Step-by-Step Guide to Successfully Onboard Your Clients to Client Hub

Last Updated: July 2026

1️⃣ Start with a Few Pilot Clients

💡 Tip: Begin with 3–5 clients who are a good fit for trying out Client Hub. These are typically clients who:

Communicate frequently with your team (ideally weekly or more)
Are open to new tools and already use mobile messaging or apps

2️⃣ Frame the Change as a Win-Win

💡 Tip: Clients may hesitate when asked to use a new app, so it's important to explain why you're making this change. Position Client Hub as a secure, organized alternative to cluttered inboxes.

Before sending invitations:

Use our sample email templates to introduce the new process
Invite clients to a short demo or presentation (via web or in-person)

3️⃣ Send Client Hub Invitations

Once you've selected your pilot group and set expectations:

Add each client's workspace in Client Hub and send their invite
Monitor acceptance by checking the Client Details tab
If no response within 2 days, resend the invite from Dashboards > Invites and follow up personally if needed — remind clients to check their spam folder for the magic link email

📝 Note: Client invitations are sent as magic links directly to the client's email address. If a client needs a new invite, use the Resend option from Dashboards > Invites rather than attempting to copy or share a link manually.

4️⃣ Drive Quick Adoption with Tasks and the Mobile App

💡 Tip 1: Use Client Tasks to create a simple "To Do" item, such as watching a welcome video or downloading the Client Hub mobile app.

💡 Tip 2: Encourage mobile app use — clients often find it the easiest and most convenient way to engage.

When clients have questions or to-do's, assign them via Client Tasks to create regular engagement with the platform.

5️⃣ Provide On-Demand Training with Global Resources

💡 Tip: Add "Client Hub How-To" guides from Global Resources directly to the client's workspace.

Assign a "To Do" task asking clients to read these guides so they can get comfortable with the platform on their own schedule

6️⃣ Offer a Grace Period, Then Reinforce the New Workflow

💡 Tip: Research shows it takes about 21 days to build a habit.

For active clients (weekly communication), set a transition period of about 2 weeks
For less active clients, up to 30 days is fine — any longer risks losing momentum

After that:

Always redirect client communication back to Client Hub
If a client emails or texts you, reply from within the workspace
If they call, summarize the conversation and post it as a task
Set up a canned email response that redirects client emails to their workspace and let them know to call for urgent issues

7️⃣ Roll Out to More Clients and Scale the Benefits

💡 Tip: Once you see success with your pilot clients, expand to others to improve efficiency and give all clients a better experience.

If your firm is larger and other team members haven't used Client Hub yet, you can:

Run an internal training session
Request a complimentary demo from our team to help introduce it firm-wide

When inviting more clients, reuse the original templates you used with pilot clients — but now you can enhance the message with real success stories from your first group.