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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:
- Google Drive: if
gogtool is available, create in a "Clients" folder - Dropbox: if Dropbox skill is available
- Local filesystem: if running locally, create under a configurable base path (default:
~/Clients/) - Notion: if Notion skill is available, create a project page instead of folders
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:
- 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:
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:
- [ ] 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.
Post-Onboarding: Project Lifecycle
Status Check
User: "How are my projects doing?" or "Client status" → Pull from client registry + task managers and generate:
🤝 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 10Client Communication
User: "Draft an update email for Acme Corp" → Generate a progress update email using project data:
- What's been completed since last update
- Current status and next steps
- Any blockers or needs from the client
- Timeline update
Project Closure
User: "Close the Beta LLC project" → Execute closure workflow:
- Mark project as completed in registry
- Send thank-you email to client
- Archive project folder
- Create a project retrospective note
- Set a 30-day follow-up reminder for testimonial request
- Set a 90-day follow-up for potential repeat business
Templates
Store customizable templates in workspace memory. Defaults are provided but users can override:
- Welcome email template: adjust tone, signature, included links
- Folder structure: add/remove folders based on project type
- Task list: customize default tasks per project type
- Project types: different presets for "website", "branding", "consulting", "development", etc.
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:
- Business info: company name, user's name, email signature, timezone
- Default tools: which task manager, file storage, calendar, email to use
- Project types: what kinds of projects do they typically do?
- Templates: review and customize default templates
- Client folder location: where to store project folders
Store everything in workspace memory. After first setup, onboarding is one command.
Edge Cases
- Minimal info: if the user only says "new client: Acme", ask for contact email (required) and project name. Everything else can be defaults.
- Repeat client: if a client name matches an existing entry, ask if this is a new project for the same client. If yes, add to existing client folder rather than creating a new one.
- No task manager: if no external task manager is configured, create tasks as a checklist in the project brief
- No email configured: output the welcome email for manual sending. Don't skip the step.
- International clients: respect timezone differences in meeting scheduling. If client is in a different timezone, note it.
- Team projects: if multiple team members are involved, allow assigning tasks to different people
- Budget tracking: this skill doesn't do invoicing (that's a separate concern), but tracks estimated vs. actual budget at a high level