HR client onboarding workspace. A branded onboarding checklist portal per new client.
When a new client signs, the implementation lead emails a welcome packet with PDF intake forms, an Excel employee census template, banking authorization, and EIN and prior-payroll requests. The client fills out what they can and emails it back, usually incomplete. The lead chases the gaps over phone and email for two to four weeks. Once everything is in, the lead manually keys employees, compensation, deductions, and banking details into Gusto, Rippling, or ADP Run.
It starts when a new client signs.
The moment that kicks off the workflow. Today this is the email someone reads, the call someone takes, the document someone walks across the office. The tool replaces the human router.
4 steps. The tool handles them.
- 01
We stand up the branded checklist template
Pilot weeks 1 to 2: we encode your standard onboarding checklist (intake items, document requests, due dates) into one branded portal template per project type.
- 02
Each new client gets their own checklist portal
A branded URL per client with their personalized checklist, due dates, and a live completion dashboard the implementation lead can see at any time.
- 03
Client uploads at their own pace, lead sees progress live
Documents and intake fields complete one at a time. No more "did they send the census?" emails. Outstanding items surface automatically.
- 04
First-pass intake completeness above 90% by day 30
Lead reviews the completed portal once. The pilot stops here; payroll-platform deep link, automated document handling, and census import grow in next.
30-day proof.
The pilot delivers one thing: a branded checklist portal per new client with a live completion dashboard. The first 2 to 3 weeks, we encode your standard onboarding checklist into one template. By day 30, the implementation lead stops chasing intake gaps over phone and email and starts seeing client progress live in the dashboard. First-pass completeness lands above 90 percent.
From there it grows. On the monthly, the next tool layers in a secure deep-link handoff to your downstream payroll platform (Gusto, Rippling, ADP Run, Paylocity, QuickBooks Payroll). The one after adds document automation (W-4, I-9, direct deposit forms generated from the structured intake). The one after layers in census import so employee data flows straight into payroll without manual keying. Eventually the destination is the full onboarding workspace the Solutions Library describes.
Your monthly is flat once the pilot graduates onto Starter. Small refinements stay included. Adding payroll deep-link, document automation, or census import is a new tool, and we tell you about it openly before we build it. Implementation-lead capacity grows tool by tool across the first year.
$800 pilot: one branded checklist portal per new client with a live completion dashboard. 1 to 3 weeks to build, 30 days live. After the pilot, the engagement graduates onto Starter ($295/mo). The workspace grows from there as payroll handoff, document automation, and census import layer in.
Where this build fits, where it does not.
This fits small and mid-sized HR consultancies, payroll bureaus, and PEO advisory firms onboarding 1 to 5 new clients per month. Typical fit: 5 to 25 person firms whose onboarding currently takes 5 to 7 weeks from signed contract to first payroll ready. It works when your onboarding sequence is mostly templated with per-client variations (state, industry, payroll platform). It does not fit firms whose onboarding is primarily relationship-led with no defined intake checklist to track.
Built on top of what you already run.
The pilot stands up one branded checklist portal per new client with a live completion dashboard. No payroll-platform integration in the pilot. As the tool grows on the monthly, secure deep-link handoff to your downstream payroll platform (Gusto, Rippling, ADP Run, Paylocity, QuickBooks Payroll), document automation, and census import layer in one tool at a time. PII never lives in the workspace; the payroll platform stays the system of record for employee data.
Specific questions buyers ask about this build.
What does the $800 pilot actually deliver, exactly?
One branded checklist portal per new client with a live completion dashboard. By day 30, first-pass intake completeness lands above 90 percent and the implementation lead stops chasing gaps over phone and email. Payroll deep-link handoff, document automation, and census import layer in over the monthly.
What about PII security and compliance?
PII never lives in the workspace. The portal collects non-PII checklist progress and document references; PII (employee SSNs, banking, addresses) stays in your downstream payroll platform once the deep-link handoff grows in. The compliance posture you have already audited on the payroll platform carries the data.
What if our onboarding varies a lot per client?
The pilot stands up one template for your most common project type. On the monthly, branching gets added for common variations (multi-state vs single-state, HR-only vs payroll vs PEO, with-current-payroll vs migrating). Each branch lives in the same portal template.
Will the monthly nickel-and-dime me?
Your monthly is flat. Small refinements to a running tool are included. Adding payroll deep-link, document automation, or census import is a new tool, and we tell you about it openly before we build it. Most clients stay at their starting tier, and that is fine with us.
See more professional services builds.
This build fits other operations in the same industry, with their own outcomes and metrics.
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