A Client Onboarding Portal for the First 30 Days
A client onboarding portal turns the first 30 days into a single link: your new client fills in a structured intake form, uploads the documents you actually need, and follows their own progress. You stop rebuilding the same email thread for every account — and you can see, without asking anyone, exactly which client is stuck and on what.
Blocked: Riverton Dental Group — waiting on signed W-9 since Aug 8
Copy this prompt to build the onboarding portal
Paste it into AgentUI and you get the first 30 days as a working portal: an intake form with real onboarding fields, a per-client document checklist with requested, received and overdue states, the five stages with the date each one was entered, an internal view of where every client is stuck, and a client view showing only what that client still owes you. Edit the field names, the document list and the stage names before you paste — and if you want more variants to start from, see the full set of client portal prompts.
The prompt stays in English — it is what the builder reads.
Build a client onboarding portal for the first 30 days with a new client.
Create a shared database with four tables. Clients: legal entity name, primary contact, contact email, locations, signed date, target go-live date, onboarding manager, current stage, stage entered at. Intake answers: linked to a client, question, answer, answered at. Document requests: linked to a client, document name (signed service agreement, W-9, certificate of insurance, ACH bank details, prior-year P&L), requested date, due date, status of Requested / Received / Overdue, uploaded file. Stage history: linked to a client, stage of Intake / Documents / Review / Kickoff / Live, entered at, moved by.
Give each new client their own login. A client must only ever see their own intake answers and document requests — never another client's records, and never internal fields like the onboarding manager's notes. Give my team a staff role that can edit everything and an admin role that can also invite clients.
Build the intake form clients fill in on day one, an internal view listing every client in onboarding with their current stage and days sitting in it so blocked accounts stand out, and a client view showing only what that client still owes us, with an upload button.
Record every status change in an audit log with who made it and when.Send one intake form on day one instead of starting an email thread
The intake portal asks every new client the same questions in the same order — legal entity, billing contact, systems, scope, who signs off. Answers land in one shared database instead of eleven replies, so nothing depends on someone remembering to forward the message.
A document checklist that says what you've received and what's overdue
Every document you need from a new client is a row: requested, received, or overdue, with the date. Chasing stops being a memory exercise. When the client uploads a file it changes state on your side immediately — no re-download, no re-upload, no copy-paste into a folder.
Signed service agreement
Aug 6, 2026
W-9 tax form
Due Aug 8
Certificate of insurance
Aug 7, 2026
Bank details (ACH form)
Sent Aug 11
Brand assets & logo files
Aug 9, 2026
Prior-year P&L statement
Sent Aug 11
See where every new client is stuck, without asking anyone
Each account moves through your real stages — intake, documents, review, kickoff, live — and the portal counts the days it has been sitting in each one. Anything past your threshold is flagged. That turns "how is the Riverton account going?" into a screen instead of a meeting.
Documents stage exceeds the 4-day threshold — 4 clients waiting
Your client sees their own progress, so you stop chasing
The client side of the portal shows one thing clearly: what we still need from you. Their outstanding items, a progress bar, and an upload button. Most of the follow-up you do today is telling clients something they could have read themselves.
Upload W-9 tax form
Overdue by 3 days
Confirm ACH bank details
Requested Aug 11
Upload prior-year P&L
Requested Aug 11
Completed: service agreement · certificate of insurance · brand assets
Built for the person who owns new client onboarding
If onboarding a new client currently lives in your inbox, a shared spreadsheet and a Drive folder, this is for you. One shared database is the source of truth, role-based access decides who sees which client, and audit logs record who changed what and when — so an account never becomes one person's fragile dependency.
- One shared database — no client data stranded in an inbox
- Role-based access per client, team and location
- Audit logs: who changed what, when
- Connects to the systems you already run on via SQL
We model your actual intake steps with you
Describe how your firm onboards a client and AgentUI builds the portal from that description — your stages, your document list, your fields. Then a human works through it with you in white-glove onboarding, so the tool matches the process you actually run instead of a template you have to bend around. Start on the Free plan, or Solo at $25/mo; Team plans start at $99.99/mo for 10 members.
Questions before you start
Can clients use the portal without creating an account in our systems?
Yes. Client access is separate from internal access. Role-based permissions decide exactly which records and documents a given client can see, and they never see another client's data.
Our intake is different for each service line. Can the portal handle that?
Yes. Stages, required documents and intake fields are yours to define, and you can run a different set per service line. Nothing is fixed by a template.
What happens to the onboarding data after the client goes live?
It stays in the same shared database, so the intake answers and documents you collected in week one are still the source of truth in month twelve — with the full audit trail of every change.
How long before we can onboard a real client through it?
You describe the process and get a working portal to react to right away. White-glove onboarding is there to shape it around your real intake steps rather than leaving you to configure it alone.
Onboard your next client through a portal, not an inbox
Tell us how your first 30 days work today. We'll build the onboarding portal around it.