| name | client-onboarding |
| description | Runs the full BCA client onboarding workflow — brand questionnaire, Notion workspace setup, Instagram takeover checklist, bio creation, strategy document, and kick-off preparation. Use when Abbie says "we have a new client", "onboard [client name]", "set up [client] in Notion", "new client starting", "build out [client name]", "create the onboarding for [client]", or pastes a Fireflies transcript. Also trigger when setting up a new client's Notion page from scratch.
|
| metadata | {"version":"1.0.0"} |
Client Onboarding — Better Collective Agency
You are running the full onboarding workflow for a new BCA client. The goal is
to move from signed contract to first content live — with every system, document,
and relationship set up correctly from day one.
A clean onboarding prevents confusion, delays, and scope creep. It also sets the
client's expectation for how professional this agency operates.
Phase 0 — Fireflies Transcript Intake (Optional Fast Path)
If Abbie pastes a Fireflies discovery call transcript, run this phase first.
Skip to Phase 1 if no transcript is available.
What to Extract
Read the full transcript and pull out the following. Use the client's exact words
where possible — do not paraphrase or sanitise.
BUSINESS NAME:
INDUSTRY / NICHE:
LOCATION (city + state):
SERVICES (list all mentioned, in order of emphasis):
PRIMARY SERVICE (the one they most want leads for):
TARGET AUDIENCE (who they described as their ideal customer):
DIFFERENTIATORS (what makes them different — their words):
PAIN POINTS (problems they mentioned clients have):
CONTENT COMFORT (do they want to be on camera? Any hesitation noted?):
COMPETITORS MENTIONED:
PAST CONTENT WINS (anything that worked before):
GOALS FOR SOCIAL MEDIA:
UPCOMING EVENTS OR CAMPAIGNS:
TONE / PERSONALITY NOTES (how did they speak — formal, casual, funny, serious?):
QUOTES TO USE (any lines from the call that could become content hooks):
FLAGS OR SENSITIVITIES (anything to avoid, anything they were cautious about):
What to Do With It
- Fill in the "Before You Start" fields below using what you extracted.
- Pre-populate the Brand Questionnaire answers with what you already know
from the transcript — mark each as [FROM TRANSCRIPT] so Abbie knows what
to confirm vs what to ask.
- Draft 2-3 Instagram bio options using the Social SEO bio structure.
- Draft 3-4 content pillars based on the services and differentiators mentioned.
- Note any content ideas the client dropped naturally in the call — these are gold.
- Flag any gaps — questions the transcript didn't answer that Abbie needs to follow up.
Then proceed through Phase 1 onwards as normal.
Before You Start
Confirm the following with Abbie:
CLIENT NAME:
PACKAGE: [T1 / T2 / Content Retainer / Consulting]
PLATFORMS: [Instagram / TikTok / Facebook / Other]
START DATE:
FIRST POST DATE (target):
FIRST SHOOT DATE (if applicable):
ACCOUNT MANAGER: [Abbie / Courtney]
Notion Database Reference
| Client Type | Database | Collection ID | Template ID |
|---|
| SMM T1 / T2 / Content Retainer | MOTHERBOARD | collection://2195e1e1-e8e7-8140-a776-000b6d7b7f5a | 2195e1e1-e8e7-8185-8e16-c9f5a7fed381 |
| Project / Content Package | PROJECT CLIENTS | collection://1ad5e1e1-e8e7-8147-a85d-000b74b72ba2 | 1ad5e1e1-e8e7-81ea-9083-f11433e4e00f |
| Consulting | CONSULTING RETAINERS | collection://2895e1e1-e8e7-818d-bbe1-000b26828453 | — |
CLIENT HUB page ID: 17b5e1e1-e8e7-80e3-8540-da068fe003d5
MOTHERBOARD page ID: 2895e1e1-e8e7-8052-801e-cf955c560281
SMM database fields to populate on creation:
- Name (client name)
- Service: one of
["Social Media Management T1", "Social Media Management T2", "Content Retainer"]
- Status:
"Onboarding"
- Date: contract start date
- Client Value MTHLY: monthly retainer value
- Client Email: client's email address
- PAYMENTS:
"Monthly — Stripe direct debit"
- NOTES: any relevant notes
Project database fields to populate on creation:
- Name (client name + project description)
- PROJECT: one of
["Organic Content", "Content Creation", "Social strategy", "Social media takeover", "Edits", "Start up", "Branding", "Website"]
- Status:
"Strategy" or "Active" depending on stage
- Date: project date
- Client Value: total project value
- Deposit Paid?: tick if received
- Invoiced?: tick if sent
Phase 1 — Notion Setup
Step 1 — Create the Client Notion Page
Using the Notion MCP tools (mcp__claude_ai_Notion__notion-create-pages), create
a new entry in the correct database based on client type (see table above).
For SMM/Retainer clients — add to MOTHERBOARD database with Status "Onboarding".
Each client page in the MOTHERBOARD follows this structure (match the JCON pattern):
- A callout section titled "[CLIENT] PORTAL" linking to a separate client-facing portal page
- A callout section titled "OPERATIONS" for internal notes only
For Project clients — add to PROJECT CLIENTS database with appropriate PROJECT tag.
Page title format: [CLIENT NAME]
The internal page must contain the following sections:
## Client Details
[Name, business type, package, start date, account manager]
## Onboarding Checklist
[See full checklist below — tick boxes]
## Brand Questionnaire
[Populated after client fills it in]
## Instagram Takeover Notes
[Profile access, current bio, highlights audit, bio rewrite]
## Kick-off Strategy
[First content plan — see Phase 4]
## Content Ideas
[Running list of ideas — link to content database when ready]
## Notes
[Any relevant context, client preferences, flags]
Onboarding Checklist
This is the master checklist. Every item must be ticked before the account is
considered "live" and handing over to Courtney for ongoing management.
Copy this into the Notion page as tick boxes:
Google Drive Setup
Google Drive folder structure to create manually in Google Drive:
[CLIENT NAME] /
Content /
[YYYY-MM] — [First shoot brief descriptor] /
Raw /
Completed /
Campaigns /
Assets /
Logo /
Brand Colours /
Photo Library /
Naming convention: all caps for client folder name. Example: JCON PLUMBING
Note: Until Google Drive is connected as an automation tool, create this
folder manually in Google Drive after creating the Notion page. Takes under
60 seconds. Copy the folder link and paste it into the client's Notion page
under "Google Drive".
Admin
Access
Brand and Assets
Instagram Takeover
Strategy
Go Live
Phase 1b — Strategy Draft and Approval (Two-Stage Workflow)
This is the checkpoint between internal setup and anything the client sees.
The workflow always runs in two stages — internal first, client-facing second.
Never push strategy content to the client portal until Abbie has approved it.
Stage 1 — Build the Internal Strategy Draft (Operation Notes)
After Phase 0 (transcript intake) and Phase 1 (Notion setup), build the full
strategy draft inside the client's CLIENT OPERATION NOTES page. This is
internal only — the client cannot see it.
The internal draft must include:
1. Brand Questionnaire Answers
Pre-populate all 21 questions from the transcript or notes. Mark each answer:
[FROM TRANSCRIPT] — extracted from the call, needs confirmation[CONFIRM] — not captured, Abbie needs to follow up
2. Target Audiences
Define 2-3 distinct audience groups based on the call. Who are the clients,
referrers, or other stakeholders the content needs to reach?
3. Content Pillars (3-4 pillars)
Build specific pillars for this client — not generic. For each pillar include:
- Pillar name + emoji
- One-line description of what it covers
- 3 example content topics
- Content types it maps to (Value Add / BTS / Social Proof / etc.)
4. Instagram Bio Options (3 versions)
Use the Social SEO bio structure:
- Line 1: Primary keyword + location
- Line 2: Specific services
- Line 3: Social proof or differentiator
- Line 4: CTA + link symbol
Max 150 characters. Must include primary keyword AND location.
5. Instagram Highlights Plan
Draft the suggested highlight structure using the standard service business
template. Adapt highlight names to match the client's industry and
differentiators — not a copy-paste every time.
6. Flags and Gaps
List anything that needs Abbie's confirmation before the strategy is finalised.
Include industry-specific sensitivities (e.g. AHPRA for health, compliance for
finance, etc.).
Stage 2 — Abbie Reviews and Approves
Present the strategy to Abbie and ask:
"Here's the draft strategy for [CLIENT NAME]. Does this look right before
I build the client-facing overview?"
Do not proceed to Stage 3 until Abbie approves, edits, or gives the go-ahead.
This is the quality gate — the client never sees an unreviewed strategy.
Stage 3 — Publish to Client Portal (On Approval Only)
Once Abbie approves, create the client-facing "Your Strategy & Onboarding
Overview" page inside the client's CLIENT PORTAL resources database.
How to find the correct database:
- Fetch the client's CLIENT PORTAL page (linked in the PORTAL callout on their MOTHERBOARD entry)
- Find the
CLIENT ONGOING RESOURCES inline database
- Create the new strategy page inside that collection using
notion-create-pages with data_source_id
Page title: Your Strategy & Onboarding Overview
Icon: 🧠
Client-facing page layout — use this structure every time:
[Callout with ⭐ — strategy in one sentence, gray_bg]
---
## Who We're Talking To
[3-column callouts — one per audience, emoji + colour per column]
---
## Your Content Pillars
[4-column layout — emoji + bold title + italic tagline + 3 example bullets each]
---
## The Approach
[2 short paragraphs on testing phase, honest about numbers, fast adjustment]
---
# What's Next
---
## 📱 Your Instagram Bio — 3 Options to Review
[3 labelled code blocks, one per bio option]
---
## ✨ Instagram Highlights — The Plan
[Table: Highlight | What Goes In It]
---
## 🎬 First Shoot — [Date]
[Table: Location, Start, Format, Who we need]
[Short paragraph on what gets captured + scripts note]
---
## ✅ Action Checklist
[Tick boxes: review strategy / pick bio / send names / grant access / shoot date]
---
*Questions? Message Abbie on WhatsApp or email abbie@bettercollective.com.au*
Tone rules for the client-facing page:
- Written directly to the client (warm, direct, professional)
- No internal language — no [FROM TRANSCRIPT], no [CONFIRM], no agency terms
- No package or pricing information on this page
- Short paragraphs — readable in under 5 minutes
- Every section ends with what the client needs to do, not just what BCA is doing
Onboarding Checklist Additions for This Phase
Add these items to the Strategy section of the onboarding checklist:
Phase 2 — Brand Questionnaire
Send this to the client via WhatsApp or email. Paste it as a Notion page they
can fill in, or send as a Google Form. Mark as complete in the checklist once
received.
BETTER COLLECTIVE AGENCY — BRAND QUESTIONNAIRE
[Client Name]
ABOUT THE BUSINESS
1. Describe your business in 2-3 sentences. What do you do and who do you do it for?
2. How long have you been operating?
3. What area do you service? (suburb, city, region)
4. What makes you different from your competitors? Be specific.
5. What do you want people to say about you after seeing your content?
YOUR AUDIENCE
6. Who is your ideal customer? (age, location, situation, problem they have)
7. What are the most common questions or concerns your customers have before booking?
8. What is the biggest misconception about your industry?
CONTENT DIRECTION
9. List your 3-5 main services (in order of importance / margin)
10. Are there any services you want to push more right now?
11. Are there any services or topics you do NOT want to post about?
12. Do you have a preference for being on camera? (Yes / Sometimes / Prefer not to)
13. Is there a competitor whose content you like? (any industry — just the style)
14. List any content you have that performed well in the past (any platform)
BRAND VOICE
15. Pick 3-5 words that describe how you want your brand to sound online:
(e.g. professional, relatable, funny, direct, educational, aspirational)
16. Any words, phrases, or tones you absolutely do NOT want used?
17. Are there any inside jokes, phrases, or references that are part of your culture?
LOGISTICS
18. Who can we contact for content approvals? (Name + WhatsApp number)
19. Typical response time for approvals? (Same day / 24hrs / 48hrs)
20. Any upcoming events, campaigns, or milestones we should plan content around?
21. Is there anything else we should know before we start?
Phase 3 — Instagram Takeover
This is done once access is granted. Complete in order.
Step 1 — Audit the Current Account
Screenshot or document:
- Current bio (full text)
- Current profile photo
- Current highlights (names and cover images)
- Follower count, following count
- Link in bio (what tool is it? What links are included?)
- Most recent 9 posts (screenshot the grid)
- Average engagement on the last 5-10 posts
Save all of this in the client's Notion page under "Instagram Takeover Notes".
This is the baseline — everything improves from here.
Step 2 — Write the New Instagram Bio
Apply the Social SEO bio structure:
Line 1: [Primary keyword + location — e.g. "Gold Coast Plumber"]
Line 2: [Specific services — e.g. "Hot water · Blocked drains · Emergency callouts"]
Line 3: [Social proof or differentiator — e.g. "Licensed · 10+ years · 500+ jobs"]
Line 4: [CTA + link symbol — e.g. "Free quote 👇"]
Rules:
- Maximum 150 characters total
- Must include the primary service keyword AND location
- Include the city in line 1 or line 2
- No vague claims ("passionate about what we do")
- End with a clear action
Write 2-3 versions and present to Abbie for approval before going live on the account.
Step 3 — Highlights Audit and Restructure
Instagram Highlights are the first thing a potential customer sees after the bio.
They are a sales tool, not a scrapbook.
Standard highlights structure for service businesses:
| Highlight Name | What Goes In It |
|---|
| About Us | Brand intro, team, behind the scenes |
| Our Work | Best before/afters, completed jobs, results |
| Services | Each core service with a brief explainer |
| Reviews | Screenshots of Google reviews, DM compliments, client feedback |
| FAQs | Common questions answered in short Story format |
| [Seasonal/Campaign] | Optional — current promotion or campaign |
What to remove or restructure:
- Random reposts with no strategic purpose
- Old Stories that are no longer relevant
- Highlights named "Highlights" or "2023" with no clear purpose
- More than 6-8 highlights (too many = decision fatigue)
Cover images: All highlight covers must match — consistent style, BC-designed
if possible, or plain colour with icon. Ask River to design a set if the client
needs new covers.
Process:
- Review current highlights with Abbie
- Decide what stays, what gets archived, what gets created new
- Build the new structure from the approved Stories and new content
- Update all highlight covers to match (River task)
Phase 4 — Kick-off Strategy
Before the kick-off call, prepare:
Content Pillars
Based on the brand questionnaire, define 3-4 content pillars for this client.
Format:
PILLAR 1: [Name]
What it covers: [2 sentences]
Content types this maps to: [Value Add / BTS / Social Proof / etc.]
Example topics: [3 specific ideas]
PILLAR 2: ...
40/40/20 Content Plan
Map the first month's content to the funnel ratio:
- 40% top funnel: awareness, broad reach, trending formats
- 40% mid funnel: specific value, authority building, personality
- 20% bottom funnel: social proof, CTAs, direct lead drivers
First Shoot Brief (T2 and Content Retainer clients only)
If the package includes a shoot, produce a first shoot brief using the
[social-content-service-based] and [video-editing-brief] skills.
The first shoot should capture:
- At minimum 2 talking head setups (indoor + outdoor or two locations)
- Real work footage / BTS
- At least one "brand story" piece (why they started, what they stand for)
Kick-off Call Agenda
KICK-OFF CALL — [CLIENT NAME]
Date: [Date]
Attendees: [Abbie / Courtney / Client / Others]
1. Welcome and introductions (5 min)
2. Review the strategy document — pillars, content plan (15 min)
3. Walk through the approval process — how content gets approved (5 min)
4. Discuss the first shoot (if applicable) — dates, logistics, what to prepare (10 min)
5. Answer client questions (10 min)
6. Confirm first post date and first report date (5 min)
Phase 5 — Handover to Courtney
Once onboarding is complete, brief Courtney with:
- Client summary (who they are, what they do, what package)
- Brand voice notes (key words to use / avoid from questionnaire)
- Content pillars and 40/40/20 plan
- Approval workflow (how and who approves)
- Community management tone guide (use [community-management] skill for this)
- Any flags or specific client preferences to be aware of
Notion Page — Final Structure
When fully complete, the client's Notion page should contain:
Quality Check
