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Customer onboarding

From the signed contract to the customer set up: the checklist worked through, the files chased and the kickoff booked. Anything sales promised outside your standard setup goes to a person.

  • $12,500 fixed
  • Live in 3 to 6 weeks
  • Yours to keep
Let’s build your agent How it works
The review screen for Customer onboarding: four items, three done, and one (Not standard) waiting for the onboarding lead, who is asked: Sales promised a payroll integration that isn’t in the standard setup. Add it to the plan?
How it works

Welcome, kickoff, files, invites, worked through on one plan.

Here’s a typical run, step by step: what automation handles, what the agent does, and the calls that stay with your team.

The workflow for Customer onboarding, in 5 steps. It starts with “A deal is marked won” and ends with “Set up, and handed over”. Each step lists what automation, the agent and your team do there.
Customer onboardingA typical run
Starts withA deal is marked wonThe contract is signed and the deal closes in your CRM, with the plan, the seats and the sales notes on it.
The agent: Reads the Fairlight Physio deal and the sales notes: Team plan, 25 seats, an admin named, and a promised payroll integration.
~10h/mo

Step 1 of 5Read the deal

  • The agent

    Reads the Fairlight Physio deal and the sales notes: Team plan, 25 seats, an admin named, and a promised payroll integration.

    What sales agreed is spread across the deal, the notes and an email or two, in the rep’s own words.

Reads
  • CRM
Writes
  • Project tool

~10 hours a month back

Automation: Creates the onboarding plan for the Team plan in your project tool, with an owner and a due date on every step.
~8h/mo

Step 2 of 5Build the plan

  • Automation

    Creates the onboarding plan for the Team plan in your project tool, with an owner and a due date on every step.

    Your checklist for each plan is fixed, so copying it in with owners and dates needs no judgment.

Reads
  • CRM
Writes
  • Project tool

~8 hours a month back

Where teams differOne checklist can cover every customer, or each plan and region can have its own.

Automation: Compares what sales promised with your standard setup. The payroll integration isn’t on it, so the plan waits for the onboarding lead.
IfYour team: Adds the payroll integration to the plan with a date the team can keep, or agrees with the account executive and the customer what’s possible.
~4h/mo

Step 3 of 5Check what was sold

  • Automation

    Compares what sales promised with your standard setup. The payroll integration isn’t on it, so the plan waits for the onboarding lead.

    Your standard setup is a written list, so anything outside it is a comparison.

  • Your teamIf sales promised extra

    Adds the payroll integration to the plan with a date the team can keep, or agrees with the account executive and the customer what’s possible.

    Custom work takes your team’s time and sets expectations with a new customer. Someone who owns delivery should agree it.

Reads
  • CRM
Writes
  • Project tool

~4 hours a month back

The agent: Sends the welcome in wording you approved with what to prepare, offers kickoff times from your team’s calendars, and books the one the admin picks.
~20h/mo

Step 4 of 5Welcome and kickoff

  • The agent

    Sends the welcome in wording you approved with what to prepare, offers kickoff times from your team’s calendars, and books the one the admin picks.

    A welcome that names what they bought and what happens next reads like a person wrote it. A mail merge can’t.

Reads
  • CRM
  • Calendar
Writes
  • Customer email
  • Calendar

~20 hours a month back

Automation: Reminds the customer about the data file and the user list, ticks steps off as they land, and hands the account to its owner when the list is done.
~30h/mo

Step 5 of 5Chase the checklist

  • Automation

    Reminds the customer about the data file and the user list, ticks steps off as they land, and hands the account to its owner when the list is done.

    Every step has a due date, so when to remind and what to tick off is set by the plan.

Reads
  • Project tool
Writes
  • Project tool
  • Customer email

~30 hours a month back

Where teams differSome teams chase every two days. Others wait a week, then pick up the phone.

Ends withSet up, and handed overEvery step done and ticked, and the account passed to its owner with the setup notes.
Total~72h/mo

What changes

New customers get a welcome, a kickoff date and a clear list of what’s needed, and nobody on your team chases the files. Anything unusual reaches your onboarding lead.

  • 3steps automated
  • 2steps for the agent
  • 1call kept with your team

Pick any step to see what happens there and why it sits in that lane.

What it could be worth

~72 hours a month back

$38,900 a year in time

For a team onboarding about 40 new customers a month, at $45 an hour. We work out yours from your own volumes before you sign.

Let’s build your agent
What we customize with you

One proven agent, plugged into how you work.

Every team does this job a little differently, so we set these five with the people who do it today. We’ve done this in dozens of businesses, so we know where teams usually differ and ask about those first.

The agent

Same for every client
  • Follows the same proven steps
  • A person on every exception
  • Every decision logged
  • Tested on your past work first
  • Never agrees scope or a date that isn’t in the contract

  1. Your systems

    Where the work comes in, and where the result goes.

    For this agentClosed deals from your CRM, the plan into your project tool, invites from your product.

  2. Your rules

    The limits and exceptions it works to.

    For this agentYour checklist for each plan, what counts as standard, and when to chase.

  3. Your team

    Who signs off, and who covers when they’re away.

    For this agentThe onboarding lead for anything non-standard, the account owner once setup is done.

  4. Your channels

    Where your team hears from it.

    For this agentEmails to the customer, Slack for your team.

  5. Your output

    What it hands back, in the format you already use.

    For this agentA setup plan with an owner on every step, and a note when it’s done.

Spotting quiet accounts and preparing renewals are other agents in the catalog. Kickoff calls, training and anything custom stay with your team.

What you get

The agent, and everything that keeps it working.

  • The agentRunning on your systems, under your rules.
  • The review screenWhere the exceptions land for your onboarding lead.
  • Your rulebookYour limits, exceptions and who signs off, in one place, often for the first time.
  • A test reportYour past onboardings, run through it and checked against the number.
  • The runbookHow it works, what to check, and what to do if it stops.
  • 30 days of tuningAfter it goes live, through a full month of your real onboardings.
The number we agree

Days from a signed contract to the customer fully set up. We measure it before we start, and again at day 30.

How we get there

Live in 3 to 6 weeks. About seven hours of your time.

We do the building. Your side: access, your setup checklist with three months of past onboardings, and a short weekly check-in.

  1. Before kickoff

    We send the access checklist.

    You, 2 hours. Access, an owner, and your setup checklist with three months of past onboardings.

  2. Weeks 1 to 2

    We connect your systems and set it up.

    You, 1 hour. Walk us through your rules.

  3. Weeks 2 to 4

    We test it on your past onboardings.

    You, 1 hour. Review what it flagged.

  4. Weeks 3 to 6

    It runs beside your team, then goes live.

    You, 1¼ hours. Work from the review screen.

Then 30 days of tuning, with a short check-in each week, about two hours of yours. At day 30 we show you the number and hand everything over.

After it’s live

It keeps running whether or not we stay.

  • It runs in your accounts

    Your cloud, your systems, and an AI account in your name, billed by the provider at their rates.

  • Changes in the first 30 days are included

    A new rule, a changed limit, someone new signing off. That’s what tuning is for.

  • After that, your call

    Your team edits the rulebook, the care plan covers it, or a bigger change is quoted first.

Customer onboarding was part of a customer success build that took signed to onboarded from two-plus weeks to 48 hours.

Questions

About this agent.

What if our checklist isn’t written down?
We write it with your onboarding team during setup, from how the last few went. It becomes part of your rulebook.
Does it run the kickoff call?
No. It books it and sends the agenda and what to bring. The call itself is your team’s.
What happens when a customer goes quiet?
It chases on the schedule you set, in your voice. If a step is still stuck after that, it goes to the onboarding lead with what’s missing.
Our process isn’t quite like this. Will it still work?
That’s the usual case. The job looks the same in most businesses, but the details never do. We map how your team does it today, then set the rules, systems and approvals to match. That’s what most of the 3 to 6 weeks are for.
How do we agree the number?
Together, before any work starts. For this agent it’s the days from a signed contract to the customer fully set up. We measure it before we start, and again at day 30.
What does it cost to run once it’s live?
Hosting and AI, paid straight to the providers, not through us. It usually runs 5x to 25x cheaper than doing the same work by hand, and we work out your figure from your real volumes before you sign.

Is your setup checklist written down?

Tell us how your team handles onboardings today. We’ll show you this agent on examples like yours, and whether it fits the fixed price.

Let’s build your agentBack to Customer Support
New to Switchboard Agents? How it works, what’s included, and what it costs.
  • 3 to 6 weeksto live, then 30 days of tuning
  • $12,500fixed, per agent
  • Yours to keepno license fees
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Switchboard Agents$12,500 fixed · live in 3 to 6 weeks How it works Let’s build your agent