Client Onboarding Checklist
Comprehensive 30+ item checklist for onboarding new AI consulting clients. Covers NDA, data access, systems inventory, stakeholder mapping, kickoff meeting, communication plan, and success metrics.
This template includes both English and Spanish versions. Scroll down to find "Versión Española".
Client Onboarding Checklist
VORLUX AI | vorluxai.com
Client: [CLIENT COMPANY NAME] Project Name: [PROJECT NAME] Engagement Lead: [VORLUX AI CONSULTANT NAME] Client Primary Contact: [NAME, TITLE] Engagement Start Date: [DATE] Checklist Owner: [VORLUX AI PM NAME] Last Updated: [DATE]
Instructions for Use
This checklist should be opened the moment a proposal is signed. Work through each section sequentially — later sections depend on earlier ones being complete. Mark each item with one of:
[ ]Not started[~]In progress[x]Complete[N/A]Not applicable to this engagement
Track blockers in the Notes column. Escalate any item that is more than 3 business days overdue to the Engagement Lead.
Lista de Verificación — Versión Resumida (ES)
Esta lista garantiza que cada nuevo cliente de VORLUX AI sea incorporado de forma completa y consistente. Cubre: documentación legal, acceso técnico, inventario de sistemas, mapeo de partes interesadas, reunión de inicio, plan de comunicación y métricas de éxito.
Section 1 — Legal and Administrative / Legal y Administrativo
| # | Item | Owner | Due Date | Status | Notes |
|---|---|---|---|---|---|
| 1.1 | Signed proposal / Statement of Work on file | VORLUX AI PM | Day 1 | [ ] | |
| 1.2 | Non-Disclosure Agreement (NDA) signed by both parties | VORLUX AI PM | Day 1 | [ ] | |
| 1.3 | Master Services Agreement (MSA) signed (if first engagement) | VORLUX AI PM | Day 1 | [ ] | |
| 1.4 | GDPR Data Processing Agreement (DPA) signed | VORLUX AI PM | Day 1 | [ ] | Required if personal data involved |
| 1.5 | Client invoice details confirmed (billing address, VAT number, PO number) | Finance | Day 2 | [ ] | |
| 1.6 | Payment schedule shared with client finance team | Finance | Day 2 | [ ] | |
| 1.7 | First invoice raised (if contract requires upfront payment) | Finance | Day 3 | [ ] | |
| 1.8 | Client added to VORLUX AI CRM / project tracking system | PM | Day 2 | [ ] | |
| 1.9 | Engagement file created (cloud folder structure set up) | PM | Day 2 | [ ] | |
| 1.10 | Insurance certificate shared with client if requested | Finance | Day 3 | [ ] |
Section 1 Complete: [ ] Sign-off by: _____________ Date: _____________
Section 2 — Data Access and Security / Acceso a Datos y Seguridad
| # | Item | Owner | Due Date | Status | Notes |
|---|---|---|---|---|---|
| 2.1 | Data access request submitted to client IT team | Engagement Lead | Day 3 | [ ] | List all systems/datasets needed |
| 2.2 | VPN or secure access credentials received | Engagement Lead | Day 5 | [ ] | |
| 2.3 | Read-only access to production data confirmed (where applicable) | Data Engineer | Day 5 | [ ] | Never request write access prematurely |
| 2.4 | Development/sandbox environment access confirmed | Data Engineer | Day 5 | [ ] | |
| 2.5 | Data sharing method agreed (SFTP, cloud bucket, API, etc.) | Data Engineer | Day 5 | [ ] | |
| 2.6 | Data encryption requirements documented | Data Engineer | Day 5 | [ ] | |
| 2.7 | Sensitive data categories identified and flagged | Data Engineer | Day 7 | [ ] | PII, special category, financial |
| 2.8 | Data retention and deletion policy agreed | PM + Client | Day 7 | [ ] | |
| 2.9 | Client’s security policies received and reviewed | Engagement Lead | Day 7 | [ ] | Password policies, MFA requirements |
| 2.10 | VORLUX AI team members added to client’s approved vendor list | Client IT | Day 7 | [ ] | |
| 2.11 | Data incident response contact confirmed on both sides | PM | Day 7 | [ ] |
Section 2 Complete: [ ] Sign-off by: _____________ Date: _____________
Section 3 — Systems Inventory / Inventario de Sistemas
Complete this section based on discovery call notes and client-provided documentation. This inventory feeds directly into the technical design phase.
| # | System / Tool | Vendor | Version | Owner (Client) | Integration Required? | Notes |
|---|---|---|---|---|---|---|
| 3.1 | ERP | [ ] Yes [ ] No | ||||
| 3.2 | CRM | [ ] Yes [ ] No | ||||
| 3.3 | LMS / Training Platform | [ ] Yes [ ] No | ||||
| 3.4 | Data Warehouse / BI Platform | [ ] Yes [ ] No | ||||
| 3.5 | Cloud Provider (AWS / Azure / GCP) | [ ] Yes [ ] No | ||||
| 3.6 | Identity Provider (SSO / LDAP / AD) | [ ] Yes [ ] No | ||||
| 3.7 | Document Management System | [ ] Yes [ ] No | ||||
| 3.8 | HR System | [ ] Yes [ ] No | ||||
| 3.9 | Existing AI / ML tools | [ ] Yes [ ] No | ||||
| 3.10 | Communication tools (Slack, Teams, etc.) | [ ] Yes [ ] No | ||||
| 3.11 | Project management tools (Jira, etc.) | [ ] Yes [ ] No | ||||
| 3.12 | [OTHER — add rows as needed] | [ ] Yes [ ] No |
API documentation received for all required integrations: [ ] Yes [ ] No [ ] Partial — details: ___________
Section 3 Complete: [ ] Sign-off by: _____________ Date: _____________
Section 4 — Stakeholder Mapping / Mapeo de Partes Interesadas
4.1 Core Project Team
| Name | Title / Role | Department | Phone | Project Role | Decision Authority | |
|---|---|---|---|---|---|---|
| Project Sponsor | Budget & priority | |||||
| Technical Lead | Technical decisions | |||||
| Business Analyst | Requirements | |||||
| Data Owner | Data approvals | |||||
| End User Rep 1 | UAT & feedback | |||||
| End User Rep 2 | UAT & feedback |
4.2 Extended Stakeholders (Informed but not Core Team)
| Name | Title / Role | Why Involved | Communication Frequency |
|---|---|---|---|
| Legal / Compliance | GDPR, contract review | At key milestones | |
| IT Security | Security reviews | At key milestones | |
| CFO / Finance | Budget sign-off | Monthly | |
| [OTHERS] |
4.3 Stakeholder Checklist
| # | Item | Status |
|---|---|---|
| 4.3.1 | All stakeholders listed above contacted and introduced to VORLUX AI team | [ ] |
| 4.3.2 | Each stakeholder’s preferred communication channel confirmed | [ ] |
| 4.3.3 | Stakeholder availability for kickoff meeting confirmed | [ ] |
| 4.3.4 | Decision escalation path documented (who decides when sponsor is unavailable) | [ ] |
| 4.3.5 | Client holiday / absence schedule for project duration received | [ ] |
Section 4 Complete: [ ] Sign-off by: _____________ Date: _____________
Section 5 — Kickoff Meeting Preparation / Preparación de la Reunión de Inicio
5.1 Logistics Checklist
| # | Item | Owner | Status |
|---|---|---|---|
| 5.1.1 | Kickoff meeting date, time, and location confirmed with all participants | PM | [ ] |
| 5.1.2 | Video conferencing link created and shared (if remote) | PM | [ ] |
| 5.1.3 | Calendar invites sent to all participants | PM | [ ] |
| 5.1.4 | Kickoff agenda circulated at least 48 hours in advance | PM | [ ] |
| 5.1.5 | Kickoff presentation prepared and reviewed internally | Engagement Lead | [ ] |
| 5.1.6 | Introductory email from Engagement Lead sent to client team | Engagement Lead | [ ] |
5.2 Kickoff Meeting Agenda Template
Meeting: [CLIENT NAME] — Project Kickoff Date / Time: [DATE, TIME, TIMEZONE] Location / Link: [LOCATION OR VIDEO LINK] Duration: 90 minutes Facilitator: [VORLUX AI ENGAGEMENT LEAD]
| Time | Item | Owner |
|---|---|---|
| 0:00 — 0:05 | Welcome and introductions | Engagement Lead |
| 0:05 — 0:15 | VORLUX AI team overview | Engagement Lead |
| 0:15 — 0:25 | Client team introductions and roles | Project Sponsor |
| 0:25 — 0:40 | Project objectives and success criteria | Engagement Lead + Sponsor |
| 0:40 — 0:55 | Project plan walkthrough (phases, timeline, milestones) | PM |
| 0:55 — 1:05 | Communication plan and tools | PM |
| 1:05 — 1:15 | Risks, assumptions, and open issues | Engagement Lead |
| 1:15 — 1:25 | Client responsibilities and commitments | Engagement Lead |
| 1:25 — 1:30 | Q&A and next steps | All |
Post-meeting: Circulate meeting notes and agreed actions within 24 hours.
5.3 Kickoff Follow-Up Checklist
| # | Item | Owner | Status |
|---|---|---|---|
| 5.3.1 | Meeting notes drafted and sent to all participants | PM | [ ] |
| 5.3.2 | Action items documented with owners and due dates | PM | [ ] |
| 5.3.3 | Project kick-off formally declared (email confirmation) | Engagement Lead | [ ] |
| 5.3.4 | VORLUX AI internal project workspace opened and team briefed | PM | [ ] |
Section 5 Complete: [ ] Sign-off by: _____________ Date: _____________
Section 6 — Communication Plan / Plan de Comunicación
6.1 Regular Touchpoints
| Meeting | Frequency | Participants | Format | Owner |
|---|---|---|---|---|
| Weekly status call | Weekly | PM + Client BA | 30 min video call | PM |
| Sprint demo | Every 2 weeks | Full project team | 60 min video call | Engagement Lead |
| Steering committee | Monthly | Engagement Lead + Sponsor | 45 min video call | Engagement Lead |
| Quarterly Business Review | Quarterly | All stakeholders | 2 hr in-person or video | Engagement Lead |
6.2 Communication Channels
| Channel | Purpose | Primary User |
|---|---|---|
| [EMAIL ALIAS] | Formal communications, document sharing | All |
| [SLACK/TEAMS CHANNEL] | Day-to-day queries, quick updates | Project team |
| [PROJECT TOOL — Jira/Notion/etc.] | Task tracking, issue log | PM + technical team |
| [SHARED DRIVE FOLDER] | Document repository | All |
| Phone / WhatsApp | Urgent issues only | PM + Client BA |
6.3 Communication Checklist
| # | Item | Status |
|---|---|---|
| 6.3.1 | Shared project folder created and client team given access | [ ] |
| 6.3.2 | Slack/Teams channel created and all participants added | [ ] |
| 6.3.3 | Recurring meeting series added to all participants’ calendars | [ ] |
| 6.3.4 | Status report template shared with client | [ ] |
| 6.3.5 | Escalation path documented and agreed | [ ] |
| 6.3.6 | Out-of-office / holiday cover confirmed for key roles | [ ] |
Section 6 Complete: [ ] Sign-off by: _____________ Date: _____________
Section 7 — Success Metrics / Métricas de Éxito
7.1 Defining Success
Work with the client to complete this table. These metrics will be tracked throughout the engagement and reported in each QBR.
| KPI | Description | Current Baseline | Target | Measurement Method | Review Frequency |
|---|---|---|---|---|---|
| [KPI 1] | [VALUE] | [TARGET VALUE] | [HOW MEASURED] | Monthly | |
| [KPI 2] | [VALUE] | [TARGET VALUE] | [HOW MEASURED] | Monthly | |
| [KPI 3] | [VALUE] | [TARGET VALUE] | [HOW MEASURED] | Monthly | |
| [KPI 4] | [VALUE] | [TARGET VALUE] | [HOW MEASURED] | Quarterly | |
| [KPI 5] | [VALUE] | [TARGET VALUE] | [HOW MEASURED] | Quarterly |
Examples of common AI consulting KPIs:
- Manual processing time (hours/week)
- Error rate in target process (%)
- Employee productivity score
- Customer satisfaction (NPS or CSAT)
- Cost per transaction
- Model accuracy / F1 score
- Time to decision
- Regulatory compliance score
7.2 Success Metrics Checklist
| # | Item | Status |
|---|---|---|
| 7.2.1 | Baseline data collected for all agreed KPIs before project starts | [ ] |
| 7.2.2 | Measurement methodology agreed and documented | [ ] |
| 7.2.3 | KPI dashboard access confirmed (who can see what) | [ ] |
| 7.2.4 | ”Project success” definition agreed and signed off by Sponsor | [ ] |
| 7.2.5 | Minimum viable success threshold documented | [ ] |
Section 7 Complete: [ ] Sign-off by: _____________ Date: _____________
Section 8 — Final Onboarding Sign-Off / Cierre de la Incorporación
| # | Item | Status |
|---|---|---|
| 8.1 | All sections of this checklist complete | [ ] |
| 8.2 | Kickoff meeting completed successfully | [ ] |
| 8.3 | Project formally active in VORLUX AI project tracking system | [ ] |
| 8.4 | Client confirmed happy to proceed | [ ] |
| 8.5 | VORLUX AI team has everything needed to start Phase 1 | [ ] |
Onboarding Sign-Off:
| Role | Name | Signature | Date |
|---|---|---|---|
| VORLUX AI Engagement Lead | |||
| VORLUX AI PM | |||
| Client Project Sponsor | |||
| Client Technical Lead |
Onboarding Notes / Notas de Incorporación
Use this space to capture any non-standard arrangements, agreed exceptions, or important context that future team members should know.
Date onboarding completed: _______________ Days from contract signature to project active: _______________
VORLUX AI — Inteligencia artificial que trabaja para su empresa. vorluxai.com | Valencia, Spain
Versión Española
Lista de Verificación de Incorporación de Clientes
VORLUX AI | vorluxai.com
Cliente: [NOMBRE DE LA EMPRESA] Proyecto: [NOMBRE DEL PROYECTO] Responsable: [NOMBRE DEL CONSULTOR VORLUX AI] Contacto del cliente: [NOMBRE, CARGO] Fecha de inicio: [FECHA]
Sección 1 — Legal y Administrativo
- NDA firmado por ambas partes
- Contrato / SOW firmado
- Orden de compra recibida (si aplica)
- Datos de facturación confirmados (NIF, dirección, email)
- Póliza de seguro de responsabilidad profesional verificada
- Acuerdo de procesamiento de datos (DPA) GDPR firmado si se manejan datos personales
- Términos de propiedad intelectual acordados (quién es dueño de qué)
Sección 2 — Acceso a Datos y Seguridad
- Fuentes de datos del cliente identificadas y documentadas
- Nivel de clasificación de datos acordado (público/interno/confidencial/restringido)
- Ruta de transferencia de datos acordada (SFTP/API/enlace seguro)
- Acceso VPN o remoto provisto (si es necesario)
- Credenciales de cuentas de servicio creadas (acceso con mínimos privilegios)
- Plan de retención y eliminación de datos acordado
Sección 3 — Inventario de Sistemas
- Lista de sistemas existentes del cliente (ERP, CRM, LMS, etc.)
- Versiones y niveles de API documentados
- Diagrama de arquitectura del entorno del cliente (o borrador)
- Requisitos de hardware para despliegue edge/local identificados
- Dependencias de red documentadas (firewall, proxy, DNS)
- Sistemas de monitorización existentes identificados
Sección 4 — Mapeo de Partes Interesadas
- Sponsor ejecutivo identificado
- Propietario del producto / decisor del lado del cliente
- Contacto técnico principal para integración
- DPO / contacto de cumplimiento (si se manejan datos personales)
- Usuarios finales / beta testers identificados
- Canales de comunicación acordados (email, Slack, Teams, etc.)
Sección 5 — Reunión de Inicio
- Fecha de kickoff confirmada con todos los participantes
- Agenda del kickoff preparada y enviada
- Presentación de VORLUX AI preparada
- Alcance del proyecto y criterios de éxito revisados
- Cronograma y fases presentados
- Riesgos discutidos y plan de mitigación acordado
- Próximos pasos y responsables asignados
Sección 6 — Plan de Comunicación
- Cadencia de informes acordada (semanal/quincenal/mensual)
- Formato de informe de estado acordado
- Procedimiento de escalamiento documentado
- Canales de comunicación de emergencia establecidos
Sección 7 — Métricas de Éxito
- KPIs de referencia capturados (estado actual antes del proyecto)
- KPIs objetivo definidos (mejora esperada)
- Criterio de ROI acordado (cómo se mide el éxito financiero)
- Período de medición acordado (30/60/90 días post-despliegue)
- Método de recopilación de datos para métricas confirmado
Sección 8 — Cierre de la Incorporación
- Todos los elementos anteriores completados y verificados
- Repositorio de proyecto creado y compartido
- Plan de proyecto cargado en herramienta de gestión
- Acta de kickoff distribuida con puntos de acción
- Fecha del primer entregable confirmada
Firma del responsable de incorporación: _______________ Fecha de finalización: _______________
¿Necesita ayuda con la incorporación de clientes? Contacte con VORLUX AI para consultoría en gestión de proyectos.