Onboarding Phases
Overview
Not every automation goes live at once. Onboarding happens in three phases. The meeting transcript from each onboarding call is used to identify which automations the client has agreed to, and the Capture Ops Tool creates the corresponding ClickUp deployment tasks automatically.
Phase 1 — At Go-Live
These activate for every client on day one.
| Automation | Notes |
|---|---|
| Contact Us Form | Always. The first thing to deploy |
| Speed to Lead | Across all active department pipelines |
| Brochure Downloads | Whichever apply — only when the brochure asset is ready |
| Internal Lead Capture Form | Staff-facing form for walk-ins and phone enquiries |
Phase 2 — After Go-Live
These activate once the client is up and running and member data is in the system.
| Automation | Notes |
|---|---|
| Membership Enquiry Form | For clubs where membership growth is a priority |
| Membership Application Form | When the client wants digital applications |
| Internal New Member Form | Required if onboarding sequence is deployed |
| New Member Onboarding Sequence | When the client is ready to automate new member communications |
| Member Preferences Form | Deployed alongside the onboarding sequence |
| Monthly Newsletter | When the client confirms they want to send one |
Phase 3 — Longer Term
These are activated once the system is established and the client has the data to support them.
| Automation | Notes |
|---|---|
| Renewal Communications | When the renewal process is confirmed |
| Member Birthday Summary | When DOB data is in the system |
| Re-Engagement Campaign | When the contact base is large enough |
| Facebook Lead Autopilot | If the client is running paid social ads |
| AI Chatbot | After email data is established and QA is complete |
How Deployment Tasks Are Created
Every onboarding call is recorded and transcribed. After the call:
- Open the Capture Ops Tool
- Select the client and paste the transcript
- The tool reads the transcript, identifies which automations were discussed or agreed, and creates a ClickUp deployment task for each one in the client's list
- The team works through those tasks in GHL — configure, test, switch on
- Update the master spreadsheet to mark each automation as live
Deployment tasks are not built from scratch — all automations exist in the GHL Master Snapshot and are already in the client's sub-account. The task is a prompt to configure and activate, not to build.
Source of Truth
| What | Where |
|---|---|
| All forms and workflows (templates) | GHL Master Snapshot |
| Per-client status (what is live) | Master Spreadsheet — Workflows tab |
| Deployment tasks and progress | ClickUp client list |
| Onboarding notes and agreed activations | ClickUp + call transcript |