Client Onboarding Process

Our Onboarding Process

1. Discovery Call

We start with a 30-minute discovery call to understand your business goals, challenges, and expectations. This helps us determine if we're the right fit for each other and how we can best serve your needs.

During this call, we'll ask questions about your current online presence, target audience, competition, and what success looks like for your project.

30 minutes

2. Proposal & Agreement

Based on our discovery call, we'll prepare a detailed proposal outlining our recommended services, project scope, timeline, and investment. We'll review this together to ensure it aligns with your expectations.

Once the proposal is approved, we'll send over our service agreement that outlines the terms and conditions of our work together.

3-5 business days

3. Kickoff Meeting

After the agreement is signed and the initial payment is processed, we'll schedule a comprehensive kickoff meeting to dive deeper into your project requirements.

During this meeting, we'll introduce our team members working on your project, establish communication channels, outline the project plan, and set clear expectations for deliverables and milestones.

60-90 minutes

4. Information Gathering

After the kickoff meeting, we'll provide you with a questionnaire and asset request list tailored to your specific project. This will include brand guidelines, content requirements, access to existing platforms, and any other relevant information.

We'll also set up your client portal where you can track project progress, access important documents, and communicate with our team.

1 week

5. Strategy Development

Based on the information gathered, our team will develop a comprehensive strategy for your project. This includes market research, competitive analysis, technical planning, and detailed roadmaps for implementation.

We'll present this strategy in a follow-up meeting, address any questions or concerns, and make necessary adjustments before proceeding to the execution phase.

1-2 weeks

6. Project Execution

Once the strategy is approved, we'll begin executing the project according to the established timeline. You'll receive regular updates through our client portal, along with scheduled check-in calls to review progress and provide feedback.

Throughout this phase, our project manager will be your main point of contact to ensure everything runs smoothly and according to plan.

Varies by project

Expected Timeline & Milestones

While each project is unique, here's a general timeline of what to expect when working with SynchroEcom. This timeline provides clarity on both our responsibilities and what we'll need from you at each stage.

Typical Project Timeline

Week 1

Agency Contract signing and initial payment processing

Agency Project setup in management system

Agency Kickoff meeting scheduling and preparation

Client Review and sign contract

Client Process initial payment

Week 2

Agency Conduct kickoff meeting

Agency Provide detailed questionnaires and information request lists

Agency Set up client portal and communication channels

Client Attend kickoff meeting

Client Begin gathering requested information and assets

Week 3

Agency Review provided information and assets

Agency Begin market research and competitive analysis

Agency Create initial project framework

Client Complete and submit all questionnaires

Client Provide access to necessary platforms and systems

Week 4

Agency Develop comprehensive strategy

Agency Prepare strategy presentation

Agency Schedule strategy review meeting

Client Provide any additional information requested

Client Schedule availability for strategy review meeting

Week 5

Agency Present strategy and implementation plan

Agency Incorporate feedback and make adjustments

Agency Begin implementation of approved strategy

Client Attend strategy review meeting

Client Provide feedback and approval

Week 6+

Agency Full project execution

Agency Regular progress updates and check-in calls

Agency Milestone reviews and quality assurance

Client Regular review of progress updates

Client Attend scheduled check-in calls

Client Provide timely feedback on deliverables

Documents & Information We'll Need

Business Information

Business name, address, and contact information
Mission statement and company values
Target audience and customer personas
Unique selling propositions
Key competitors in your space
Short and long-term business goals

Tip: The more specific you can be about your target audience, the better we can tailor your digital strategy.

Brand Assets

Logo files (vector formats preferred)
Brand style guide (if available)
Color palette with HEX/RGB codes
Typography/font information
High-quality product images
Brand voice guidelines

Tip: If you don't have a style guide, we can help create one as part of our services.

Access & Credentials

Website hosting login credentials
Domain registrar login information
Current CMS access (Shopify, WordPress, etc.)
Google Analytics and Search Console access
Social media accounts (if we're managing them)
Amazon Seller Central access (if applicable)

Tip: We recommend using a password manager to securely share credentials with our team.

Content Requirements

Product descriptions and specifications
About Us content
Service/offering details
Team member bios and photos (if needed)
Testimonials and case studies
FAQs about your products or services

Tip: Don't have all the content ready? We offer copywriting services to help create compelling, SEO-friendly content.

Frequently Asked Questions

How long does the onboarding process typically take?

Our standard onboarding process typically takes 2-3 weeks from the initial contract signing to the start of project execution. However, this can vary depending on the complexity of your project and how quickly we receive the required information and assets from you. We'll provide a specific timeline during our kickoff meeting.

What happens if I don't have all the requested information?

Don't worry, we understand that not all clients have every piece of information readily available. We can work with what you have and help fill in the gaps. For missing brand elements, we can create them as part of our services. For technical access, we can guide you through the process of retrieving or setting up what's needed.

How will we communicate during the project?

We use a combination of communication channels to ensure smooth collaboration:

Client portal for project updates, document sharing, and message threads
Regular video calls for check-ins and presentations (typically via Zoom)
Email for formal communications and approvals
Direct phone calls for urgent matters

Your dedicated project manager will be your primary point of contact throughout the project.

What if I need to make changes to the project scope?

We understand that requirements can evolve as a project progresses. If you need to make changes to the scope:

Discuss the desired changes with your project manager
We'll assess the impact on timeline, deliverables, and budget
You'll receive a change order document outlining the adjustments
Once approved and any additional payments processed, we'll implement the changes

We aim to be flexible while ensuring that changes don't compromise the quality or timeline of the original deliverables.

Will I receive training on how to use my new website or system?

Yes, we include training as part of our service packages. Depending on your project, this may include:

Live training sessions via video call
Recorded tutorial videos for future reference
Written documentation and user guides
Dashboard walkthroughs

Our goal is to empower you to manage your digital assets confidently after our work is complete.

What payment structure do you follow?

Our typical payment structure is:

50% deposit upon signing the contract (required to begin work)
25% at the midpoint of the project
25% upon project completion

For larger projects, we may offer more incremental payment schedules tied to specific milestones. We accept credit cards, bank transfers, and PayPal.