't have to set these reminders and have 50 reminders in your calendar to follow up with 50 different clients. It gets hectic.

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OK, so I'm going to teach you guys how to do that. But ideally, you would have a check in point, let's say seven days, 14 days. Twenty one days, 30 days. You're going to check in with them every week. You're going to check in with them midway. You're going to ask them how it's going. And again, you can automate this all and then you can send them your calendar link to book so that you can talk to them.

[00:24:01.730]
You can give them an overview of their campaigns. You can show them what's working, what's not working, what needs to change. But also at the two, three month mark, if they're still with you, you can up sell them into a bigger package. You can you can cross-sell them other packages and make more money. You can make more money in your agency. OK, so this is how it all works together.

[00:24:26.600]
And ideally, ideally, you're going to be able to focus on this area. I don't know if you can see my mouse. I think you can. This area here, from demo to paying, to demo to paying to demo to paying, you can focus on this and everything else is automated. I'm going to take a breath for a second, because I got to get a cough drop.

[00:24:49.910]
I'm starting to lose my voice. I was about say you're on a roll, man.

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Do you have a time to be interrupted with a question here? Yeah, yeah, yeah.

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OK, because I think this one is pretty, pretty relevant here.

[00:25:06.970]
OK. Because I think looking at this chart, this is what a lot of people are going to be wondering is automation and high end agency or high end service of any kind? It seems like those it's like oil and water. So how do you balance that?

[00:25:21.450]
Yeah, OK, so how does it work with high ticket consulting, not high volume but needs to look concierge-ish. Yeah, that's a great question, Tracy. So. It's going to be, here's what you can do in your automation's, you want to make it sound human, right? Obviously. Hey, it's Tracy. We just hit the three month mark together and I'm so excited. I love having you as a client. And, hey, like we've got I wanted to let you know about this new program we're launching.

[00:25:58.940]
It's our VIP program. OK, and you're now eligible for a VIP program if you want to hear more about it, book a call with me here. So ideally, you're using a combination of the automation's and the emails text follow up to get them to book a call with you. OK, so then during the call you can talk to them more about it's more personal, OK?

[00:26:24.680]
And I think that that's one of the pieces that we've seen that's missing because you get busy, right? You're always busy. You're always on the go. You're always trying to find new clients. And the old ones kind of drop by the wayside sometimes. But if you just automate. Just not overdo it, right, but if you schedule an email to go out, let's say a week or two after the campaigns launched, hey, I'm just checking in.

[00:26:53.070]
How's everything going? Right. Like, make it sound real, like a real person. And it is real, but it's also automated and then get them on a call with you. Does that help and make sense? Yeah, thanks for letting us jump in, I just feel like a lot of people are probably asking that same question. And I also want to say what Christine's talking about here. It doesn't like half of the battle is just figuring it out.

[00:27:16.990]
Like, even if it's just figuring out your workflow, I think that's kind of a piece of it, you can figure it out and then automate pieces at a time. It's not like this overnight thing, so.

[00:27:26.410]
No, not at all. Yeah, but that's that's definitely something that you can do. Just let them know you're thinking about them. Right. Something else I like to do is in my, in my onboarding automations, after they fill out the onboarding form, I like to send them a handwritten thank you card. And no, I'm not I'm not writing it, OK? There's a service where they have robots who write the cards out and send them to your clients.

[00:27:58.000]
So stuff like that with a little personal touch, you can even put a little gift card in there. You can put a Target or Starbucks gift card in there. Stuff like that really wows people and they're like, oh, my God, this is so cool. And they may even know it's a robot. They might not know it's a robot. I mean, you can't tell from looking at it that it is, but it's just a nice little touch.

[00:28:22.180]
So here's, I don't those are too small to see, sorry, but some examples of like how how fancy or complicated you want to get with your diagrams, OK? And then secret three is the onboarding form. All right. I talked about that, I teased it, but this is the most important thing. The key, if you will. I couldn't find a better gif for you. That's probably a horrible key.

[00:28:46.720]
But the key, all right, is this onboarding form that's going to guess what, kick off all your automation's. OK, and I'm going to give you guys the onboarding form at the end. I promised I was going to do that. I'm going to give you instructions for that as soon as we wrap up the slides. But the onboarding form is the most important thing. Once you get your products and services mapped out, you're going to sit down and you're going to think about what information do I need?

[00:29:15.310]
Everything OK?

[00:29:16.720]
Office hours, services, prices, address, phone number, everything OK?

[00:29:24.460]
You're going to want to put that in the onboarding for. And here's a little example of one of our superagency zaps, OK, but basically once the once the on boarding form is filled out, we do everything.

[00:29:38.370]
We create folders in Google Drive, we create Google Sheets, we send messages to our team in Slack, we create, we create ClickUp spaces. We put the birthdays on our calendar. We do everything with this. And the cool thing is when you leverage automation for client onboarding, you don't have to waste time manually figuring out you can hop on next sales call and grow. OK, I talked a little bit about, like, the best. The best of follow up sequence I've ever seen to get them to show up to a demo.

[00:30:14.090]
These guys are amazing. OK, Nick and Brett, they run patient rhino and they're over 200k a month now. And they're doing amazing, but the big differentiator for them was systems putting those results and social proof to make clients have FOMO in the appointment confirmations. OK. And then Rick James, he is also crushing it. He just onboarded his forty seventh client.

[00:30:44.480]
So systems make all the difference. OK guys, there's so much more you can do though ok. And I was, I needed to make this like half an hour so I can have a half an hour for Q&A. It's way too much for us to squeeze in and expect all you guys to do this in one sitting.

[00:31:02.190]
OK, but. If it's cool, like I want to tell you guys about our program that we put together, is that OK, Layla or should I do Q&A first and then tell them about the program?

[00:31:15.840]
Feel free to give them the rundown and then let's do Q&A and it'll probably probably feed into that. OK, awesome. But anyway, put together a program and honestly, like, it's it's to put everything together and help you to master this, OK?

[00:31:33.480]
So we talked about the play method. We talked about the agency roadmap. And then we talked about the onboarding forms, I told you guys how to do all this, and do you guys think that you could be successful doing this on your own? And a lot of people are like, no problem. But you might be feeling like this right now. Like you're like you're getting the fire hose, OK? And that's totally normal. That's totally normal.

[00:32:00.580]
But that's why I'm here. That's why Layla is here to help you to figure it out, OK? So I created what I call the Pro Academy, and it's going to include the full course on everything I just talked about. But step by step, video instruction modules. Twenty seven modules. Also, though, how another another course on I'm losing my voice.

[00:32:29.080]
Twenty four modules on how to use the tools that we use. How to choose the right software. There are SOP library. OK, I'm going to show you that in a second. But, but Jerry is he's one of my favorite people in the world, OK? He saved 20 hours in just the first week. So this is designed to help you get past your overwhelmed with tech and to save you time so you can focus on growing. All right.

[00:32:57.520]
So the courses that you're going to get, we're going to talk about everything from the roadmap that we talked about today to setting up your integrations to white labeling your own software. I'm going to show you guys how we use ClickUp, how to get leads to show up, OK? So that's the FOMO piece I was talking about, how to onboard your full automation, how to create a branded calendar that looks professional, how to send those handwritten birthday cards or handwritten thank you cards automatically.

[00:33:33.710]
OK, how to automate your client retention then.

[00:33:39.740]
So much more. OK, I'm losing my voice, ok, I'm losing my voice. I knew I was going to go but I want to ask you guys, like, how much is your time worth to you? Because I want to challenge you. Never work another weekend again, OK? Unless you actually want to.

[00:33:57.870]
When I started, guys, I was working every weekend, my husband, who is the most laid back person on the planet, he said, "Hey, babe, I when are we going get to see you again, like you're working a lot. And I appreciate you're working hard, but like, can we go to the zoo on Saturday and can we, like, have dinner together?" And I felt so bad. I felt so guilty because I was always doing this stuff manually and I was like a slave to my computer.

[00:34:27.850]
OK, so if you guys want to know more about that, I can put a link in the chat.

[00:34:39.000]
Let me find it real quick. Well, I'll let you do that and I'll cue it up for any questions, because I know there's two that already started. And I think, Christine, you deserve a drink of water.

[00:34:49.620]
Yeah, I think I know I know how those go. So we have two questions already in the chat. I can give you three or four if I go back up. If you guys have questions about planning, automating your onboarding experience. And I know we talked a lot about agencies today. I wanted to clarify that this applies across the board. Yeah. Any services period. So, yeah. If you guys have any questions about that in the chat, please do put it in, because I think we have some time to take some questions, right, Christine?

[00:35:19.680]
Yeah, for sure. Oh, look there. Yeah, and this link, guys, this is a little chat bot because it's I was trying to figure out a good way to give you guys the freebie, but also send you the link if you're interested in joining our program. But go to the link here. That is the little chat bot. It's going to give you the link to the onboarding forum, which is in our free Facebook group, and you're going to get the onboarding form.

[00:35:47.660]
Step one, join the group, step two get the onboarding form. And step three, if you're interested in the program, click the third link. So I tried to make it easy and like I put it in little steps. OK, one, two and three. So the bottom link here is like the link to join, if you're interested in that, OK, I'll put that back up. Awesome. So let me just cue up some questions for you, Christine, I know the first one is this one that came in right before we started this morning.

[00:36:23.480]
Do you how do you feel about this? Do you feel that you can dig in or is that kind of like a big question?

[00:36:29.120]
Hmm. Yeah.

[00:36:32.180]
I mean, GHL is referring to go high level for any folks not using that CRM.

[00:36:37.220]
Yeah, yeah. So that's a great question, Tracy. I feel like. It would take me a long time to show you right now how to do it, but basically what we do is we use an onboarding form, which, again, you can get by going to that link to kick off our onboarding. We execute what's called a web hook. OK, so we put the Web hook in to the trigger in high level so that when that onboarding form is submitted, it executes a web hook.

[00:37:09.410]
And then in Zapier, we're catching the Web hook and we're creating that new ClickUp space from a template. And this could go for any CRM, also say some people I know use Honeybook, Dubsado, you can set up something very similar with any of them. Yeah, exactly. As long as they support Web hooks, you're good to go. Yeah, so I think that's and I think that also goes back to having a really good starting base before you automate it, because if you have a crappy client template, having it being automatically created every time someone signs up is going to cause way more harm than good.

[00:37:46.220]
Absolutely. Yeah. That's why you got to get those questions in place first and make sure they're proven.

[00:37:53.280]
Yeah, this is a question. Well, this isn't really a question from Jill. This is a reflection, I think, on some of the challenges of onboarding. I wonder if you have any advice for Jill to kind of keep track of onboarding processes when your process isn't proven yet? That's what it sounds like here. Yeah, we see that a lot. And I would say that like. Really automating it, this is so versatile, you can really automate pretty much anything.

[00:38:22.660]
So I would say choose the path of least resistance for you. What works best for you? Let's say you're on a sales call. You're in a rush to get to the next call. What's going to be the fastest way for you to kick that off without any pain on your part or their part? Right. So for us. We have it tied into stripe, OK, and then we have filters set in Zapeir, so the second they pay the invoice, OK then and it catches that filter.

[00:38:55.160]
If you have more than one product, I want to get too in the weeds. But if you have more than one product, you filter in Zapier and then like it since it kicks off everything from that. So if you're using high level, we use pipelines, we use pipeline stages, we literally just drag the cart over and that sends then, the invoice, once they pay the invoice, it kicks everything off so you can make it maybe try to make it seamless for yourself, girl.

[00:39:23.100]
OK, and it's OK if it changes, right? I mean, the less you automate, the less you have to go back and undo. But there's a certain in it's going to change.

[00:39:43.380]
This is also a non question-question, but delegation we haven't talked a lot about, you mentioned that you have kind of soapies that go out to your team, what someone signed on. Could you explain a little bit more about how to involve people in that? Because I see a lot of people struggle where they are on the sales call and they're like, oh, this client is perfect. The automation's happening in the background with no specifics. And then their team just kind of gets maybe a generic alert, but they're not really able to help without more direction.

[00:40:09.570]
How do you kind of smooth that transition over?

[00:40:12.240]
Oh, ClickUp ClickUp ClickUp 100%.

[00:40:18.060]
I can't stress that enough. Like, oh, they want to see it. Oh shoot.

[00:40:24.960]
OK, let me let me pull it up. I got to give you a second to pull it up, because I know that's that's always a sharing your ClickUp can be a very time consuming process because it's always like, well, let me filter out this, that and the other.

[00:40:39.010]
So and it looks like Jessica has a similar question to Tracy earlier, talking about integrating go high level and ClickUp.

[00:40:46.740]
I'll I'll I'll answer this a bit while you get that open and just give the basic information because but anyway, go high level forms to ClickUp for onboarding. ClickUp forms are so basic, they're so basic and they can't be mapped natively to existing tasks and ClickUp forms cannot create whole containers natively. So you'd have to use something outside anyway. So for that reason, I am with Christine on this one, where if you need a more involved setup, I would probably use an outside tool.

[00:41:16.600]
Let's just add this. Yeah.

[00:41:20.620]
All right. So just to kind of show you guys how we onboard clients, OK?

[00:41:27.340]
In the Zap, I said, you're using a Web hook, you're cloning your template, so this is the template. OK, I don't show this very often because I'm super sensitive about my templates, super secret.

[00:41:40.780]
They're getting a treat today, but I've got each, ok, so each client gets their own folder, right. And then each employee gets assigned to each, each task, so I have different phases, phase one, phase two and phase three. OK, so these are lists and then each list has its own set of tasks underneath. OK, but then we also put our instructions are SOPs inside of here as well.

[00:42:14.880]
Hmm. And we use the the linking what do you call subtask, like you mentions oK, see, I don't even know what it's called. I know it's like the lingo. They make up their own terms for everything. So I call them tags half the time. You're good.

[00:42:31.670]
Yeah, that's OK. So we have mentions for our our other SOPs that change frequently because we don't want to have to update our template every time something changes in the tool. So we have these mentions to our actual SOP library. If we think that it's something that's going to change a lot, if that makes sense.

[00:42:52.300]
But we're even putting instructions for the project manager, like each field takes two weeks.

[00:43:00.130]
And this was when we were doing like custom builds, like in high level for people. OK, so for you, if you have an agency or coaching program, like, you know, you could shoot for less than a week, however fast do you think you can get it done? But this was actually like a custom one on one, like done for you project. That's why it says two weeks here. Again, you can fully customize this for your own business.

[00:43:25.690]
We also have instructions how to set up how to integrate Twilio, mail gun.

[00:43:32.230]
Then these are little mentions again so you can click into it and you can see the full instructions here. How to set Twilio?

[00:43:41.290]
Right. And you have some tutorials on that, don't you? I feel like I saw them on your channel.

[00:43:46.030]
Yeah, I have a bunch of videos on my channel. How to basically how to do anything in high level that you want to do.

[00:43:55.240]
Very similar to what we have here except geared towards a different software. Right.

[00:43:59.440]
Right. But you can you know, you can assign them, you can your team can say it's in progress, waiting, needs fixed, done, complete. Right. So if I wanted to pull up a client folder, I'd be able to see the full status of what's been done and what hasn't been done. And then the project manager fills in these due dates, according to the instructions.

[00:44:22.990]
Nice. Does that help? I know, Chad, let us know, does that help? I'll don't think people think they might have some questions. I notice Rose commented that she also does the linking SOPs so agree, especially with ClickUp updating every week. I think what's interesting is even in your template, you don't use a lot of automation's, which I want to highlight here is a smart move because I feel like so often we're talking about automation's and we're like, let's automate everything.

[00:44:53.420]
But there's no automating some like there's certain pieces that need the human touch. And I feel like you identify that in your template, even that timelines and certain things like they need to be there needs to be human oversight. Yes, absolutely, and you've got to get granular with your instructions. That's the other thing like. I mean, these took oh, God, probably three a solid three months of me, like sitting down with my VAs and like basically what I did was I asked my VAs that were doing the setup, to write their instructions of how they understood it and I reviewed it and I'm like, OK, here we have some gaps.

[00:45:39.500]
OK, and then so we fix the gaps filled in the gaps. And then I also documented what I was doing. I literally sat down like, oh, my God, like every single day to do this, I had to dump my entire brain into ClickUp.

[00:45:58.280]
And because everything was up here and it doesn't you can't scale a business if everything is up in your head.

[00:46:05.180]
So, yeah, who would have thought. Yeah, just just to be real with you guys if you want to do it right, it takes time. You've got to do the work. But I'll tell you what, like it's amazing to not have to have the business rely on me 24/7. I mean, oh my gosh, I can't.

[00:46:24.800]
It was totally worth it. And I'm just going to shamelessly plug if anyone watching is feeling overwhelmed by that piece. That's what my membership is about. So this is this is the yin and yang, what we have going on.

[00:46:38.770]
Like we help people identify what those processes are and step by step work on them. So you don't have to feel quite so overwhelmed just because I think oftentimes people see this and they're like, am I supposed to spend the next three months of my life doing this and not onboarding any clients? And that is that's not the answer either. Right? There's there's a process to get to the processes. Absolutely. Yes. Yeah.

[00:47:07.990]
Just just just to shamelessly plug. I know I know some of you guys are members in the chat here, but still any other questions before we go? I'm looking at the chat. There's not too much new coming in. Anything else that you'd like to share christine? Are you feeling like you're like. Yeah, that's this is the meat and potatoes? Yeah.

[00:47:22.660]
I mean, if you guys want to learn high level or the agency automation stuff, go check out, go, if you're kind of on the fence and you're not sure about it, go check out my channel. Go high level queen because I have a ton of free content, just like Layla. OK, free content to like reel you in. OK, like if you're the, the DIYer and you want to do everything yourself, go check out my channel.

[00:47:49.780]
Yeah. Do it. And links are in the bio for all of that so you can jump right over and you can help both of us out by liking this video right now. If you're enjoying it, if you're still watching it, you're still awake. You've got some value out of today. Give this like drop a comment to say hi and you can also come hang out with me on Facebook. So if you're not so much on YouTuber you can hang out with me on Facebook as well.

[00:48:08.620]
So that way you can get more of this content. I know some of your watching from YouTube or from Facebook. So either way. Well, thank you so much, Christine, for coming on today. I don't think we have any other new questions in the chat. So I think we've tackled everyone's challenges for today. And yeah, I can't wait to do this again.

[00:48:23.470]
Well, thank you so much for having me here. It was so much fun. And I can't wait to have you over in our group and let you share some of your knowledge with our with our fam. So thank you again very much. All right.

[00:48:38.920]
See you guys. And actually, that's a good plug. Christine totally corrected me. Look out in the chat, the pinned comment for this YouTube video and in YouTube, Facebook, rather. I'll put the link to the collab we're doing over at your Facebook group next week.

[00:48:52.120]
So I forgot to mention that. All right. See you guys.