Client Onboarding SOP

Step 1 — Send welcome email with brief form link Josh / Teddi

Send the onboarding welcome email using the template in ClickUp → Entry → Onboarding Email. The email includes the brief form URL — send the correct URL for the client's plan:

• Accelerate clients: https://mm-client-brief-form.pages.dev?plan=accelerate
• Ignition clients: https://mm-client-brief-form.pages.dev

The client fills in the brief form before the onboarding call. This means you walk into the call already knowing their goal, niche, target area, and budgets.

Step 2 — Confirm ClickUp list and brief task were created Guy

Once the client submits the form, check ClickUp → Mechanic Marketing Clients → MM Clients folder. A new list named after their business should exist with a Client Brief task inside it.

• If the list exists and the brief task is populated — proceed to Step 3
• If the list is missing — the form submission may have failed. Ask the client to try again, or flag to Teddi to create the list and task manually.
• If the list exists but fields are blank — the Worker completed Step 1 but failed on Step 2. Flag to Teddi.

Step 3 — Review the client brief Guy

Open the Client Brief task and read through the client's answers before the onboarding call. If anything is unclear or missing, email the client to fill in the gaps — don't wait until the call.

Fields to check:

• Goal — do you understand what success looks like for this client?
• Niche — any specific vehicle makes, services, or customer types to target?
• Target location — is the service radius clear?
• Budgets — are Google Ads and Meta Ads budgets confirmed?
• Competitors — useful for ad copy and campaign strategy

Step 4 — Add credentials to HeyLogin Teddi / Guy

Once the client provides access to their accounts, log into HeyLogin → select the client folder → + Add New Login. Add domain registrar credentials and any other platform logins. Paste the HeyLogin URL into the ClickUp Client Brief task.

Step 5 — Choose subdomain for landing pages Teddi / Guy

Select naming structure: service.clientdomain.com — e.g. services.corediesel.com.au. Confirm in the client brief task.

Step 6 — Confirm access to all channels Teddi / Guy

• Log into each channel (Google Ads, Analytics, GSC, Meta, website)
• Verify access works — check for 2FA issues before the onboarding call
• If 2FA is blocking access, contact the client to resolve before proceeding

Manual process (pipeline fallback)

Full setup checklist in the WhatConverts Reference ↗. Key steps for onboarding:

• Create client WhatConverts account
• Install tracking script on client website
• Purchase and configure tracking phone number/s (forward to client's main number)
• Activate and test form tracking
• Link WhatConverts to Google Ads (API integration) — sets up WC Leads conversion action
• Link to Google Analytics
• Connect CRM if applicable
• Invite client email to WhatConverts account
• Send client the WhatConverts demo video ↗
• Provide the non-quotable leads cheat sheet to client
• Run full test: submit a form, make a test call, confirm both appear in WhatConverts

Full setup SOP in Google Ads SOP ↗. Onboarding sequence:

• Plan first campaign(s) as ClickUp tasks — include objectives, budget, target deadlines
• Create campaign/ad group for each service (naming: MM - [Objective] - [Service] - [Geo] - [Network])
• Write ad copy using client GPT or MM GAds Copy Creator ↗
• Send new campaigns for buddy review (assign to "Needs Review" in ClickUp)
• Launch ads (or seek client approval if required)
• Confirm WhatConverts WC Leads conversion action is active in Google Ads

• Set up Looker Studio reporting dashboard — connect Google Ads, Analytics, WhatConverts
• Customise to show: leads, CTR, CPC, conversions, spend
• Share dashboard link with client and internal team
• Confirm client is in the MM weekly report cycle

Welcome email — form enquiry response Automated

Subject: Thanks for Reaching Out! Let's Get Your Marketing in Gear 🚗🔧

Sent automatically when a prospect submits the MM contact form. Confirms receipt and sets expectations for next steps. Template in ClickUp → Entry → Automated Emails.

Onboarding email — new client Guy

Sent once the client has signed. Includes the brief form URL, access requests (Google Ads, GSC, GA4, website, GBP, domain, Facebook), WhatConverts tracking number consent, and start date / invoice details.

Full template in ClickUp → Entry → Onboarding Email. Replace all {placeholders} before sending — including the correct plan URL:

• Accelerate: https://mm-client-brief-form.pages.dev?plan=accelerate
• Ignition: https://mm-client-brief-form.pages.dev

See the Client Brief Form guide ↗ for full details on the brief form workflow.