B2B SaaS Implementation Onboarding Flow Template
Own every SaaS implementation milestone together
This template gives implementation leads a single board to shepherd complex SaaS rollouts from kickoff to customer success. Stakeholders usually chase status in email threads, but this board keeps every decision and attachment in one place. Duplicate the Workstream, Integration, and Data batch cards to scope each track, assign owners from both teams, and log blocker reasons or sign-off notes inline. As you move cards across Kickoff, Solution Blueprint, Configure & Build, Data Migration, Pilot, Go-Live, and Success Handoff, attach runbooks and sign-offs so nothing drifts out of sight. Labels instantly flag customer actions, integrations, security reviews, and at-risk items, keeping the project ready for executive check-ins.
- Coordinate kickoff, build, and go-live in one view by moving workstream cards left to right and filtering labels
- Surface integration, security, and migration blockers with labels
- Duplicate micro-templates to capture workstream details fast
- Drag runbooks and sign-offs onto cards so audits stay ready
Start in Get Started
Open the Get Started section and duplicate the Workstream name card. Drag it (or use Move) into Kickoff & Discovery, then fill workstream, owners, milestones, and risks line by line. Assign the internal owner, set the first target milestone date, and tag Customer action when waiting on the client. Duplicate the Integration or Data batch cards for any technical tracks you already know about before moving on.
Align the solution blueprint
Move Workstream cards into Solution Blueprint once scope discussions begin. Attach the draft implementation blueprint or architecture deck directly to the card so decisions stay visible. Apply Security review on items that need approvals and use the Risk/Decision card to log open questions. Add a checklist item or due date for blueprint sign-off, then slide each card right once both teams confirm it.
Configure environments and workflows
In Configure & Build, convert blueprint cards into concrete tasks by adding due dates and owners. Keep attachments like sandbox checklists or workflow specs on the same card so delivery engineers never hunt through email. When customer input is required, tag Customer action to flag follow-ups. Log QA results in a checklist or comment before moving cards forward once toggles, permissions, and automation behave as expected.
Migrate data and wire integrations
Use Data Migration & Integrations to track every load and connection. Duplicate the Data batch card for each import window, add the target load date, and attach the CSV or S3 path plus QA checklist. For SSO or downstream integrations, duplicate the Integration card, list both owners, and attach validation evidence. Tag Integration or Data migration so blockers filter quickly during standups.
Pilot, train, and capture feedback
When you enter Pilot & Training, duplicate the Training session card for each workshop and link the deck or meeting link. Assign both internal facilitators and customer hosts, then tag Training so the cohort stays visible. Track pilot issues on the Risk/Decision cards, indenting follow-up tasks where needed. Comment the go-ahead decision on the card before you move it right.
Launch and hand off to success
In Go-Live & Adoption, attach your runbook and populate the launch announcement card with final messaging. Set due dates on final cutovers, tag Integration for technical switches, and clear Customer action once communications go out. Finish in Customer Success Handoff by duplicating the Workstream card to summarize the success plan, attaching the handoff deck, and tagging At risk if ongoing watch points remain. Assign the CSM owner and set a follow-up due date before you archive implementation tasks.
What’s inside
7 implementation stages
Kickoff & Discovery through Customer Success Handoff to keep enterprise rollouts aligned.
Reusable workstream micro-templates
Workstream, Integration, Data batch, Training plan, and Risk/Decision cards stay duplicate locked for fast setup.
Label set for faster filtering
Apply Customer action, Integration, Security review, Data migration, Training, and At risk to spotlight blockers instantly.
Evidence-ready demo cards
Sample cards show due dates, cross-team owners, and attachments such as runbooks and checklists.
Why this works
- Keeps implementation, technical, and customer teams aligned on one canvas
- Makes integration, security, and migration blockers instantly filterable
- Captures live evidence and decisions alongside each workstream
- Builds a reusable launch playbook for every future SaaS customer
FAQ
How do we coordinate customer tasks?
Tag cards with Customer action and assign the client stakeholder so both teams see open items during standups or executive reviews.
Can we handle phased rollouts?
Yes—duplicate the Workstream and Data batch cards per phase or region, then use due dates and labels to separate each track on the same board.
Where should documentation live?
Keep source docs in your shared drive, then attach the latest blueprint, checklist, or sign-off PDF to the matching card—and replace the attachment whenever the document updates—so status and evidence stay together.
What if security approvals stall?
Apply the Security review label, log the blocker on a Risk/Decision card, and pin it to Solution Blueprint or Configure & Build until reviewers sign off.