If you’re in charge of onboarding new B2B clients, you know the pain: endless spreadsheets, lost emails, and that creeping feeling that something’s fallen through the cracks. You want a process that’s actually trackable—one that keeps both your team and your clients on the same page, and doesn’t require babysitting. This guide is for you.
We’ll walk through how to use Baton—a project management tool made for B2B onboarding—to assign deliverables, track progress, and keep everyone (mostly) sane. If you’re tired of vague promises and want something that actually works, read on.
Why Baton? What It Gets Right (and What It Doesn’t)
Let’s get this out of the way: Baton isn’t magic. It won’t fix a broken onboarding process or make your clients care about deadlines. But here’s what it does do well:
- Clear deliverable tracking — Instead of a spreadsheet buried in someone’s inbox, Baton puts tasks out in the open for everyone to see.
- Client collaboration — Your customers can log in, see what’s expected of them, and (theoretically) do their part.
- Automated reminders — No more “just bumping this up” emails. Baton nags people for you.
What it doesn’t do:
- Force people to actually complete tasks. If your client ghosts you, Baton won’t chase them down (sorry).
- Replace real conversations. It helps, but you’ll still need to talk to people.
Bottom line: Baton is a solid upgrade from spreadsheets, but it’s not a silver bullet. Use it to keep deliverables visible and stop the “where are we?” guesswork.
Step 1: Set Up Your Project (Don’t Overcomplicate It)
Before you assign anything, you need a clear onboarding project in Baton. This is your foundation. Don’t try to reinvent the wheel—start simple.
How to do it: 1. Log in and create a new project. Name it something obvious, like “Acme Co. Onboarding.” 2. Pick a template (if you have one). If you’re onboarding similar clients, templates save time. If not, just start from scratch. 3. Set key dates. Kickoff, go-live, and any major milestones. Don’t fill in every little detail yet.
Pro tip: Skip the temptation to map out every possible scenario. Too much detail upfront just creates clutter. You can always add more as real tasks emerge.
Step 2: Break Down the Deliverables (Make Them Actionable)
Vague tasks are why onboarding slips. “Finalize integration” sounds nice, but what does it actually mean? Break everything into concrete, visible steps.
What works: - Be specific: “Send signed contract” is better than “Review paperwork.” - Assign owners: Every task needs a name next to it—no “team” or “TBD.” - Set clear deadlines: Dates, not “ASAP.” People ignore ASAP.
How to do it in Baton: - Add tasks under each phase of the project. - For each task, fill in: - A clear, action-oriented title - A responsible person (from your team or the client) - A due date that makes sense for your timeline
What to ignore: Don’t create tasks for “Attend meeting” or “Read this email.” Only put things in Baton that move the project forward.
Step 3: Assign Deliverables to the Right People (Including the Client)
This is where Baton shines compared to a plain project board. You can assign tasks directly to client contacts, not just your own team.
How to do it: 1. Invite client users securely—don’t just dump them in and hope for the best. Give them a quick heads-up so they know what’s coming. 2. Assign tasks: Pick who owns what, especially for anything that’s a client responsibility (e.g., “Provide API credentials”). 3. Double-check permissions: Make sure clients can’t see stuff they’re not supposed to (internal notes, etc.).
Pro tip: Always assign a real person, not a generic “Client Team” placeholder. If you don’t know who should own a task, ask your client before assigning.
Step 4: Use Statuses and Dependencies (But Keep It Simple)
Baton lets you set task statuses (like “Not Started,” “In Progress,” “Blocked,” “Done”) and dependencies (Task B can’t start until Task A is finished). These help you spot bottlenecks.
What works: - Statuses help you see where things are stuck—don’t overuse custom ones. - Dependencies are useful for critical paths (e.g., “We can’t start training until the client signs off on setup”).
How to do it in Baton: - Set the right status for each task. - Link tasks using dependencies if one truly blocks another.
What to ignore: Don’t create a web of dependencies that’s impossible to manage. If everything blocks everything else, you’re making it too complicated.
Step 5: Monitor Progress and Nudge (Without Micromanaging)
Now comes the real work—making sure things actually get done. Baton helps by showing a clear dashboard of what’s completed, what’s overdue, and what’s coming up.
How to use it: - Check the dashboard daily or weekly (depending on your onboarding speed). - Follow up on overdue tasks. Baton can send automated reminders, but a quick personal ping still goes a long way. - Use comments for context. If a task is stuck, leave a note explaining why—don’t just mark it “Blocked” and hope someone notices.
Pro tip: Don’t use Baton as a tool to call people out in public. If someone’s behind, reach out privately first.
Step 6: Keep the Communication Human
Baton helps keep tasks visible, but it doesn’t replace actual conversations. Use the platform for accountability—not as a substitute for relationships.
What works: - Regular check-ins: Use Baton to prep for weekly calls, not to replace them. - Transparency: If something’s delayed, update the task and tell people why. - Celebrate progress: Mark milestones and say thanks when big deliverables are done.
What to ignore: Don’t let Baton turn your onboarding into a checklist factory. The tool is there to help people, not replace them.
Step 7: Review and Improve Your Process
Every onboarding is a chance to tighten up your process. Baton’s reporting can show trends—where clients always get stuck, which tasks take too long, etc.
How to use it: - After each onboarding, review which tasks were delayed or unclear. - Update your Baton templates so the next project runs smoother. - Cut steps that don’t add value.
Pro tip: Ask your client for honest feedback on the tool. If they ignored Baton, find out why. Sometimes it’s just too many tools, sometimes it’s your setup.
What to Watch Out For
- Client buy-in: Not every client wants to log into a system. Be ready to walk them through it—or, worst case, keep a simple spreadsheet as backup.
- Over-policing: Baton isn’t there to play hall monitor. Use it to keep things transparent, not punitive.
- Feature bloat: Stick to the basics. Fancy Gantt charts and dashboards impress nobody if the tasks aren’t moving.
Wrapping Up: Start Simple, Iterate Often
You don’t need a 50-step process to get B2B onboarding right. The real win is visibility—knowing what’s done, what’s next, and who’s on the hook. Baton is a solid tool for this, as long as you don’t expect it to fix everything overnight.
Set up your project, make tasks actionable, assign real owners, and keep the lines of communication open. That’s it. Start small, tweak as you go, and remember: the best process is the one your team and your clients actually use.