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	Integration Required?
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	Email	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)

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	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