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: Google Drive: if gog tool 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.

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 10

Client 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