Automated Client Onboarding Workflow
This n8n workflow automates the end-to-end client onboarding process : capturing client details, validating emails, assigning tiers, generating welcome packs, creating tasks, notifying teams, archiving records, and sending weekly reports.
Who’s It For
- B2B SaaS companies onboarding new customers
- Agencies handling structured client setups
- Sales & customer success teams needing automation
- Consulting firms aiming for error-free onboarding
⚙️ How It Works
- Capture client details through a Webhook (connected to forms).
- Validate client’s email using Verifi Email.
- Log onboarding data into Google Sheets.
- Assign tier logic (Basic/Pro/Enterprise) via Function node.
- Create a Trello task card with onboarding steps.
- Generate a personalized Welcome Pack PDF with client details.
- Send Slack notification to internal team with client details.
- Download and attach PDF , then send personalized welcome email to the client.
- Archive structured onboarding data in Airtable.
- Weekly scheduled report :
- Collects Airtable onboarding data
- Processes weekly stats (plans, tiers, counts)
- Sends onboarding summary via email to the manager
🛠️ How to Set Up
- Webhook Setup
POST → https://[your-n8n-url]/webhook/client-onboarding
- Install & configure credentials:
- Verifi Email key
- Google Sheets OAuth2
- Airtable OAuth2
- Gmail OAuth2
- Slack OAuth2
- Trello API
- Optional: Customize the Welcome PDF template (HTML/CSS).
- Edit tier assignment logic inside the
Assign Tier Logic node.
- Modify Slack & email templates to match your branding.
- Adjust schedule for weekly reports (default: Monday 9 AM IST).
- Test with sample payload:
{
"name": "Jane Doe",
"email": "[[email protected]](/cdn-cgi/l/email-protection)",
"company": "Acme Corp",
"plan": "Pro"
}
📋 Requirements
- Self-hosted or Cloud n8n
- Credentials: Verifi Email, Google Sheets, Airtable, Gmail, Slack, Trello
- Optional: API for company enrichment
⚠️ Note: The HTML/CSS to PDF node (used for report generation) has a limit of 10 free requests. For production usage, you’ll need an API plan.
⭐ Core Features
- Email Validation : Blocks fake/spam signups - Tier Assignment : Auto-classifies clients into Basic/Pro/Enterprise
- Task Management : Trello cards for onboarding checklist
- Welcome PDF Pack : Branded, client-personalized PDF attachment
- Slack Notifications : Real-time internal updates
- Airtable Archiving : Permanent record-keeping
- Weekly Reports : Automated onboarding summaries for managers
📈 Use Cases & Applications
- B2B SaaS : Scale client onboarding without hiring more staff
- Agencies : Deliver smooth onboarding experiences
- Sales Teams : Reduce delays in CRM entry
- Customer Success : Focus on relationship-building instead of admin
✅ Key Benefits
- Saves 5–6 hours of manual onboarding per client
- Ensures error-free onboarding with email validation
- Provides a professional, branded experience
- Improves collaboration with Slack + Trello integration
- Scales seamlessly as client volume grows
🔧 Customization Options
- Modify tier logic (e.g., budget, plan, company size)
- Customize Slack channel or Trello list for task routing
- Update PDF branding (logo, theme, styling)
- Add extra onboarding steps (e.g., Calendly call scheduling)
- Extend weekly reports (e.g., include ROI or CSM notes)
⚠️ Important Disclaimers
- For educational & automation purposes
- Ensure compliance with GDPR/CCPA before storing client data
- Always test workflow with dummy data before production
Workflow Components
- Webhook Trigger → Captures client form submissions
- Verifi Email → Validates client email
- Google Sheets → Logs onboarding entries
- Code Node → Assigns tier & priority
- Trello → Creates task card for CSM
- HTML/CSS to PDF → Generates Welcome Pack PDF
- Slack → Notifies team about new client
- Gmail → Sends welcome email with PDF
- Airtable → Archives full onboarding record
- Schedule Trigger + Report → Weekly summary to management
