client-flow

Client Flow

New client? One message, full setup. From folder structure to welcome email to kickoff meeting — automated in 30 seconds instead of 30 minutes.

Why This Exists

Client onboarding is one of the most-reported use cases in the OpenClaw community, yet has zero dedicated skills on ClawHub. Freelancers, agencies, and small businesses repeat the same 8-step process for every new client — creating folders, sending emails, scheduling calls, setting up tasks. This skill automates the entire flow.

The Onboarding Flow

Triggered by something like: "New client: Acme Corp, contact Sarah at sarah@acme.com, project: website redesign, budget: $15k, deadline: March 30"

The skill extracts whatever information is provided, asks for anything critical that's missing, then executes the full onboarding sequence:

Step 1: Create Project Structure

Create an organized folder hierarchy for the project:

[Client Name]/
├── 01-Brief/
│   └── project-brief.md (auto-generated from intake info)
├── 02-Contracts/
├── 03-Design/
├── 04-Development/
├── 05-Content/
├── 06-Deliverables/
└── 07-Communications/
    └── meeting-notes/

Where to create:

Step 2: Generate Project Brief

Auto-generate a project brief document from the intake information:

# Project Brief: [Project Name]
Client: [Company Name]
Contact: [Name] ([Email])
Start Date: [Today or specified]
Deadline: [Date]
Budget: [Amount]
Project Description
[Generated from user's input — expand into 2-3 sentences]
Objectives
[Extracted or inferred from project type]
[...]
Deliverables
[Inferred from project type — e.g., "website redesign" → wireframes, mockups, final site]
[...]
Timeline
Week 1-2: Discovery & Planning
Week 3-4: [Phase based on project type]
[...]
Notes
[Any additional context from the user's message]

Save this to the project folder.

Step 3: Send Welcome Email

Compose and send (or draft) a welcome email to the client:

Subject: Welcome to [Your Name/Company] — [Project Name] Kickoff
Hi [Client First Name],
Thank you for choosing to work with us on [Project Name]. I'm excited to get started!
Here's what happens next:
1. I'll send a kickoff meeting invite for [suggested date/time]
2. Please review and sign the project agreement [if applicable]
3. We'll begin the discovery phase right away
If you have any questions before we kick off, don't hesitate to reach out.
Looking forward to working together!
[User's name/signature from memory]

Delivery:

Step 4: Schedule Kickoff Meeting

Create a calendar event for the kickoff meeting:

  Agenda:
  1. Introductions & project overview (5 min)
  2. Requirements review (10 min)
  3. Timeline & milestones (10 min)
  4. Next steps & action items (5 min)
  

Use Google Calendar via gog tool, or Outlook if configured.

Step 5: Create Task Board

Set up project tasks in the user's preferred task manager:

For Todoist / ClickUp / Linear / Asana: Create a project with these default tasks:

For GitHub Issues: (if the project is technical) Create a milestone + issues for each phase

For Notion: (if used as task manager) Create a task database within the project page

Each task gets a due date estimated from the project timeline.

Step 6: Set Up Reminders

Configure follow-up reminders:

Use OpenClaw cron or the task manager's reminder system.

Step 7: Update Client Registry

Maintain a master list of all clients and projects:

# Client Registry
| Client | Project | Status | Contact | Start | Deadline | Value |
|--------|---------|--------|---------|-------|----------|-------|
| Acme Corp | Website Redesign | 🟢 Active | sarah@acme.com | Feb 15 | Mar 30 | $15k |
| Beta LLC | Brand Identity | 🟡 In Review | john@beta.io | Jan 20 | Feb 28 | $8k |
| Gamma Inc | Mobile App | ✅ Completed | lisa@gamma.co | Nov 1 | Jan 15 | $25k |

Store in workspace memory or as a Markdown file in a "Business" folder.

Post-Onboarding: Project Lifecycle

Status Check

🤝 Active Projects
1. Acme Corp — Website Redesign
   Status: On track ✅
   Next milestone: First mockup review (Feb 22)
   Outstanding tasks: 3 of 8 completed
   Budget used: ~40%
   
2. Beta LLC — Brand Identity
   Status: Needs attention ⚠️
   Next milestone: Final delivery (Feb 28) — 5 days away
   Outstanding tasks: 2 remaining
   Blocker: Waiting for client feedback since Feb 10

Client Communication

Project Closure

Templates

Store customizable templates in workspace memory. Defaults are provided but users can override:

User: "When I onboard a development client, also add GitHub repo setup and Slack channel creation" → Store as a "development" project type template

Configuration

On first use:

1. Business info: company name, user's name, email signature, timezone 2. Default tools: which task manager, file storage, calendar, email to use 3. Project types: what kinds of projects do they typically do? 4. Templates: review and customize default templates 5. Client folder location: where to store project folders

Store everything in workspace memory. After first setup, onboarding is one command.

Edge Cases

On first use:

1. Business info: company name, user's name, email signature, timezone 2. Default tools: which task manager, file storage, calendar, email to use 3. Project types: what kinds of projects do they typically do? 4. Templates: review and customize default templates 5. Client folder location: where to store project folders

Store everything in workspace memory. After first setup, onboarding is one command.

[Any additional context from the user's message]

Save this to the project folder.
Step 3: Send Welcome Email
Compose and send (or draft) a welcome email to the client:

Hi [Client First Name],

Thank you for choosing to work with us on [Project Name]. I'm excited to get started!

Here's what happens next: 1. I'll send a kickoff meeting invite for [suggested date/time] 2. Please review and sign the project agreement [if applicable] 3. We'll begin the discovery phase right away

If you have any questions before we kick off, don't hesitate to reach out.

Looking forward to working together!

[User's name/signature from memory]

Delivery:
If email skill is configured: send directly (with user confirmation)
If not: output the email for the user to copy and send manually
Step 4: Schedule Kickoff Meeting
Create a calendar event for the kickoff meeting:
When: suggest a time 2-3 business days from now (or use user-specified date)
Duration: 30 minutes (default, customizable)
Attendees: client contact + user
Title: "[Client Name] — Project Kickoff"
Description: include project brief summary and agenda:
  

Use Google Calendar via gog tool, or Outlook if configured.
Step 5: Create Task Board
Set up project tasks in the user's preferred task manager:
For Todoist / ClickUp / Linear / Asana:
Create a project with these default tasks:
[ ] Send contract/agreement
[ ] Kickoff meeting
[ ] Discovery & requirements gathering
[ ] First deliverable review
[ ] Midpoint check-in
[ ] Final delivery
[ ] Client feedback
[ ] Project closure
For GitHub Issues: (if the project is technical)
Create a milestone + issues for each phase
For Notion: (if used as task manager)
Create a task database within the project page
Each task gets a due date estimated from the project timeline.
Step 6: Set Up Reminders
Configure follow-up reminders:
Day before kickoff: reminder to prepare
Weekly check-in: recurring reminder to update the client on progress
Milestone dates: reminders for each deliverable deadline
1 week before deadline: "final sprint" reminder
Use OpenClaw cron or the task manager's reminder system.
Step 7: Update Client Registry
Maintain a master list of all clients and projects:

Client Registry

| Client | Project | Status | Contact | Start | Deadline | Value | |--------|---------|--------|---------|-------|----------|-------| | Acme Corp | Website Redesign | 🟢 Active | sarah@acme.com | Feb 15 | Mar 30 | $15k | | Beta LLC | Brand Identity | 🟡 In Review | john@beta.io | Jan 20 | Feb 28 | $8k | | Gamma Inc | Mobile App | ✅ Completed | lisa@gamma.co | Nov 1 | Jan 15 | $25k | ```

Store in workspace memory or as a Markdown file in a "Business" folder.