EP 40. Creating a Calm, Soulful Onboarding System (That Supports Both You and Your Clients)
Click the player above to watch this episode on YouTube or listen to the audio-only version here.
Chapter 1: The Overwhelm of Getting It Right
If you’ve ever fumbled your way through onboarding a new client — searching for past emails, forgetting what they told you in their intake form, or scrambling to send a welcome message — you’re not alone.
It’s one of those behind-the-scenes parts of business that no one really teaches you… but it sets the tone for everything that follows.
I know this all too well — because I’ve done it both ways.
In a past life, I was an HR onboarding specialist. My whole job was to make people feel welcome, supported, and set up for success.
But in my own business? That level of thoughtfulness didn’t always come through.
Until I realized that what I was missing wasn’t capability.
It was a calm, supportive system.
Chapter 2: What Happens After They Say Yes?
There’s a special kind of energy that comes when someone signs on to work with you.
They’re excited. You’re excited. It’s a moment full of potential and trust.
But that trust can be easily shaken if what happens next is clunky, unclear, or too casual.
A missed email. A vague next step. A confusing link.
These small cracks can erode confidence — not just in you, but in themselves.
And I know that’s not the vibe you want for your business.
What you want is to hold your clients gently through the transition — from curiosity and interest… into full trust and transformation.
Chapter 3: My Gentle Onboarding System
Today, I’m walking you through how I create a soulfully structured onboarding process that supports both me and my clients — without needing a VA or a big tech stack.
Here’s what I’ve built inside Acuity Scheduling (and why it’s been a game-changer):
Custom Appointment Types
Each coaching offer has its own type, so the confirmation emails and language are personalized — no generic scheduling.
Automated Prep Emails
These include links to a private Notion dashboard or PDF guide, what to expect, and a few reflection prompts to help them prepare.
Intake Forms
I gather intentional, soulful context upfront — not just “goals,” but what kind of support they need and how they want to feel.
Follow-up & Reminders
Acuity automatically sends these out for me, so I’m not scrambling to follow up manually between calls.
Offboarding
Once the series wraps, they receive a final wrap-up message, a testimonial request, and sometimes even a mini thank-you gift.
Setting this up took time — but now that it’s done, it holds everything.
I don’t have to think about it.
And I’m not waking up at 3am wondering if I forgot to send something important.
Chapter 4: Why This System Supports You, Too
This isn’t just about delivering a professional experience for your clients — it’s about protecting your energy, too.
When things are automated and thoughtful:
You don’t have to rely on memory
You stop overcompensating with over-giving
You show up calm, clear, and present
Your energy sets the tone for the container you’re creating.
And this kind of grounded leadership is what creates safety and trust.
Chapter 5: Let It Be Gentle (Even if You’re Behind)
If you’ve been feeling like you’re winging it every time someone signs on… that doesn’t mean you’re doing it wrong.
It just means you haven’t built the scaffolding to support the level of care you want to offer.
That’s what this episode is about — giving you the inspiration and clarity to build that scaffolding in a way that feels light, not heavy.
Start small.
Pick one touchpoint to upgrade — a better intake form, a warmer welcome message, a reminder email you don’t have to remember to send.
Over time, these become your system.
And your business begins to feel a little more like home — for both you and your clients.
A Gentle Reflection
Ask yourself:
What’s the very first thing a client receives after signing on? Does it feel warm, clear, and intentional?
Where am I overextending myself in client delivery that could be supported with a system?
What would a calm, soulfully supportive client experience feel like — for both of us?
A Tiny Checklist for Thoughtful Onboarding
☐ Review your current welcome email — is it clear, warm, and aligned?
☐ Create (or update) your intake form to ask better questions
☐ Set up a simple follow-up sequence in Acuity or your scheduler
☐ Design a wrap-up message or email template for offboarding
☐ Ask for a testimonial in a way that feels easy for them to answer
Links & Resources
Acuity Scheduling — The tool I use to create customized appointment types, send automated emails, intake forms, reminders, and follow-ups
My Feedback Form on Squarespace
Notion for creating a visual workflow and client tracking system
Google Docs or Sheets if you prefer an easier-to-set-up workflow and tracking sheet for client information, etc.
I’d love to hear from you
What’s your best tips for creating a smooth, soulful onboarding experience for you or your clients?
Or, what’s the worst onboarding experience you’ve ever had? What made it so bad?
Drop your thoughts in the comments 🫶
k.🤍
