Automated Client Onboarding Workflow

This n8n workflow automates the end-to-end client onboarding process: capturing client details, validating emails, assigning tiers, generating welcome packs, creating tasks, notifying teams, archiving records, and sending weekly reports.

Who’s It For

• B2B SaaS companies onboarding new customers
• Agencies handling structured client setups
• Sales & customer success teams needing automation
• Consulting firms aiming for error-free onboarding

⚙️ How It Works

1. Capture client details through a Webhook (connected to forms).
2. Validate client’s email using Verifi Email.
3. Log onboarding data into Google Sheets.
4. Assign tier logic (Basic/Pro/Enterprise) via Function node.
5. Create a Trello task card with onboarding steps.
6. Generate a personalized Welcome Pack PDF with client details.
7. Send Slack notification to internal team with client details.
8. Download and attach PDF, then send personalized welcome email to the client.
9. Archive structured onboarding data in Airtable.
10. Weekly scheduled report:

• Collects Airtable onboarding data
• Processes weekly stats (plans, tiers, counts)
• Sends onboarding summary via email to the manager

🛠️ How to Set Up

1. Webhook Setup
   POST → https://[your-n8n-url]/webhook/client-onboarding
2. Install & configure credentials:

• Verifi Email key
• Google Sheets OAuth2
• Airtable OAuth2
• Gmail OAuth2
• Slack OAuth2
• Trello API

1. Optional: Customize the Welcome PDF template (HTML/CSS).
2. Edit tier assignment logic inside the Assign Tier Logic node.
3. Modify Slack & email templates to match your branding.
4. Adjust schedule for weekly reports (default: Monday 9 AM IST).
5. Test with sample payload:

{
  "name": "Jane Doe",
  "email": "[email protected]",
  "company": "Acme Corp",
  "plan": "Pro"
}

📋 Requirements

• Self-hosted or Cloud n8n
• Credentials: Verifi Email, Google Sheets, Airtable, Gmail, Slack, Trello
• Optional: API for company enrichment

⚠️ Note: The HTML/CSS to PDF node (used for report generation) has a limit of 10 free requests. For production usage, you’ll need an API plan.

⭐ Core Features

• Email Validation: Blocks fake/spam signups - Tier Assignment: Auto-classifies clients into Basic/Pro/Enterprise
• Task Management: Trello cards for onboarding checklist
• Welcome PDF Pack: Branded, client-personalized PDF attachment
• Slack Notifications: Real-time internal updates
• Airtable Archiving: Permanent record-keeping
• Weekly Reports: Automated onboarding summaries for managers

📈 Use Cases & Applications

• B2B SaaS: Scale client onboarding without hiring more staff
• Agencies: Deliver smooth onboarding experiences
• Sales Teams: Reduce delays in CRM entry
• Customer Success: Focus on relationship-building instead of admin

✅ Key Benefits

• Saves 5–6 hours of manual onboarding per client
• Ensures error-free onboarding with email validation
• Provides a professional, branded experience
• Improves collaboration with Slack + Trello integration
• Scales seamlessly as client volume grows

🔧 Customization Options

• Modify tier logic (e.g., budget, plan, company size)
• Customize Slack channel or Trello list for task routing
• Update PDF branding (logo, theme, styling)
• Add extra onboarding steps (e.g., Calendly call scheduling)
• Extend weekly reports (e.g., include ROI or CSM notes)

⚠️ Important Disclaimers

• For educational & automation purposes
• Ensure compliance with GDPR/CCPA before storing client data
• Always test workflow with dummy data before production

Workflow Components

• Webhook Trigger → Captures client form submissions
• Verifi Email → Validates client email
• Google Sheets → Logs onboarding entries
• Code Node → Assigns tier & priority
• Trello → Creates task card for CSM
• HTML/CSS to PDF → Generates Welcome Pack PDF
• Slack → Notifies team about new client
• Gmail → Sends welcome email with PDF
• Airtable → Archives full onboarding record
• Schedule Trigger + Report → Weekly summary to management