CLIENT

ONBOARDING
Checklist

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 TABLE OF CONTENTS

PAGE

03 Introduction

04-09 Client Onboarding Checklist

10-12 Bonus Material #1: Tips to

Grow on Instagram Checklist

13-19 Bonus Material #2: Ultimate

Guide to Hashtags on Instagram

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WWW.HOMEMADESOCIAL.COM
 CLIENT ONBOARDING CHECKLIST

Before we get started, we HAVE to talk about Dubsado (aka our secret to
keeping our on-boarding process automated!). Dubsado is the best CRM
system we’ve found for the price! We use it for keeping our internal systems
automated and organized. Dubsado allows us to keep track of our leads and it
automatically follows up with them to send links to book calls, proposals,
contracts, invoices, and more. We also are able to automatically track
payments (& remind clients when their payment is late) and take notes for
client projects in one place.

You can sign up for Dubsado here!

Once you’ve sent over a proposal, gotten a signed contract back, and they’ve
paid the first invoice. Now what? You’re in the right place- this checklist will
provide a step-by-step roadmap highlighting the best practices and tools so
both you and your client can walk through the process with ease.

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WWW.HOMEMADESOCIAL.COM
 CLIENT ONBOARDING CHECKLIST

Have client fill out New Client Questionnaire form

QUESTIONS TO INCLUDE:

When is your ideal start date for social media management?

Please provide social media account log in information and grant
us access to additional related accounts or files.
Who is your ideal customer?
Do you have a secondary target audience we should consider?
Who do you want to reach?
Give us an elevator pitch for your business.
What characteristics does your company/brand possess?
What problem are you solving for customers? OR What
need/desire are you meeting?
What will you be selling?
What is the price range of your products/services?
Who are your three closest competitors?
Why do your clients/customers choose your products/services
over your competitors?
What goals do you want to accomplish with social media?
What do you want to accomplish with a social media campaign in
three months? In six months? In one year?

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 CLIENT ONBOARDING CHECKLIST

QUESTIONS CONTINUED...

What is your measurement of success in your business?

What kind of tone would you like us to take in the posts on your
behalf?
What are your current forms of marketing?
Do you have a slogan or tagline?
What three words come to mind when describing your brand?
What don’t you like about your current marketing positioning?
What is the primary message you want to convey?
When confronted with spam, malicious postings or comments,
how would you like us to respond?
Are there any social media accounts relevant to your business
that we should be following and interacting with?
How often would you like us to be in communication with one
another?
For any URGENT communication, how would you prefer we get
ahold of you?
Describe your brand’s ideal look and feel.
Does your brand or business have a color theme and style guide?
What Instagram pages do you like for inspiration? Why?
Is there anything else we need to know about your social media
needs and desires?

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 CLIENT ONBOARDING CHECKLIST

If running Facebook or Instagram ads for the client, have client

add you as a partner for their Facebook Business Manager

STEPS FOR CLIENT TO COMPLETE THIS:

If they do not have a Facebook page already set up, they can do so
here (they must do this).
Go to business.facebook.com.
Click Create Account.
Enter a name for your business, select the primary Page and
enter your name and work email address.
Move through the rest of the onboarding flow by entering the
rest of the required fields.
Create an Ad Account, add your Facebook page, Instagram
page, and users to Business Manager.
Under Business Settings (top left corner), add our agency as a
"partner" to business manager. *Include ID number here*
Grant us Admin access to the Facebook Page, Ad Account, Pixel,
Catalog, and Instagram.
Add your billing info to Business Manager under "Billing."

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 CLIENT ONBOARDING CHECKLIST

Countersign contract in Dubsado or CRM system of choice

Set up reoccurring invoices in Dubsado or CRM system of choice

Schedule team meeting to go over onboarding and to-dos for client

This meeting is your chance to inform your team about who your new
client is, what services you will provide, who will be assigned what
tasks, and more!

MEETING AGENDA:

Disclose client start date

Walk through New Client Questionnaire answers
Look at current social media and website to brainstorm content
and optimization recommendations
Discuss client to-dos and routine task assignments
Address any questions

Assign reocurring tasks to team members in Asana

We have a paid download explaining what tasks we recommend
implementing on a daily, weekly, and monthly basis, and SURPRISE-
it’s included in this download! See pages 10-12 of this document for
that download!

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 CLIENT ONBOARDING CHECKLIST

Add client fonts, colors, and logos to Canva or design tool of

choice

Design Instagram Story templates in Canva & send to client for review

Add client login information to login spreadsheet

We’ve found that a spreadsheet filled with our clients’ login information is
the best way to keep their account information organized.

LOGIN INFORMATION TO COLLECT:

Facebook Google Analytics

Instagram Dropbox
Pinterest Google Drive
Twitter Flickr
YouTube Shopify or sales data
Linktr.ee Mailchimp

Set up client account in Later/Buffer/Tailwind or scheduling tool of

choice

Upload any pictures client has provided to Later

Research and create saved hashtag groups in Later

Not sure where to start with hashtags? We’ve included our
Ultimate Guide to Hashtags on Instagram download on
pages 13-19 of this document!

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 CLIENT ONBOARDING CHECKLIST

If desired, create zap in Zapier to automatically publish Instagram

posts to Facebook

Add client accounts to Whatagraph or analytics report system of

choice
If you hate putting together analytics reports, Whatagraph makes it SO
easy. It syncs with almost any digital marketing platform (ie. Google
Adwords, Facebook Business Manager, Instagram, etc) and puts
together beautiful analytics reports that you can share with your team
or clients.

Set up 15-minute bi-weekly calls with clients via Acuity or Calendly

Use these calls as an opportunity to check-in with your client. Update

them on analytics and ask for any news regarding sales, promotions,
new services/product launches, etc.

Follow new client on Instagram

Announce new client on Instagram

Congratulations! You have completed your Client Onboarding Checklist!

We hope this checklist helped make your onboarding process as
seamless as possible for both you and your client.
See through the end of this download for your bonus material!

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WWW.HOMEMADESOCIAL.COM
 BONUS MATERIAL #1

TIPS TO GROW
ON INSTAGRAM
Checklist
DAILY
WEEKLY

MONTHLY

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 DAILY CHECKLIST
Like and reply to all comments on your posts to foster a
relationship with your audience
Like and comment on any photos you have been
tagged in

Reply to all DMs

Publish a Story with at least 2 frames (Bonus:

Incorporate a sticker followers can engage with!)

Publish an on-brand feed post with a compelling caption,

relevant hashtags, tags, and a geolocation

Cross-post to another social platform like Facebook or

Pinterest
Like 10 posts from 3 hashtags that your target audience
follows

Leave 5 intentional comments on posts of new users

that fall under your target audience

Follow 5 new accounts that fall under your target

audience
Set time aside to scroll through your feed to gain
inspiration and identify emerging trends

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WEEKLY CHECKLIST
Plan grid out two weeks in advance

Plan captions for the upcoming week only

Create Stories graphics/outline for the upcoming week

Update Stories highlights

Optional: Boost your best-performing post of the week

MONTHLY CHECKLIST
Check bio and link in bio for updates

Research and update hashtag groups

Collaborate with other brands or influencers with the same

target audience to gain more exposure for your profile

Optional: Shoot new high-quality content to post (This could

be done quarterly depending on your needs)

Track and review monthly analytics

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 BONUS MATERIAL #2

ULTIMATE GUIDE
TO HASHTAGS
ON INSTAGRAM

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 Having hashtags is a simple idea that has
WHY USE made some of biggest changes in getting a
brand noticed.

HASHTAGS? After all, IG users want to see posts relating

to their interests. So having the right
hashtags is only making their life easier and
your business more noticeable.
They are 100% worth it. Hashtags tend to

GROW.GROW.
get a bad rep, but we have proven them to
actually help your account grow! Our clients
have seen a major increase in engagement
just by using the right hashtags with each
post. GROW
Instagram is constantly updating the So how do you know which hashtags are going
hashtag feature within the app, giving you to help your biz? How do you find them? Let
more places to find hashtags and grow! us guide you.

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 FINDING #'S
WITHIN
INSTAGRAM
Instagram makes it easy to find
relevant hashtags for whatever
industry or niche your brand may be
in.

Start by searching a hashtag related to

your business. We will use
#creativebiz as an example. Once you
search one hashtag in IG, it will
suggest several similar hashtags where
you can click and look through the
types of posts using those hashtags as
well.

When searching a hashtag, it also gives

you information on each tag, such as
how many posts have this tag, the best
performing posts, and the most recent
posts. This is all vital information in
choosing which hashtags will work
best on your 'gram.

If you're having trouble thinking of

what hashtags to research, start by
looking at the hashtags used on
Instagram pages that are similar to
your brand.

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 DECIDING WHICH
#'S TO CHOOSE

It's a highly saturated market...we get it. However, that doesn't mean it's
impossible. Deciding which #'s to choose can be a science, but luckily you
can test different hashtags until you find your fit.

Tip #1: Find hashtags that are being used but not overused. When you're just
starting to grow your IG you don't want to use the hashtags with 5M posts,
otherwise your posts won't be noticed in the large sea of bigger accounts.

Tip #2: Intentionally choose hashtags that a relate to your targeted audience.
Meaning, you choose hashtags that your audience is actually searching for.

Tip #3: Don't hesitate to use specific hashtags. For example, if you're posting a
picture at a popular travel destination, add a hashtag of that place to reach others
who are interested in that destination.

Tip #4: Create a branded hashtag for your biz! This is a great way to gain
exposure for your brand. Using your branded hashtag on each post will help
people recognize and remember your biz. It also encourages customers to use
your hashtag in related posts.

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 Pro Tip: Create multiple hashtag groups that

CREATING are more defined for specific types of posts.

Since your brand posts a variety of pictures,
you should use a variety of hashtags "groups"

HASHTAG that relate to each individual post.

Having differentiated hashtag groups also will

GROUPS help make your hashtag use feel less

"spammy".

Having a hashtag group is a great way to

CONSISTENCY
make it easier to consistently post with
hashtags.

Once you have found a group of at least 10

hashtags, save them. Save them to your
notes or your scheduling tool so that you
IS KEY
can easily copy and paste them into your Having a hashtag group doesn't mean you're
caption. Many scheduling apps, such as stuck with those hashtags forever. Switch
Later + Planoly, allow you to save hashtags them out every so often to appeal to potential
groups for easy pasting into a caption. new followers

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 LATER + PLANOLY

Later + Planoly are two great scheduling tools that we couldn't live without.
Both tools include hashtag features that make finding and adding hashtags to
your posts seamless.

hashtag groups in planoly hashtag suggestions

in later

save hashtag
groups to
easily add to
the end of
your caption

hashtag groups in later

just like on IG, you can

search a hashtag and it
will show related tags and
their relevance

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 STAYING
UP-TO-DATE
TRACK YOUR HASHTAGS IN INSIGHTS
IG gives you insights that make it really easy
to track which posts perform well, thus
helping you understand which hashtags are
working and which aren't.

SWITCHING OUT HASHTAGS

We recommend switching out your hashtags
often. This means a couple of things. Switch
out your hashtags for each posts, and switch
them out completely every so often. If you
begin to notice that certain hashtags aren't
increasing engagement, then swap them out
with different ones.

RESEARCH NEW HASHTAGS

This will help keep your IG relevant. We all
know social media is constantly evolving and
hashtags are a huge part of that. New
hashtags show up everyday and staying up-
to-date will help you in the long run!

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