Why This Playbook Matters

You closed the deal. 🎉

Now you’re stuck:

Sending the same intake form

Sharing docs one-by-one

Playing calendar ping-pong

Every minute you spend manually onboarding a client is time not spent delivering results.

This playbook walks you through building an AI-powered client onboarding system using Jotform, n8n, and Google Suite—no code required.

Let automation handle the busywork. So you can stay focused on what actually grows your business.

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Implementation Guide

Step 1: Create Your Client Intake Form with Jotform

Objective: Collect key client details, preferences, and goals in one place

Sign up at Jotform.com​

Create a new form with fields for:

Full Name

Email

Business name

Goals

Preferred meeting times

Publish the form and grab the link

💡 Pro Tip: Enable notifications so you get a heads-up every time a client submits.
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Step 2: Trigger Automation in n8n

Objective: Send client data where it needs to go

Go to n8n.io and create a new workflow

Trigger: “ Jotform Trigger”

Action: “Create Google Drive Folder”

Name it after the client

Add subfolders: Contracts, Deliverables, Meetings

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🚀 Result: Every client gets a neatly organized Google Drive space without you lifting a finger.

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Step 3: Send a Welcome Email with Next Steps

Objective: Send a personalized onboarding email immediately

Action: “Send Email in Gmail”

Use dynamic fields from the Jotform submission

Link to:

Their personalized Google Drive folder

Your Calendly or booking link

Any getting-started docs

✉️ Example Welcome Email:

Subject: Welcome Aboard, [First Name]!

Hi [First Name],

Thanks for joining—I'm excited to get started.

✅ Here's your personalized folder: [Link]

📅 Book your kickoff call: [Calendly Link]

📄 Please read this short onboarding guide: [Link]

Let me know if you have any questions!

Talk soon,

[Your Name]

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Step 4: Optional — Summarize Intake Responses with GPT

Objective: Auto-generate a summary of the client’s needs

Add OpenAI to your workflow

Prompt: “Summarize this intake form for internal use...”

Send the summary to Google Docs, Notion or Slack

💡 Use Case: Share this with your team or use it to prep for kickoff calls.

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Step 5: Test and Activate Your System

Objective: Ensure everything runs smoothly

Submit a test form

Check if the folder is created, the email is sent, and the GPT summary is generated

Activate your workflow
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Workflow diagram:

Final Thoughts

With this automation, you:

✅ Save hours per client

✅ Create a frictionless first impression

✅ Let you scale onboarding without scaling headaches

Great onboarding = better retention.

Build it once. Let automation do the rest.

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