client-flow

# Client Flow New client? One message, full setup. From folder structure to welcome email to kickoff meeting — automated in 30 seconds instead of 30 minutes. ## Why This Exists Client onboarding is one of the most-reported use cases in the OpenClaw community, yet has zero dedicated skills on ClawHub. Freelancers, agencies, and small businesses repeat the same 8-step process for every new client — creating folders, sending emails, scheduling calls, setting up tasks. This skill automates the entire flow. ## The Onboarding Flow Triggered by something like: "New client: Acme Corp, contact Sarah at sarah@acme.com, project: website redesign, budget: $15k, deadline: March 30" The skill extracts whatever information is provided, asks for anything critical that's missing, then executes the full onboarding sequence: ### Step 1: Create Project Structure Create an organized folder hierarchy for the project: ``` [Client Name]/ ├── 01-Brief/ │ └── project-brief.md (auto-generated from intake info) ├── 02-Contracts/ ├── 03-Design/ ├── 04-Development/ ├── 05-Content/ ├── 06-Deliverables/ └── 07-Communications/ └── meeting-notes/ ``` Where to create: - **Google Drive**: if `gog` tool is available, create in a "Clients" folder - **Dropbox**: if Dropbox skill is available - **Local filesystem**: if running locally, create under a configurable base path (default: `~/Clients/`) - **Notion**: if Notion skill is available, create a project page instead of folders ### Step 2: Generate Project Brief Auto-generate a project brief document from the intake information: ```markdown # Project Brief: [Project Name] **Client**: [Company Name] **Contact**: [Name] ([Email]) **Start Date**: [Today or specified] **Deadline**: [Date] **Budget**: [Amount] ## Project Description [Generated from user's input — expand into 2-3 sentences] ## Objectives - [Extracted or inferred from project type] - [...] ## Deliverables - [Inferred from project type — e.g., "website redesign" → wireframes, mockups, final site] - [...] ## Timeline - Week 1-2: Discovery & Planning - Week 3-4: [Phase based on project type] - [...] ## Notes [Any additional context from the user's message] ``` Save this to the project folder. ### Step 3: Send Welcome Email Compose and send (or draft) a welcome email to the client: ``` Subject: Welcome to [Your Name/Company] — [Project Name] Kickoff Hi [Client First Name], Thank you for choosing to work with us on [Project Name]. I'm excited to get started! Here's what happens next: 1. I'll send a kickoff meeting invite for [suggested date/time] 2. Please review and sign the project agreement [if applicable] 3. We'll begin the discovery phase right away If you have any questions before we kick off, don't hesitate to reach out. Looking forward to working together! [User's name/signature from memory] ``` Delivery: - If email skill is configured: send directly (with user confirmation) - If not: output the email for the user to copy and send manually ### Step 4: Schedule Kickoff Meeting Create a calendar event for the kickoff meeting: - **When**: suggest a time 2-3 business days from now (or use user-specified date) - **Duration**: 30 minutes (default, customizable) - **Attendees**: client contact + user - **Title**: "[Client Name] — Project Kickoff" - **Description**: include project brief summary and agenda: ``` Agenda: 1. Introductions & project overview (5 min) 2. Requirements review (10 min) 3. Timeline & milestones (10 min) 4. Next steps & action items (5 min) ``` Use Google Calendar via `gog` tool, or Outlook if configured. ### Step 5: Create Task Board Set up project tasks in the user's preferred task manager: **For Todoist / ClickUp / Linear / Asana:** Create a project with these default tasks: - [ ] Send contract/agreement - [ ] Kickoff meeting - [ ] Discovery & requirements gathering - [ ] First deliverable review - [ ] Midpoint check-in - [ ] Final delivery - [ ] Client feedback - [ ] Project closure **For GitHub Issues:** (if the project is technical) Create a milestone + issues for each phase **For Notion:** (if used as task manager) Create a task database within the project page Each task gets a due date estimated from the project timeline. ### Step 6: Set Up Reminders Configure follow-up reminders: - **Day before kickoff**: reminder to prepare - **Weekly check-in**: recurring reminder to update the client on progress - **Milestone dates**: reminders for each deliverable deadline - **1 week before deadline**: "final sprint" reminder Use OpenClaw cron or the task manager's reminder system. ### Step 7: Update Client Registry Maintain a master list of all clients and projects: ```markdown # Client Registry | Client | Project | Status | Contact | Start | Deadline | Value | |--------|---------|--------|---------|-------|----------|-------| | Acme Corp | Website Redesign | 🟢 Active | sarah@acme.com | Feb 15 | Mar 30 | $15k | | Beta LLC | Brand Identity | 🟡 In Review | john@beta.io | Jan 20 | Feb 28 | $8k | | Gamma Inc | Mobile App | ✅ Completed | lisa@gamma.co | Nov 1 | Jan 15 | $25k | ``` Store in workspace memory or as a Markdown file in a "Business" folder. ## Post-Onboarding: Project Lifecycle ### Status Check **User**: "How are my projects doing?" or "Client status" → Pull from client registry + task managers and generate: ``` 🤝 Active Projects 1. Acme Corp — Website Redesign Status: On track ✅ Next milestone: First mockup review (Feb 22) Outstanding tasks: 3 of 8 completed Budget used: ~40% 2. Beta LLC — Brand Identity Status: Needs attention ⚠️ Next milestone: Final delivery (Feb 28) — 5 days away Outstanding tasks: 2 remaining Blocker: Waiting for client feedback since Feb 10 ``` ### Client Communication **User**: "Draft an update email for Acme Corp" → Generate a progress update email using project data: - What's been completed since last update - Current status and next steps - Any blockers or needs from the client - Timeline update ### Project Closure **User**: "Close the Beta LLC project" → Execute closure workflow: 1. Mark project as completed in registry 2. Send thank-you email to client 3. Archive project folder 4. Create a project retrospective note 5. Set a 30-day follow-up reminder for testimonial request 6. Set a 90-day follow-up for potential repeat business ## Templates Store customizable templates in workspace memory. Defaults are provided but users can override: - **Welcome email template**: adjust tone, signature, included links - **Folder structure**: add/remove folders based on project type - **Task list**: customize default tasks per project type - **Project types**: different presets for "website", "branding", "consulting", "development", etc. **User**: "When I onboard a development client, also add GitHub repo setup and Slack channel creation" → Store as a "development" project type template ## Configuration On first use: 1. **Business info**: company name, user's name, email signature, timezone 2. **Default tools**: which task manager, file storage, calendar, email to use 3. **Project types**: what kinds of projects do they typically do? 4. **Templates**: review and customize default templates 5. **Client folder location**: where to store project folders Store everything in workspace memory. After first setup, onboarding is one command. ## Edge Cases - **Minimal info**: if the user only says "new client: Acme", ask for contact email (required) and project name. Everything else can be defaults. - **Repeat client**: if a client name matches an existing entry, ask if this is a new project for the same client. If yes, add to existing client folder rather than creating a new one. - **No task manager**: if no external task manager is configured, create tasks as a checklist in the project brief - **No email configured**: output the welcome email for manual sending. Don't skip the step. - **International clients**: respect timezone differences in meeting scheduling. If client is in a different timezone, note it. - **Team projects**: if multiple team members are involved, allow assigning tasks to different people - **Budget tracking**: this skill doesn't do invoicing (that's a separate concern), but tracks estimated vs. actual budget at a high level