If you’ve ever wasted hours chasing down missing info from a new client, you know the pain of a sloppy onboarding process. Whether you’re a freelancer, agency, or small business, a solid onboarding checklist helps you avoid awkward emails, missed steps, and the whole “what now?” feeling. This is for folks who actually need to get work done—and don’t want to overthink their tools.
This guide shows you, step by step, how to build a straightforward client onboarding checklist using Tally.so templates. We’ll skip the fluff, focus on what’s actually useful, and call out which features are worth your time (and which aren’t).
Why bother with a client onboarding checklist?
Some people try to wing it—maybe you have a Google Doc somewhere, or a bunch of Post-Its. That works, until it doesn’t. A checklist does a few things:
- Saves you from forgetting must-have info
- Makes you look professional (clients notice)
- Gets everyone on the same page, fast
You don’t need a 20-step process with fancy automations. Just a repeatable way to collect what you need.
Step 1: Decide what needs to go on your onboarding checklist
Before you open Tallyso, spend five minutes sketching out what you actually need from every new client. Don’t just copy someone else’s list—think about the stuff that always holds up your projects.
Some basics to consider: - Contact info (name, email, phone) - Project details or scope - Files/assets (logos, brand docs, etc.) - Payment details or invoicing info - Key deadlines or milestones
Pro tip: Resist the urge to ask for everything up front. Only request what you need to get started. The longer your checklist, the less likely clients are to fill it out quickly.
Step 2: Get started with Tallyso templates
Tallyso is a no-nonsense online form builder with templates designed for this exact problem. Head over to Tally.so and sign up (free is fine for most people starting out).
- Once you’re in, find the “Templates” section.
- Search for “onboarding,” “checklist,” or even “client intake.” There are plenty of starter templates—pick one that’s close to your needs.
- Don’t worry if none are a perfect fit. You’ll tweak it anyway.
What’s good about Tallyso templates?
- They’re not bloated—most templates are just a few steps, which is exactly what you want.
- You can edit everything: titles, fields, instructions, branding.
- Conditional logic is there if you need it (e.g., only ask for billing info if the client checks “I’m the payer”), but don’t overcomplicate things right away.
What’s not worth your time (at first)?
- Don’t get lost in design tweaks. Fancy colors won’t make clients fill things out faster.
- Integrations and automations are handy later, but focus on getting the checklist right first.
Step 3: Customize your template to fit your process
Templates are starting points, not finished products. Spend 10-15 minutes editing the template so it actually matches how you work. Here’s what to pay attention to:
- Field order: Put the most important stuff first.
- Field types: Use “short text” for names, “file upload” for assets, “date” for deadlines, etc.
- Required vs. optional: Only mark fields as required if you absolutely need the info to start.
- Instructions: Add a short intro explaining why you need what you’re asking for. Clients are more likely to cooperate if you keep it human.
Pro tip: Fill out the checklist yourself as if you were the client. This is the fastest way to spot confusing questions or missing steps.
Step 4: Test your checklist before sending it to clients
This step is boring, but skipping it is a recipe for embarrassment. Send the checklist to a colleague, friend, or even yourself using a fake email. Watch for:
- Typos or unclear questions
- Broken file upload fields
- Weird formatting on mobile
Tallyso makes it easy to preview your form as a client would see it. If you find something annoying, your clients definitely will.
Step 5: Share the checklist with real clients
- Hit “Publish” in Tallyso and grab the share link.
- Drop the link in your onboarding email, proposal, or contract—wherever it makes sense in your process.
- If you want to look extra pro, embed the form on your website. Tallyso gives you the embed code, but honestly, most people are fine just sending the link.
Pro tip: Set a clear expectation for when you need the checklist completed (“Please fill this out by Thursday so we can get started on time”). Otherwise, you’ll be waiting forever.
Step 6: Collect responses and track what’s done
Tallyso automatically saves every response, so you’re not digging through your inbox. You can:
- Get instant email notifications when someone submits
- Export responses to a spreadsheet if you need to track multiple clients
- Use tags or folders inside Tallyso to stay organized, if you’re dealing with volume
If you’re working with just a handful of clients, don’t overthink it. The goal is to make sure you actually use the checklist, not to build an elaborate tracking system.
Step 7: Improve your checklist over time
No onboarding checklist is perfect from day one. After a few clients, you’ll notice which questions get skipped, which files are always missing, or which instructions are unclear.
- Tweak the template whenever you spot a recurring issue.
- Delete fields no one ever fills out.
- Add clarifying notes where people always seem confused.
Pro tip: If a client sends you new info by email instead of using the checklist, ask yourself: “Should this be on the form next time?” Let real-world usage guide your updates.
What about automation, integrations, and all the extras?
You’ll see plenty of advice about connecting Tallyso to CRMs, setting up zaps, and more. Here’s the honest take:
- Automations (e.g. sending data to Google Sheets or Slack) are nice if you’re onboarding lots of clients every week. For most people, you can do this later. Get your process right first.
- Branding is worth doing if clients expect a polished experience, but don’t obsess over every pixel.
- Custom domains and advanced features require a paid Tallyso plan. Decide if you really need them before upgrading.
Focus on making it easy for clients to give you what you need—the rest can wait.
Keep it simple (and iterate)
A client onboarding checklist isn’t about looking fancy; it’s about saving time and headaches for everyone involved. Start with the essentials, use a template as a shortcut, and don’t be afraid to make changes as you go.
Remember: Done is better than perfect. Get your checklist out there, see what works, and tweak it as real clients use it. You’ll wonder why you didn’t do this sooner.