CLIENT ONBOARDING
Onboard a new client, your way.
Every service onboards differently. If you sell sessions, your client books and pays, and what you share waits in their portal. If you sell projects, you send a proposal, a contract and a deposit invoice. Both routes are below. You can run both in Aventide, in one business or several, each kept separate under one login.
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For readers, coaches, tutors and anyone who sells sessions: book, pay and share, with no proposals or contracts.
1 / Your client books and pays.
In Calendar, under Booking, choose New type and turn on Collect payment for this booking type: full payment or a deposit, through your own Stripe account. Under Questions for your client, pick one of your forms or make a new one, and add a Google Meet or Zoom link if you meet online.
Share your booking link, or let clients book again from their portal.
2 / Make them a client.
When someone new books and pays, Aventide asks whether to make them a client. Approve it and the booking, the payment and their answers go on their record. A returning client’s booking goes straight onto their record. Open their room to see their answers, the session and the next step.
3 / Share the session in their portal.
Add the session recording or your notes to the client’s room and turn on Show in client portal. Your client signs in to a portal in your logo and colors to open or download it.
Turn on Client can book online, and they can book their next session from the same place.
The booking page, deposits and intake questions are covered in Aventide for people who sell sessions.
You sell projects
For designers, consultants, agencies and anyone who quotes a project: propose, sign and invoice, then kick off.
Add them on Clients with Add client, then Add manually. Or choose Make a client on their booking, under From bookings on Clients, or on their card in your inbox when they write in.
Every client starts as a Lead and moves through Proposal, Onboarding, Active and Renewal; drag them between stages in the Pipeline view. Open a client to see their room: details, the next step, to-dos and everything you’ve shared with them.
In the client’s room, open Portal controls and choose New document. Pick the Proposal template and how to price it: from one of your offers, a custom price, or decide later. Before it writes, Aventide reads the outline back and asks, “Does this look right?”
Then turn on Show in client portal. Your client reads it in their client portal and clicks Accept proposal, typing their name to confirm. When they accept, they move to Onboarding.
Each client gets a portal in your business’s logo, colors and fonts, where they find the proposal now and the contract, invoices and files later. In Portal controls, add their email under Access and choose Send access.
You choose what they see: documents and files, invoices and payments, contracts, and online booking. Use Preview to see the portal as your client does before you send access.
When a client accepts, Aventide asks, “Draft the agreement?” with the price carried over from the proposal. Approve it and the draft contract is ready. You can also start one yourself with + Contract.
Read it, type your name under Sign as your business, and choose Send for signature. Your client signs the exact copy you sent. From the contract you can send a reminder, send a new link, or revise and resend.
When your client signs, Aventide drafts the deposit invoice and asks before it goes out. Approve it and Stripe emails the invoice to your client. Payments go straight to your own Stripe account, and Aventide takes 0%.
For any other invoice, choose + Invoice in the client’s room, then Save & send. If an invoice runs late, Aventide drafts a reminder for you to approve.
6 / Kick off and gather details.
Send your booking link for the kickoff call, or let them pick a time from their portal. Choose Send a form in the client’s room for a client intake or brand questionnaire, and their answers show up in their room.
Then keep the work moving from the room with to-dos, notes and a timer for billable time.