Onboarding for client success

Virtual assistant (VA) onboarding template

Here's the perfect shareable checklist to onboard clients into your virtual assistant (VA) service. It will help you cover the legal admin, set up the comms and tools, and ensure a strong kickoff to get things off to a great start.

Use this template to onboard your clients.

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Virtual assistant client onboarding

Welcome to our partnership! This checklist will guide you through the steps to get us set up and working together efficiently. Please complete your assigned tasks so we can hit the ground running.

No due date

Link tasks to actions, such as completing forms or booking meetings

Initial setup and contracts

Let us get the administrative tasks out of the way so we can focus on growing your business.

Review and sign the master service agreement

Please review the terms and sign the digital contract sent to your email.

No due date

Pay the initial invoice

Submit payment for the first month retainer or initial deposit using the secure billing link.

No due date

Countersign contract and send welcome packet

Your VA will countersign the agreement and send you a welcome packet with important resources and next steps.

No due date Team member

Tasks can be for the clients being onboarded, or for the team

Communication and tools

Setting up our communication channels and tool access for seamless collaboration.

Complete the client intake questionnaire

Fill out the intake form with details about your business, preferences, and working style.

No due date

Share access to required tools and software

Please provide login credentials or invite your VA to tools like your email, CRM, and project management software using a secure password manager.

No due date

Set up shared project management workspace

Your VA will set up the shared workspace where we will track ongoing tasks, files, and daily progress.

No due date Team member

Kickoff and delegation

Meeting face to face and defining our first priorities.

Schedule our kickoff call

Use the booking link provided in the welcome packet to schedule a 30-minute kickoff call at your earliest convenience.

No due date

Brainstorm your first tasks to delegate

Before our call, jot down a list of 3 to 5 immediate tasks you would like to hand off.

No due date

Host the kickoff call and finalize action plan

Your VA will lead our kickoff call to align on goals and outline the action plan for our first week.

No due date Team member

Click the button below to edit or add tasks, add due dates, and much more...

Free plan • No credit card needed

Customize this template

Or build your own

How to use this template

Create once, send again & again to each new VA client

Step 1

Grab this template

Step 2

Send to clients

Only needs an email address. Or add an open invite link to your existing welcome emails.

Step 3

Clients complete tasks

  • Email reminders keep things moving
  • Ask questions or clarify with comments
  • Summary page shows everything you need to know

Free plan • No credit card needed

Customize this template

Or build your own

Loved by 4,500+ happy users

The perfect way to onboard clients

Your complete, virtual assistant onboarding hub

Your brand (even the emails)
Instantly know what's been done
Shows clients what to do
Chases up while you sleep
Everything lives in one place

Free plan • No credit card needed

Customize this template

Or build your own

Sick of the onboarding admin?

Switch to friction-free customer onboarding software

Secure link, no passwords

Accessing a plan (or getting back into it) is as simple as following a link. We're obsessed with useability.

Comment & collaborate

Customers can ask questions right from within a task. They can also invite others in to help them, without bothering you.

HubSpot ready

  • Start new onboarding plans inside HubSpot
  • Adds events to the timeline
  • Updates custom fields
  • Attaches photos and documents

If you don't use HubSpot, no problem. It works great without it too.

White label (including emails)

Every interaction, from invite through to the task page, showcases your brand.

Does the chasing up

Never send a "checking in" email again.
We'll make sure tasks always get done, on time.

Helps you improve

We'll ask clients to rate their onboarding experience.

  • Helps you to constantly improve your processes
  • Make sure your team are delivering exceptional service

A virtual assistant (VA) is a remote helper who provides administrative, creative, or technical support from a distance. The term can refer to a real person working remotely or digital AI software that automates everyday tasks.

Why people use virtual assistants

Saves time: Handles repetitive tasks so people can focus on higher-value work.

Saves money: Business owners get flexible, pay-as-you-go help without the expense of hiring a full-time, in-office employee.

Flexibility: Work can be done from anywhere in the world, often across different time zones.

Free plan • No credit card needed

Customize this template

Or build your own

Handles complex onboarding too

Calculated due dates

Set due dates calculated on the fly from the start date, a target date, or based off when other tasks are completed.

Sequential tasks

Choose to make tasks sequential, so that tasks need to be completed in order.

Frequently asked questions

How can I use this template?

Just click Customize this template above and we'll take you through a couple of simple steps to create an Onthen account and copy the virtual assistant (va) onboarding template into it.

Once that's done we'll take you straight into the template editor where you can customize it to your exact needs (there's bound to be a few things you'll do differently).

Finally, once it's ready you can use it to create individual checklists (we call them 'plans') for each of your clients. Just type their email address and we'll do the rest. As they move through the tasks, you'll see their progress in the dashboard.

Who is this virtual assistant (va) onboarding onboarding template for?

If you run a team that needs to onboard clients then the virtual assistant (va) onboarding template is a perfect starting point.

You'll first be able to tailor the template to your team's needs, by editing, removing or adding tasks to suit your onboarding process. When it's perfect, onthen has all the tools you need to easily invite clients to it and make sure all the tasks get done, on time.

How do clients use it?

First you'll invite clients to the checklist. You can either send an invite manually, through our HubSpot integration, or by using an invite link that lets anyone with the link create a new checklist.

Your clients won't need to create an account or a password, they'll simply access it with a 6-digit code we'll send to their email.

It's really easy to use and there's nothing to navigate, it's a simple single page onboarding plan that looks pretty much like you see above.

If any task gets forgotten about, we'll send email reminders to nudge your clients to complete everything.

Free plan • No credit card needed

Customize this template

Or build your own

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