Gen8

Onboarding a new customer

Capability · route: custom development

The first weeks follow the same process for every customer

Onboarding is rarely one action: creating a file, setting up a folder, preparing documents, assigning tasks, sending a welcome message, planning a kickoff. Things go wrong in the handoffs between those steps. This workflow holds the sequence together and prepares a proposal for someone to approve at each step.

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Project work, Documents

At a glance

Route: custom development
Control: human approval
Systems: HubSpot, SharePoint or Google Drive, ClickUp

What happens

From signal to proposal

The sequence starts as soon as a deal is won. The workflow reads what the CRM says about the customer and agreement, then proposes what should happen at each step: the customer folder with the right sections, a file or project with the agreed scope, first-week tasks with the right owners, and draft welcome and kickoff invitations.

Every proposal is visible before anything happens. The account owner approves, edits or skips a step. The workflow tracks the sequence, so at any point you can see which step is open and who it is waiting for — usually more valuable than speed.

How it works

Step by step

  1. Trigger

    A deal reaches the agreed CRM status. The workflow reads the customer details and agreements recorded there.

  2. Set up

    A proposal for the customer folder, file and project structure, based on your standard arrangement rather than a new one every time.

  3. Prepare

    Proposed tasks for the first weeks, with owners and deadlines, and draft welcome and kickoff messages.

  4. Approval

    The account owner reviews the proposals and approves, edits or skips. Only then is anything created or sent.

  5. Monitor

    The workflow tracks which step is open and who it is waiting for, and flags a step left unattended.

Limits

Where it stops

The workflow sends nothing on your behalf without approval — not even the welcome message. It does not negotiate or record agreements absent from the CRM: if scope is missing, it says so rather than inventing one. It does not create permissions either: granting access to folders and systems remains an administrator's action. And it does not replace the introductory conversation; it only ensures that conversation is not about forgotten paperwork.

Evidence

What we can demonstrate

The components have their own Gen8 integrations: HubSpot for the file, SharePoint and Google Drive for documents, ClickUp for tasks. The sequence — which steps, in what order, with which approvals — differs by organization and is custom configured. That is why the route is custom development rather than native.

Frequently asked questions

Must every step be approved separately?

Initially yes, so you can see where proposals are right and where they are not. Steps approved unchanged time after time can later run automatically with logging.

Does this work with our own folder structure?

Yes. The workflow follows your structure; it does not invent a new one. Defining that structure is part of setup.

What if a customer differs from the standard process?

You skip or adjust steps. The workflow forces nothing; it tracks what has happened and what remains open.

Bring one process.

Together we assess whether this workflow fits your situation, the management its route requires and where people must keep making decisions.

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