Web Design Client Onboarding Flow Template
Turn new sign-offs into build-ready projects
Welcome fresh web design clients with a single pipeline that keeps deposits, paperwork, asset requests, and kickoff prep front and center. The Web Design Client Onboarding Flow template lays out five stages from first call to build-ready so your studio can coordinate account, copy, and dev in minutes. Duplicate micro-cards to collect access, assign due dates, and track which deliverables still rely on client follow-up. Labels surface stuck items at a glance, while demo cards show how to attach proposals, share brand folders, and prep QA checklists.
- Stage every onboarding milestone in one view
- Duplicate micro-cards to collect access fast
- Assign owners and due dates before kickoff
- Surface stuck deliverables with filterable labels
Start in Get Started
Open the Get Started section and read the Start-Here card to understand the flow. Duplicate the Client Intake Snapshot micro-card into the Inquiry & Deposit column and fill the contact, goals, and budget fields. Attach your discovery notes or proposal PDF so the team has context from the jump. Assign yourself and set a same-week due date to keep momentum before the client goes quiet.
Lock deposit and paperwork
Use the Proposal Handoff template to create a retainer card, attach the signed agreement, and tag it Invoice pending. Assign finance or account management, set a due date for the deposit, and log any blockers in the description. Apply Waiting on client when you are waiting for payment confirmation and remove it when funds hit. Slide the card into Paperwork & Setup once the contract and invoice are cleared.
Prep the internal workspace
Drag a new card into Paperwork & Setup to capture kickoff scheduling and workspace tasks. Assign the project coordinator, drop the calendar invite URL in the description, and list required attendees so the team never hunts through email. Duplicate the Kickoff Agenda card, fill the focus goals and scope questions right on the card, and attach the doc you will review live. Tag Rush handoff if the kickoff is within a week so the team prioritizes prep.
Request access and assets
Duplicate the Access Checklist card for the CMS, hosting, analytics, and any specialty tools, tagging each one Access pending. For content, use Asset Intake cards to request brand folders, testimonials, and copy; assign the client contact and set staggered deadlines. Attach shared drive links or image files as they arrive so designers never chase email threads. Apply Copy review on any card that needs editorial feedback before build.
Ready the team for build
Move qualified cards into Strategy & Kickoff once access and assets are secured, then finish the Kickoff Agenda and site map cards. During the workshop, update cards live, assign action items, and set due dates for metrics or content gaps. Push the project into Build Ready when QA checklists, approval notes, and dev handoff summaries are complete. Tag QA needed on outstanding verifications and filter by that label before giving designers the green light.
What’s inside
Start-Here runway
A multi-line primer that calls out which micro-cards to duplicate and how to move work across stages.
Pipeline columns
Five color-coded stages carry your client from Inquiry & Deposit through Build Ready without losing momentum.
Duplicate-ready micro-cards
Reusable templates for intake snapshots, proposal handoffs, access checklists, asset requests, and kickoff agendas.
Demo cards with metadata
Sample cards show due dates, assignees, attachments, and labels so your team knows the expected level of detail.
Label palette
Filter-ready tags such as Waiting on client, Access pending, and QA needed spot bottlenecks instantly.
Why this works
- Visualize the entire onboarding journey end to end
- Catch client bottlenecks instantly with targeted labels
- Hand designers build-ready context without extra meetings
- Keep every kickoff deliverable paired with responsible owners
- Reuse micro-cards so onboarding stays consistent across clients
FAQ
What if the client is slow to pay the deposit?
Keep the Proposal Handoff card in Inquiry & Deposit, leave the Invoice pending label on, and sort the column by due date during standups so overdue invoices surface first.
Can I adapt this for retainer clients instead of one-off builds?
Yes—duplicate the board, rename Build Ready to Ongoing Success, and use the same micro-cards to track monthly deliverables.
How do I surface missing copy or brand assets quickly?
Filter by the Copy review label to see everything awaiting approval, and open each Asset Intake card to nudge the assigned owner.
Where should I track post-launch support tasks?
Create a new section or stage after Build Ready for post-launch support, then reuse Access Checklist and Asset Intake cards to capture follow-up items.