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:

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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:

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Save this to the project folder.

Step 3: Send Welcome Email

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

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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:

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

Post-Onboarding: Project Lifecycle

Status Check

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Client Communication

• - What's been completed since last update
• Current status and next steps
• Any blockers or needs from the client
• Timeline update

Project Closure

1. 1. Mark project as completed in registry
2. Send thank-you email to client
3. Archive project folder
4. Create a project retrospective note
5. Set a 30-day follow-up reminder for testimonial request
6. 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:

1. 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

• - 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