You collect everything up front
Access, brief, identity, documents: the form and the file step gather what you need before kickoff.
Client onboarding
Client onboarding that runs on autopilot
Welcome, video, form, files, kickoff: build the journey once, every new client follows it.
7-day trial, card required · Live in 5 minutes
The short answer
What’s the best client onboarding software for a marketing or web agency?
XTablo lets an agency build a client onboarding flow in steps: message, video, link, form, file or date. A form builder collects the information you need, and you review the answers in the Studio. The onboarding flow is included in every plan, from €49 per month excl. taxes (about $55), with a 7-day trial.
Updated by Baptiste Belleville, founder of XTablo
At a glance
- Who it’s for
- Web, marketing, SEO and branding agencies and freelancers who regularly onboard new clients.
- What your client sees
- An onboarding flow in your agency’s brand, step by step.
- Step types
- Message, video, link, form, file, date.
- Forms
- Form builder, answers viewable by the agency.
- Plans
- Included in every plan: Freelance €49/month excl. taxes (about $55), Agency €79/month (about $89), Founder €500/year (about $561).
- Quick start
- You type your website address: XTablo pulls your logo and colors and sets up a first project.
Why it matters
A polished first impression
Your client discovers a portal under your name, with a welcome message and video. Not a chain of emails.
Fewer “did you get my file?”
Each step tells your client what to do and when. You review the answers without chasing.
How it works
- 1Create a project and open the client onboarding flow.
- 2Add your steps: a welcome message, a video, a brief form.
- 3Ask for the files you need and set a kickoff date.
- 4Send your client the invitation link.
- 5Review their answers in the Studio.
Who it’s for
Web agency
Before a redesign, you need the access details, the brief and the logo. A form and a file step collect them all at once, before the first meeting.
Marketing agency
Every new client gets the same welcome: intro video, goals questionnaire, kickoff date. You keep the same level of service every time.
Freelance brand designer
You ask your creative brief questions in a form, and your client uploads their references as files. You arrive at the first call already informed.
What does a client onboarding flow in XTablo include?
An onboarding flow is a series of steps your client follows in their portal. Each step has a type: a message, a video, a link, a form, a file or a date. You put them together in the order you like. Here’s an example for a web agency: a welcome message, a video introducing your team, a brief form, a file step for the logo and access details, then a kickoff date. Your client moves at their own pace and always knows what’s expected of them. You don’t build this in a separate document or an email chain: it lives in the client portal, in your brand, with your logo and your colors.
How do I collect client information with a form?
The form builder lets you ask your own questions: goals, audiences, access, preferences. Your client answers from their portal, and you review the answers in the Studio. You no longer have to reread an email thread to find a piece of information. If you need a document, such as a brand guide or an export, the file step asks for it clearly. With the date step, you set the kickoff meeting. Once onboarding is done, you continue in the same portal: roadmap steps, tasks, discussion, deliverable approval. Your client doesn’t have to switch tools between onboarding and the project. You don’t have to chase: your client knows where they are in the flow, and so do you.
Can I reuse my onboarding for every new client?
In part, yes. XTablo lets you turn a project into a template: steps, tasks, assignees and dates, reset to the new start date. You keep the structure of your standard project and adapt it to each client. That helps an agency of 2 to 5 people that has a process but no time to rebuild it with every signing. To get going fast, you can also type your agency’s website address: XTablo pulls your logo and colors and sets up a first project. All of this happens during the 7-day trial, with a card required and a charge after the trial. Nothing here requires a developer: you assemble the steps yourself in the Studio.
Onboarding a new client
| Today (email, WhatsApp, Drive…) | With XTablo | |
|---|---|---|
| Welcome | An email, sometimes a call. | Message and video in the client portal, in your brand. |
| Brief collection | A document to send back, follow-ups. | Built-in form, answers viewable in the Studio. |
| Files and access | Attachments scattered across emails. | A dedicated file step in the flow. |
| Kickoff | Several messages to find a date. | Date step in the flow. |
| Repeating for the next client | You copy everything by hand. | A standard project becomes a template (steps, tasks). |
FAQ
Which step types can I add?
Message, video, link, form, file or date.
Can I create my own forms?
Yes. XTablo includes a form builder, and you review your clients’ answers.
Is onboarding in my agency’s brand?
Yes. The portal carries your logo, your colors and your youragency.xtablo.com address. The “Powered by XTablo” mention stays visible, discreetly.
Can I import my clients from another tool?
No. You invite your clients with an invitation link.
Is it included in every plan?
Yes. Every feature is included, from €49 per month excl. taxes (about $55). Only your own domain is reserved for the Agency, Business and Custom plans.
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