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Streamlining Agency Onboarding: A Step-by-Step Guide

By June 29th, 2023No Comments


Effective onboarding is crucial for agencies to ensure client success and satisfaction. However, it can often be a daunting process, especially when dealing with a large number of clients and varying levels of knowledge and experience. In this comprehensive guide, we will explore a streamlined onboarding approach that minimizes overwhelm and maximizes efficiency. Drawing insights from real-time discussions and experiences, we’ll uncover practical strategies to create a seamless onboarding process for agencies.

1. Setting the Stage

The onboarding journey begins with a crucial mindset shift. Rather than overwhelming clients with all-encompassing information in the initial call, it’s important to break it down into manageable chunks. As the saying goes, “How do you eat an elephant? One bite at a time.” By focusing on the immediate needs of clients during their first week, we can build a solid foundation for success.

2. Identifying Core Offerings

Every agency has its core offerings, the key services or solutions they provide. It’s essential to prioritize these core offerings during the onboarding process. By aligning the onboarding call with the specific service the client has signed up for, we create a targeted approach that avoids overwhelming them with unnecessary information upfront.

3. The Onboarding Script

Crafting a well-defined onboarding script is a critical step in the process. The script should include an introduction where the onboarding specialist establishes rapport and sets expectations. It can begin with a statement like, “Hi, I’m here to help you with your account today. Let’s make sure we achieve your goals during this call.” This sets a positive tone and emphasizes the importance of achieving specific objectives.

4. The Orientation Video

To streamline the onboarding process further, incorporating an orientation video can be highly effective. This sub-10-minute video serves as an introduction to the agency’s services and helps clients understand their role in the process. It’s an opportunity to address past challenges and redefine the desired outcomes. By the end of the video, clients should have a clear understanding of their singular goal for the onboarding period.

5. The Scorecard

During the onboarding call, implementing a scorecard system can provide structure and accountability. The scorecard should capture key information about the client, such as their website, Facebook page, and any existing online presence. While the onboarding specialist completes the scorecard, the client can engage in a task, ensuring their active participation during the call.

6. Assessing Readiness

To gauge the client’s readiness for the next steps, the scorecard should include a self-assessment component. By asking clients to rate themselves on a scale of 1 to 10 regarding their preparedness to handle a certain number of leads, valuable insights can be gained. This assessment allows the onboarding specialist to identify any potential knowledge gaps and address them during the call.

7. Implementing Tactical Actions

After completing the scorecard and assessing readiness, it’s time to move forward with the practical aspects of onboarding. Whether it’s setting up ads, activating campaigns, or addressing specific technical details, this is where the agency’s expertise shines. By focusing on these tactical actions, clients gain confidence in their ability to navigate the platform and achieve their goals.

8. Post-Onboarding Follow-up

The onboarding process doesn’t end with the initial call. To ensure continued success, a one-week follow-up call is essential. During this call, the agency can assess the client’s progress, review lead metrics, and offer guidance on optimizing results. It’s an opportunity to address any lingering questions or concerns and reinforce the agency’s commitment to the client’s success.

9. Video Support and Accountability

As part of the post-onboarding process, providing instructional videos can be highly beneficial These videos should focus on specific tactical aspects, guiding clients on how to handle leads, manage campaigns, or leverage key features of the platform. By sharing these videos and assigning corresponding action items, agencies can ensure that clients engage with the necessary resources and remain accountable for their progress.

10. Leveraging External Support

To further streamline the onboarding process and free up agency resources, it can be advantageous to seek external support. Companies like Client Support Pros offer a range of services, including live chat support, high-level and technical support, lead handling, and account management. Outsourcing these tasks to trusted professionals allows agency owners and team members to focus on core activities while ensuring clients receive top-notch support.


Streamlining agency onboarding is a continuous process of refinement and optimization. By adopting a step-by-step approach that focuses on core offerings, uses an onboarding script, incorporates orientation videos, utilizes scorecards, and provides post-onboarding follow-up and support, agencies can deliver an exceptional onboarding experience. Leveraging external support services can further enhance the efficiency and effectiveness of the process, allowing agencies to scale while maintaining superior client satisfaction. Remember, one bite at a time, you can transform your agency’s onboarding process into a well-oiled machine, setting the stage for long-term success.