The first 48 hours after a client commits to coaching are critical. A smooth onboarding process demonstrates professionalism, reduces anxiety, and creates momentum. A clunky one raises doubts before you've even started.

Why Onboarding Matters

Effective onboarding accomplishes several goals:

  • Sets expectations - Clients know exactly what happens next
  • Builds confidence - Professional systems signal competence
  • Gathers information - You learn what you need before session one
  • Creates commitment - Each step deepens their investment
  • Reduces no-shows - Engaged clients show up

The 7-Step Onboarding Framework

Step 1: Welcome Email (Immediate)

Send within minutes of signing. Include:

  • Warm welcome and excitement to work together
  • Quick overview of next steps
  • Link to complete intake forms
  • How to contact you with questions

Step 2: Intake Assessment (Day 1)

Have clients complete comprehensive assessments before your first session. This provides baseline data and shows you're serious about understanding them deeply.

Step 3: Coaching Agreement (Day 1-2)

Send a formal agreement covering:

  • Session frequency and duration
  • Cancellation policy
  • Communication expectations
  • Confidentiality terms
  • Payment terms

Step 4: Schedule First Session (Day 1-2)

Don't let scheduling lag. Send your booking link immediately. The longer they wait, the more momentum is lost.

Step 5: Pre-Session Prep (Day Before)

Send a reminder with:

  • Session time and video link
  • What to prepare (goals, questions)
  • Technical requirements

Step 6: First Session (Week 1)

Your first session should:

  • Review assessment results together
  • Clarify goals and success metrics
  • Establish the coaching relationship
  • End with clear next steps

Step 7: Post-Session Follow-Up (Same Day)

Send a recap email with:

  • Summary of what you discussed
  • Action items and homework
  • Encouragement and next session date

Automating Your Onboarding

Stronghold automates most of this process:

  • Automatic welcome emails when clients are added
  • Assessment links sent with one click
  • Booking page lets clients self-schedule
  • Session reminders sent automatically
  • Client portal provides 24/7 access to resources

Common Onboarding Mistakes

  • Too much at once - Spread tasks across days, not hours
  • No clear next step - Every communication should include an action
  • Delayed scheduling - Book the first session immediately
  • Radio silence - Stay in touch between signing and first session
  • No assessments - Going in blind wastes the first session

The Client Experience

From your client's perspective, great onboarding feels like:

  • They made the right decision
  • They're in capable hands
  • The process is easy and clear
  • Their coach is prepared and professional
  • Change is already beginning

That's the foundation for transformational coaching work.