Despite the length of this email, the actual set up process is quick and easy! I know you’re busy so let’s jump right in. Today we are automatically creating your onboarding tasks in your project management system using Zapier. 

We can do this with multiple different programs, depending on what your business uses, but here is the idea:

New client signs a contract or make a purchase → Tasks that need to be done to fully onboard (or execute the project) are automatically created in your project management system. 

STEP ONE 

Create a template in your project management system with the tasks that need to be done for each client. I’m familiar with ClickUp and Asana so I’ll walk you through both. 

• ClickUp: Create a list and add the tasks that need to be performed for each new client. Click the 3 dots next to the name → click templates → click save as template (see image below) 
• Asana: Create a new project with the tasks that need to be performed for each new client. 

“But Kasey, what should this list include?”
I have over 40 tasks for each Dubsado setup that I split into phases – so these tasks need to be duplicated everytime a new client signs on. DFY service providers are likely to have bigger lists which may include their entire project process.

Coaches might have shorter lists that include things like: purchase client gift, create client folder, share calendar invites (which I’m teaching you how to automate next week)! 

STEP TWO

Create a zap that connects your onboarding software (ie. *Dubsado, Clickfunnels, Thrivecart, Kajabi, etc.) to your project management system.

Create a new Zap with the following: 

• Select Trigger (app they use to purchase or sign up with you Ie. Thrivecart) → Event: Product Purchase OR Signs a contract → Select the product that should initiate the Zap for product purchases 
• Action: Choose your project management system → Event: Create List (ClickUp) or Duplicate Project (Asana)→ Select the appropriate workspace, space and folder you’d like your new list to be created → select the template you created → Name the list. You can pull in the clients info in the dropdown menu. 
• Test Action and you’re good to go! 

*Connecting a program like Dubsado 

Because Dubsado doesn’t have as many event triggers to pick from it can’t differentiate between offers. If you have more than one offer, include the below step in your Zap BETWEEN the Trigger – Dubsado and Action – Project Mangement system!

• For the in between step your action will be to ‘Filter by Zapier’ 
• You will only continue if the “Title” “(Text) Contains” –>The title of the contract they had to sign.
• You’ll set up your project management action the same as outlined above 🙂

Depending on the program you use this may take a little trial and error to figure out the exact wording of all actions, but once it’s up and running you’ll never have to worry about forgetting your onboarding or project tasks again! 

If you incorporate this into your business, let me know! 

Warmly,
Kasey