What's inside: Every template, checklist, and email script needed to onboard a new automation/web client professionally — from the first "you're hired" email to the final handover call. Used internally by Systrify for every client.
Part 1 — Pre-Onboarding Checklist
Complete before sending the welcome email. Takes ~30 minutes per client.
- Contract signed + deposit received (never start without this)
- Project folder created (Google Drive / Notion — one folder per client)
- Kickoff call booked (Calendly link sent to client)
- Access request email sent (see Template 2 below)
- Project timeline doc drafted with key milestones
- Internal Slack/Notion project card created + assigned
- Client-facing project tracker shared (so they can see progress)
- Payment schedule set up (deposit + balance or milestone-based)
Part 2 — Email Templates
Template 1 — Welcome / You're Hired Email
Subject: You're officially a Systrify client 🎉
Hi [First Name],
Welcome aboard — we're really glad to be working with you.
Here's everything you need to know about what happens next:
**What we're building:**
[Brief 2-sentence summary of the project]
**Timeline:**
- Kickoff call: [Date + Time]
- First deliverable: [Date]
- Project complete: [Date]
**Your project tracker:** [Link — Google Sheet or Notion]
You can check progress here at any time. We update it after every working session.
**Our working hours:** Mon–Fri, 9am–6pm UK. We reply to messages within 4 working hours.
**One thing from you this week:**
[Specific first ask — e.g. "Please fill in the onboarding form" or "Please send us your GHL login"]
See you on the kickoff call.
Harsh @ Systrify
Template 2 — Access Request Email
Subject: Access needed to get started — [Business Name]
Hi [First Name],
To get your project moving, we need access to a few things. Here's what we need and how to send it:
**For GHL projects:**
- Agency/sub-account login (email + password, or add jarvis@systrify.com as a user)
- Connected phone number (if already purchased)
- Google Business Profile access (for review link)
**For WordPress projects:**
- Domain registrar login (to point the domain)
- Hosting login (or we'll set up hosting and bill separately)
- Any existing brand assets (logo, colours, existing copy)
**For Make/Zapier projects:**
- Make.com or Zapier account login (or invite automations@systrify.com as a team member)
- Logins for tools we'll be connecting (list them here)
**How to send credentials securely:**
Please use 1Password / Bitwarden / Dropbox — don't paste passwords in plain email or WhatsApp.
Once we have access, we'll be off. Usually takes us 24h to get going after receiving everything.
Harsh @ Systrify
Template 3 — Weekly Progress Update
Subject: Week [N] update — [Project Name]
Hi [First Name],
Here's where we are this week:
**Done:**
- [Bullet 1]
- [Bullet 2]
**In progress:**
- [Bullet 1] — on track for [date]
**Waiting on you:**
- [If anything] — [Specific ask + deadline]
**Next update:** [Date]
Your tracker is up to date: [Link]
Let me know if you have any questions.
Harsh
Template 4 — Revision Request Response
Subject: Re: [Original subject]
Hi [First Name],
Thanks for the feedback — got it.
Here's what we'll do:
✅ [Change 1] — in scope, will be done by [date]
✅ [Change 2] — in scope, will be done by [date]
🔄 [Change 3] — this is slightly outside the original scope. Happy to include it for £[X], or we can swap it for [something in scope]. What would you prefer?
I'll update the tracker once these are done.
Harsh
Template 5 — Project Handover Email
Subject: [Project Name] is complete — your handover pack
Hi [First Name],
Your project is complete and ready to go. Here's your handover:
**What was built:**
[2–3 sentence summary]
**Access & login details:** [Secure link to 1Password / credential doc]
**How it works — short videos:**
[Loom link 1: overview]
[Loom link 2: how to make changes]
**Your 30-day support window starts today.** If anything breaks or needs a tweak in the next 30 days, reply to this email and we'll fix it within 48 hours.
**After 30 days:** ongoing support is available at £[X]/month. Just let me know if you'd like to continue.
It was a pleasure working with you. If you found value in what we built, a Google review would mean a lot: [Systrify Google Review Link]
Harsh @ Systrify
Template 6 — Chaser (Client Not Responding)
Subject: Quick check-in — [Project Name]
Hi [First Name],
Just checking in — we're ready to move forward with [next step] but haven't heard back about [specific thing].
We're holding a slot for your project but can't progress without this. If we don't hear back by [date + 2 working days], we may need to push the delivery date back.
No worries if you've been busy — just a quick reply will keep us on track.
Harsh
Part 3 — Kickoff Call Script
Kickoff Call Agenda (30 minutes)
- Intro (2 min) — brief hello, confirm recording if you use it
- Project overview (5 min) — restate what you're building and why
- Requirements deep-dive (10 min) — ask the questions below
- Timeline + milestones (5 min) — confirm dates, set expectations
- Access + next steps (5 min) — confirm what you need from them this week
- Q&A (3 min)
Kickoff Call Questions (ask all of these)
- Walk me through your current process for [the thing we're automating/building] — step by step.
- What's the biggest pain point with how it works today?
- Who else needs access to what we're building? (Other staff, managers, etc.)
- What does success look like in 30 days for you?
- Is there anything you want us NOT to change or touch?
- Are there any integrations or tools we must connect to?
- Who's the main point of contact for approvals?
- What's the best way to reach you — email, WhatsApp, or this call?
Part 4 — Scope Creep Defence
Use this script the moment a client asks for something outside the agreed scope:
Hi [First Name],
Happy to look into [request]. Just to flag — this sits outside the original scope we agreed on, which was [brief reminder].
We have two options:
1. Add [request] as a separate piece of work at £[X] (can start after current delivery)
2. Swap it for [something currently in scope] — if you'd prefer that instead
What works best for you?
Harsh
Rule of thumb: Never say "no" to scope creep — say "yes, and here's what that costs." Clients respect agencies who price fairly and clearly. The word "scope" should appear in every project brief and contract.
Part 5 — Invoice Template
INVOICE
From: Harsh Sharma / Systrify
To: [Client Name + Company]
Invoice #: SYS-[year]-[number]
Date: [Date]
Due: [Date + 7 days]
Services:
- [Service description] .......................... £[Amount]
- [Service description] .......................... £[Amount]
Subtotal: £[X]
VAT (20%): £[X] ← only if VAT registered
TOTAL DUE: £[X]
Payment: Bank transfer to [sort code / account] or PayPal to connect@systrify.com
Thank you for your business.
Need someone to handle client onboarding for you?
Systrify builds the systems that run client-facing operations automatically — from intake forms to automated progress updates to handover sequences. Book a free call: calendly.com/systrify/30min
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