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AI agent for business coachs

Client Onboarding Intake Completion Agent

Every new client is ready, with all documents, before the first session.

AdministrationManagement
See how it worksGet access
Client Onboarding Intake Completion Agent: what goes in, what the agent does and what you get

What it does

New coaching clients send contracts, payments, intake forms and scheduling details in pieces over several days. Sessions start without the information the coach needs. This agent tracks each new client's contract, payment, intake form and scheduling, sends reminders, checks the form for blank or contradictory answers and asks follow-ups. When complete, it builds the first-session brief. It decides what is missing from a checklist and what is contradictory by comparing answers. The coach approves messages. Edge case: a client says they want help with a promotion but lists no interest in a bigger role, so the agent asks a clarifying question.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN New client signs up 2 USES A TOOL List the client's contract, payment, intake andbooking status 3 DOES Draft reminders for missing items 4 YOU APPROVE Coach approves the messages 5 USES A TOOL Read the intake form when it arrives 6 CHECKS THE RESULT Is the form complete and consistent? If not: draft follow-up questions for the blanks andcontradictions. Back to step 2. 7 DOES Confirm the first session booking 8 DOES Build the first-session brief 9 RESULT Ready client and brief
Read the steps as a list
  1. New client signs up
  2. List the client's contract, payment, intake and booking status
  3. Draft reminders for missing items
  4. Coach approves the messagesThe agent waits here for your OK.
  5. Read the intake form when it arrives
  6. Is the form complete and consistent?If not: draft follow-up questions for the blanks and contradictions. Back to step 2.
  7. Confirm the first session booking
  8. Build the first-session brief
  9. Ready client and brief

How it decides

It checks a fixed checklist of contract, payment, form and booking, and finds contradictions by comparing form answers to each other.

  • Remind after 2 days of silence
  • Flag blank required answers
  • Flag two answers that contradict
  • Do not build the brief until the contract and payment are in

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Checklist items
  • Reminder spacing
  • Form questions
  • Brief format
  • Time to first session

What keeps you in control

It always asks you first

  • Coach approves every message to the client

Hard limits

  • Never send a message without approval
  • Never use intake data for anything but coaching

It stops when

  • Done: all items complete and the brief is built
  • Stop: the client does not respond after three reminders

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA client signs a contract but has not paid or booked. The agent drafts a reminder. After payment, the intake form says the client wants a promotion but marks no interest in more responsibility. The agent drafts a clarifying question. The reply says the client wants a specialist role. The agent builds a brief with that aim.

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