When a new client signs up, they land in a tidy portal that walks them through everything you need — forms, first appointment, what to bring — and the system chases anything missing for you. New clients start strong and actually show up, instead of going quiet after they sign. The moment after someone signs is where churn and no-shows begin, so this portal turns that gap into a guided, friendly onboarding.
TL;DR: This turns a new-client intake form into a branded AI onboarding portal: a Taskade Genesis app gives each client a private login, an AI agent guides them through every step, and automations chase missing paperwork and confirm the first appointment — so clients start strong and show up. Build yours free →
What Is a New-Client Intake Form to AI Onboarding Portal?
It is a live app that turns your intake form into a branded, password-protected onboarding portal. After a client signs, they log in and an AI agent walks them through each step — filling out forms, uploading documents, booking the first appointment, and knowing what to bring. Automations send reminders, confirm the appointment, and alert your staff the moment a client stalls.
A Connected Onboarding System vs a One-Off Tool
AI onboarding is a rising theme, but most tools only collect a form and stop. Other form-to-portal converters cover a generic onboarding form, yet none runs an agent that guides the client, chases missing paperwork, and confirms the first appointment. This is a connected system you own — every new client and their onboarding status lives in one place.
| What you need | A one-off onboarding form | Your connected Taskade system |
|---|---|---|
| Welcome the client | A thank-you screen | A branded, password-protected App with a client login |
| Guide the steps | A static checklist email | An AI Agent walks each client through onboarding |
| Collect paperwork | You email reminders by hand | Automations chase missing documents on their own |
| Confirm first visit | A manual calendar invite | Automations confirm the first appointment |
| Track who is stuck | Lost in your inbox | Projects flag stalled clients and alert staff |
How It Works
- Clone this app into your workspace in one click — it is live on this page to explore first.
- Map your intake form so each new client gets a private record and login in your project.
- Set the onboarding steps the AI agent guides clients through — forms, documents, first appointment, what to bring.
- Turn on reminders so automations nudge for missing paperwork and confirm the first visit.
- Switch on staff alerts, and the automations flag any client who stalls so someone can step in.
This pairs the booking portal with retention — it picks up where the web form to instant booking portal leaves off, so a booked lead becomes a client who starts strong. Lean on AI agents to guide each client, run the reminders with automations, build the whole thing from one prompt on Taskade Genesis, and browse more live portals in the Community Gallery. It works for law firms, medspas, clinics, dentists, agencies, and financial advisors.
Frequently Asked Questions
How does the AI agent guide a new client?
The agent greets each client when they log in and walks them through your onboarding steps one at a time — filling out forms, uploading documents, booking the first appointment, and learning what to bring. It answers their questions along the way, so they never feel lost or have to email you to figure out the next step.
Does this chase clients for missing paperwork?
Yes. Automations track what each client still owes and send friendly reminders until it is done. You no longer have to remember who is missing a signature or a document — the system nudges them for you and flags anyone who stalls so your staff can step in.
Will each client only see their own onboarding?
Yes. The portal gives every client a private login scoped to their own record, so they only see their own steps, documents, and appointment. Client logins and branded custom domains are available on the Business plan, so the portal lives at your own URL.
How does it cut down on no-shows for the first appointment?
Automations confirm the first appointment and send reminders leading up to it, so the date stays top of mind. Because the client books and confirms inside the portal as part of onboarding, the first visit is locked in early rather than left to a missed phone call.
What kinds of businesses is this built for?
Service businesses where a smooth start keeps clients from going quiet — law firms, medspas, clinics, dentists, agencies, and financial advisors. If clients tend to sign and then stall before their first appointment, this guides them through and keeps them moving.
Can I customize the onboarding steps for my business?
Yes. You describe your onboarding flow in plain language and Taskade Genesis builds it — the forms you collect, the documents you need, the appointment you book, and the order it all happens in. The AI agent then guides each client through that exact flow.
Does the client need a Taskade account to use the portal?
No. The client signs in to your branded portal with their own login, separate from any Taskade account. They see a clean onboarding experience under your business, not a generic app link, and they never need to learn the tool behind it.
What does it cost to run?
You can build and try it on the free plan. Branded custom domains and client logins come with the Business plan ($25/month annually), and Taskade scales to Max and Enterprise as your client base grows. Pricing starts free, then Starter at $6 and Pro at $10 per month.
