Every new client lands in a signed-in checklist that tells them exactly what happens next, what you need from them, and how far along they are. The guesswork of the first thirty days disappears, and your team stops re-explaining the same five steps in email.
The Onboarding Guide Portal is a live Taskade Genesis app embedded on this page and the natural place to start. Move through its stages, see the guided sequence behave, then choose "Use this app" to clone it into your workspace in about ten seconds and rename the steps to match how you actually onboard.
The build gives you a repeatable onboarding template that instantiates per client. When a new account is created, the portal generates that client's copy of the checklist with owners on each step, dates derived from the start date, and a clear split between "we do this" and "you do this." The client signs in, sees only their own run, ticks off what is theirs, and watches the progress bar move. Your team sees every client's run side by side, so a stalled onboarding is visible on day four instead of day forty.
The first week is where onboarding is won or lost, and the checklist changes the client's experience of it. Instead of an email saying we will be in touch, they sign in and see nine steps with three marked as theirs, each with a date and a short explanation of why it matters. They can see that you have already done two of them. That visible momentum is why guided onboarding finishes faster than the same work coordinated by email, and it is also why your team stops fielding the where are we question on day four.
Workspace DNA keeps it moving. Memory holds the template and each client's progress. Intelligence, backed by 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, writes the welcome copy in your voice and adapts the checklist to the client's plan or industry. Execution sends the kickoff email, assigns the internal owner, and nudges whichever side has gone quiet.
The onboarding run renders in every layout you need:
- Board view for moving each client through welcome, setup, training, and live
- List view for the sequential client-facing checklist they tick off
- Calendar view for the kickoff call, training session, and go-live date
- Table view for your internal grid of every client and how far along they are
- Plus Mind Map, Gantt, and Org Chart across the 7 project views
Automations do the chasing. Connect Taskade automations so a new client row generates the checklist and sends the invite, a completed step notifies the next owner, and a step untouched for five days sends a reminder. With 100+ bidirectional integrations, your CRM and form tool pull new accounts in, while Gmail, Slack, and Google Calendar push invites, notifications, and session bookings out. Start with Automation triggers.
Keep the client-facing steps to the ones they genuinely act on. Internal steps such as provisioning and account setup can live on the same run with a team owner, hidden from the client view. A checklist where the client sees eleven items and owns two of them reads as noise rather than progress.
The AI agents inside the app carry 34 built-in tools including persistent memory and custom slash commands. An onboarding agent answers the client's setup questions inside the portal at midnight, so the first week does not depend on your working hours.
Clone the app, invite the account team, and the process is yours to reshape. Client sign-in is available on Business plans and up, $25/mo billed annually, and App Users is in beta.
Read Build a Customer Portal for the portal shell, App Users for inviting the client, or browse onboarding builds in the Community Gallery. Start fresh at Taskade Genesis. Pair this with Build a Branded Client Portal With Sign-In and Run a Client Request Intake Form Inside the Portal.
Frequently Asked Questions
Does every client get the same checklist?
They get the same template, adapted. Describe the variations you need, for example a longer setup for enterprise accounts or an extra compliance step in a regulated industry, and the app generates the right run for each new client.
Can the client see who owns each step?
Yes, and it helps. Showing "your turn" versus "our turn" beside every step is the single biggest reason onboarding checklists actually get finished.
What happens when a client stalls?
An automation notices the step has not moved and sends a reminder, then escalates to the account owner if it stays untouched. Nothing depends on someone scanning a spreadsheet on a Friday.
Can I reuse this for internal employee onboarding?
Yes, with the roles swapped. The same structure runs for new hires, with your team in place of the client. See Build an internal tool.
How do I measure how long onboarding takes?
Keep a start date and a go-live date on each run and let the Table view show the elapsed days. The agent can summarize the average across recent clients whenever you ask.
Can the checklist trigger the rest of the portal?
Yes. Completing the final step can flip the account to active, unlock the documents tab, and post the welcome message in the activity feed automatically.
Do I need a developer for any of this?
No. You describe the checklist and the rules in plain sentences, and Taskade EVE builds them. Adjusting a step later is another sentence, not a ticket.
What should the first three steps be?
Something the client can complete in five minutes, the kickoff booking, and whatever unblocks your team. Early completion builds momentum, and a first step that takes two hours of the client's time stalls onboarding before it starts.
