Automated vcita New Client Onboarding Checklist
The moment a new client record appears in vcita, WebRun reads their contact details and the service they signed up for, creates an onboarding checklist card in Trello, and alerts the assigned staff member in Microsoft Teams so onboarding starts the same day.
How do I start onboarding automatically for a new vcita client?
The moment a new client record appears in vcita, WebRun creates a Trello onboarding checklist card with the client's details and service, and alerts the assigned staff member in Microsoft Teams. New clients get an onboarding checklist started the same day they sign up, instead of waiting for someone to notice the new record.
- Onboarding starts the same day a client signs up, not days later
- Every new client gets a checklist with a real due date
- Staff are alerted the moment they have a new client to onboard
Built for Coaches and consultants · salons and wellness businesses · law and accounting firms · small service businesses
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
app.vcita.comin a real browser with your saved login - no setup, no API keys. -
1
vcita - detect the new client
vcita.com
WebRun opens vcita to detect the new client. - Watch vcita for a newly added client record
- Capture the client's contact details and the service or package they signed up for
- Note which staff member the client is assigned to
Done when The new client's details and assigned staff member are captured.
-
2
Trello - create the onboarding checklist
trello.com
WebRun opens Trello to create the onboarding checklist. - Create a card on the onboarding board named for the client
- Add your standard onboarding checklist items to the card
- Set the card's due date based on the service timeline
Done when An onboarding checklist card exists on Trello for the new client.
-
3
Microsoft Teams - alert the assigned staff member
microsoft.com
WebRun opens Microsoft Teams to alert the assigned staff member. - Alert the assigned staff member that a new client is ready for onboarding
- Include the client's name and service
- Link the Trello checklist card
Done when The assigned staff member has been alerted in Microsoft Teams.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it email or message the new client?
No. WebRun only creates an internal Trello card and alerts your staff in Microsoft Teams. It never contacts the client directly.
What's on the onboarding checklist card?
Your own standard onboarding checklist items, filled in with this client's name, service, and a due date based on the service timeline.
Does it charge the client or process any payment?
No. It only reads the new client record and creates internal tasks. Billing and payments stay entirely inside vcita, untouched by this workflow.
Related templates
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