How to Onboard an Existing Client
Take a client already in your list through profile checks, onboarding invite, questionnaire completion, and review-ready status.
This sequence combines validated client-management behaviors with lead and onboarding flows so existing records can be onboarded cleanly.
Before you start
- Confirm client details are up to date in /app/clients/[id] (name, email, phone).
- Ensure your handle and branding are configured so shared links look professional.
- Choose the route for this stage: onboarding questionnaire from the client record (default), or lead invite from /app/leads/invites/[id] only when you intentionally need a lead-style invite flow.
Step 1: Audit and update the client record before sending forms
Open /app/clients/[id] and use Edit details to correct contact info and notes.
If the person is still a lead, convert to Active when they are ready for onboarding.
Step 2: Optional: use a lead invite only when that flow is intentional
If you need a lead-style invite, go to /app/leads/invites/[id] and use Invite Links to create a recipient-specific token.
Use this path intentionally for lead-invite templates. For core onboarding questionnaires, use Send an onboarding form on the client record.
Step 3: Issue and complete the onboarding questionnaire
Use Send an onboarding form on the same client record to generate an invite link.
Confirm the client completes the form and that history updates to Completed.
Step 4: Review submissions, flags, and readiness status
Open /app/onboarding and check status filters for pending and completed items.
Use the client detail timeline to inspect each onboarding item and any flagged answers that require follow-up.
Use your notes and activity timeline to record onboarding completion decisions.
Step 5: Lock in a repeatable onboarding process for future clients
Use templates and invite links consistently so each new onboarding follows the same steps.
Re-check filter and search controls in /app/clients and /app/onboarding to monitor who still needs forms.
Common issues and fixes
Client did not receive form link
Confirm email and phone fields first, then resend from the latest generated invite link.
Submission is visible but not tied to client
Use invite-mode links for existing clients. Open links create new lead records by design.
Invite says "Invite Not Available"
That template does not contain questionnaire questions. Switch to an onboarding/PAR-Q template or use an open lead form instead.
Onboarding appears complete too early
Verify profile, branding, and required forms are all complete before closing the onboarding task list.
Next actions
Related guides
How to Send Your First Onboarding Questionnaire
Generate an onboarding questionnaire link from a client profile, collect a completed response, and review readiness before training starts.
Lead Form vs Onboarding Form: When to Use Each
Use lead forms to capture new prospects at scale and onboarding forms to collect deeper data from known clients.