Client Onboarding System

Delta Hub Media — Questionnaire · Build Checklist · Handoff Email

Part 1

Client Onboarding Questionnaire

Send this as a Google Form or Typeform. Fill in the answers below when received. This becomes the source of truth for training the AI assistant.

🏢 Business Basics Required
Business Name
___________________________
Owner Name
___________________________
Phone Number (for lead notifications)
___________________________
Email for Lead Notifications
___________________________
Website URL
___________________________
City & State / Service Area
___________________________
🕐 Hours & Availability
Business Hours (Mon–Fri)
e.g. 7am–6pm
Weekend Hours (if any)
e.g. Sat 8am–2pm / Sun Closed
Emergency / After-Hours Available?
Yes / No — if yes, what number?
Response time promise (for follow-ups)
e.g. "We call back within 2 hours"
🔧 Services Offered Required
List all services (one per line)
e.g. AC repair, furnace installation, duct cleaning, tune-ups...
The more specific, the better the AI performs.
Are there services you DON'T offer? (so AI doesn't promise them)
e.g. "We don't do commercial, only residential"
Pricing — any ranges you're comfortable sharing?
e.g. "Service calls start at $89" or "We give free estimates"
If none, AI will say "pricing varies — request a free estimate."
💬 Common Customer Questions
What are the top 5 questions customers ask you most?
1. Do you offer free estimates? 2. How soon can you come out? 3. Do you service [Brand] units? 4. What areas do you cover? 5. ___
Tone / personality preference for the AI
Friendly & casual / Professional / Straight to the point
Anything the AI should NEVER say or promise?
e.g. "Never promise same-day service" or "Don't quote prices"

Part 2

Build & Launch Checklist — Renato's Internal Checklist

⚙️ Build Phase
Onboarding form received & complete
All required fields filled. Follow up if anything missing.
AI trained on business info
Services, hours, service area, FAQs, pricing, tone loaded.
Lead capture configured
Name, phone, service request captured. Notification email tested.
Chat widget branded
Business name in chat header. Colors match their site if possible.
Internal QA — 10 test questions asked
Services, hours, area, pricing, emergency, booking request, off-topic.
Preview link generated & sent to client
Include link + instructions: "Type a question a customer would ask."
🚀 Launch Phase
Client approved the AI assistant
Written confirmation (email reply "looks good" is fine).
Embed code generated
One-line script tag ready for their site.
Installed on client's website
Either pasted by client, or done via screen share / CMS access.
Live test on real site
Visit their site, ask 3 questions, confirm widget appears and responds.
Lead notification tested
Submit a test lead — confirm client receives the email/text.
Setup invoice sent via Stripe
$397 (T1) or $697 (T2). Monthly subscription activated.
"You're live" handoff email sent
See Part 3 below.
Client added to monthly report list
Add to the monthly reporting tracker — name, email, go-live date.

Part 3

"You're Live" Handoff Email Template

Hey [FIRST NAME],

Great news — your AI assistant is live on [WEBSITE URL] as of today. Go ahead and visit your site and try asking it something — I think you'll like how it handles it.

Here's a quick summary of what's set up:
• Trained on: [LIST KEY SERVICES — e.g. AC repair, heating, duct cleaning]
• Hours programmed: [MON–FRI 7AM–6PM, SAT 8AM–2PM, CLOSED SUN]
• Service area: [CITY/REGION]
• Lead notifications sent to: [THEIR EMAIL / PHONE]

What to expect:
When a visitor asks about your services or requests a callback, you'll get an email with their name, number, and what they need. The sooner you follow up, the better the conversion rate.

Need to make a change?
If your hours change, you add a service, or anything needs updating — just reply to this email. We'll update it within 24 hours at no charge.

You'll receive your first monthly performance report on [FIRST DAY OF NEXT MONTH].

Thank you for trusting us with this — we're excited to see it capturing leads for you.

Talk soon,
Renato
Delta Hub Media
renato@deltahubmedia.com