Send welcome and intake requests
Personalized to the client and engagement type the moment the deal is marked won.
CLIENT ONBOARDING AUTOMATION
Automate client onboarding without managing every step.
When a client signs, SpielOS can collect their information, request documents, create records, prepare your team, follow up on missing items, and keep the process moving — without someone manually working a checklist for every new client.
Today, by hand
The work nobody was hired to do.
- 1
Contract signed → send welcome email by hand
- 2
Write the same intake request again for each client
- 3
Wait — then notice nothing arrived
- 4
Chase missing information and documents
- 5
Create folders, records, and project entries one by one
- 6
Update the CRM so everyone else knows what happened
- 7
Notify the team and schedule the kickoff
The problem isn't that any one step is difficult. Someone has to remember and coordinate all of them — for every single client, forever.
What changes
Same process. No checklist manager.
Before
Someone checks what happened after signing, remembers the next step, sends the next message, and hopes nothing slips while they juggle other clients.
With SpielOS
The workflow watches the onboarding state itself. It sends what should be sent, collects what should be collected, updates your systems, and brings you in only when a judgment call or exception needs a person.
How the workflow runs
Actual states. Actual actions.
-
Contract signed
-
Welcome sent
-
Intake requested
-
Documents tracked
-
Records created
-
Team notified
-
Kickoff scheduled
What it automates
What client onboarding automation handles end-to-end.
Collect client information
Structured intake forms and email replies captured into clean fields.
Request required documents
The right document list per engagement, tracked received vs. outstanding.
Detect missing items
Knows exactly what is still open without anyone re-checking.
Follow up until complete
Polite, well-timed reminders that stop the moment the client responds.
Create CRM and project records
Folders, tasks, and database entries created consistently every time.
Prepare the team handoff
An internal summary of who the client is and what they need, ready before kickoff.
Escalate exceptions
Unusual answers, stalled clients, or special requests go to a person immediately.
No migration
Works with the tools you already use.
The workflow runs on top of your current stack — we connect to it; we do not replace it.
Plus your ATS, CRM, or internal systems where an integration is genuinely supported.
Who this is for
Built for teams where this work repeats weekly.
Agencies & consultancies
Recurring onboarding per client, high coordination cost.
Accounting & professional services
Document-heavy intake with strict completeness requirements.
Recruitment & staffing firms
Client and placement onboarding running in parallel.
Human boundaries
Automate the repetition. Keep the judgment.
Runs on its own
- Standard welcome and intake communications from approved templates
- Document tracking, reminders, and completeness checks
- Record, folder, and task creation across your systems
- Internal summaries and team notifications
- Kickoff scheduling against your calendar rules
Stops for a human
- Anything a client says that changes scope, price, or expectations
- Unusual document situations and exceptions
- The kickoff conversation itself
Onboarding sets the tone of the whole relationship, so the boundary line matters. SpielOS automates the coordination and keeps the relationship with you.
Questions
Client Onboarding Automation, answered.
It is a workflow that runs the administrative side of onboarding — welcome messages, information collection, document tracking, record creation, and team notification — automatically, instead of a person coordinating each step by hand.
Yes, within rules you approve. Follow-ups are sent on a sensible schedule, personalized to the engagement, and stop as soon as the client responds. Anything sensitive escalates to a human.
Yes. That is the default. SpielOS works on top of the CRM, email, drive, and messaging tools you already use rather than replacing them.
No. It removes the checklist management so your account manager spends onboarding time talking to the client, not copying data and chasing documents.
Keep exploring
Related workflows.
Start with one workflow
Show us the workflow you want off your plate.
Walk us through how it works today. We will map what can be automated, what should stay human, and what the implementation would require.
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