What Happens at This Stage
After a proposal is accepted, the onboarding stage gets everyone aligned, the client into their portal, and the team into action — without the usual back-and-forth dance of sharing documents and setting up access manually.
The Onboarding Checklist
Nextoria Hub provides a built-in Onboarding Checklist for each new project. Access it at Project → Onboarding.
Default checklist items:
Customize the default checklist under Settings → Projects → Default Onboarding Checklist.
Client Portal Provisioning
When you click Send Portal Invite from the onboarding checklist:
- The client receives a welcome email with your agency branding
- The email contains a one-click login link (magic link, no password required)
- The portal opens to their project dashboard showing the agreed milestones
If the client uses Google Workspace, they can also authenticate via Google OAuth.
Kickoff Meeting Prep
The Onboarding tab includes a kickoff meeting agenda template. Fill in:
- Project goals (auto-populated from the proposal)
- Team member introductions (with role and photo)
- Agreed communication cadence (e.g. weekly status calls, async Slack)
- Review and approval process
- Escalation contacts
Export as a PDF to send to the client before the call, or share the page directly from the portal.
Access Setup
During onboarding you’ll typically need client-provided credentials:
Add received credentials to the project’s Vault — an encrypted store accessible only to Admins and the assigned team lead. The Vault is separate from the client portal and never visible to clients.
Never store client credentials in task descriptions or comments. Always use
the project Vault for sensitive data.
