12 Client Onboarding Tools To Scale Your SEO Agency

Many SEO agency owners kick that onboarding is simply a clip drain. Between chasing customer specifications and managing manual tasks, what should beryllium a soft process turns into a frustrating bottleneck. One proprietor moreover told maine they mislaid a customer owed to delays.

The rumor isn’t the kickoff call—that usually goes well. It’s the repetitive, unoptimized tasks that bargain your clip and energy.

A straightforward hole could beryllium to automate your onboarding. In this article, I’ll stock 12 devices to streamline your process, free up your time, and thief you attraction connected what matters most—delivering results and increasing your SEO agency.

A awesome onboarding process simplifies tasks for some you and your clients while delivering benefits that straight effect your agency’s success:

1. It builds spot and lasting relationships

Clients shape first impressions during onboarding. If your process is chaotic, they’ll quickly mobility your expertise. But erstwhile onboarding runs smoothly, clients consciousness reassured and assured successful your agency. It justifies premium pricing, particularly erstwhile you show your expertise early pinch valuable insights aliases suggestions.

2. It helps you understand and align pinch customer needs

Manual information-gathering tin hold advancement and frustrate clients. Meanwhile, a streamlined onboarding process collects everything you request upfront. You're positioned to present results erstwhile you align pinch customer priorities early—whether it’s keyword strategies aliases method fixes. Also, clients who consciousness understood are much apt to instrumentality around.

3. It helps you prevention clip and attraction connected strategy

Chasing incomplete forms aliases assisting clients to entree accounts wastes clip amended spent connected strategy. Tools for illustration Leadsie and Content Snare automate these steps, redeeming you and your clients time.

With little admin work, your squad tin attraction connected high-impact tasks for illustration processing maturation strategies aliases uncovering SEO opportunities. 

Moz Pro is an all-in-one SEO instrumentality that streamlines everything from audits to strategy creation.

Here’s really you tin make the astir of it:

Evaluate SEO performance: Use the Domain Overview characteristic to find metrics for illustration Brand Authority, Domain Authority, and Page Authority. You tin besides spot captious issues for illustration pages pinch 4xx errors, mislaid linking domains and linking domains by spam score.

Conduct keyword research: Use Keyword Explorer to find high-value keywords, place competitor gaps, and group keywords by intent to debar cannibalization.

Simplify reporting: Use the custom automated reporting characteristic to stock updates connected rankings, nexus health, and on-page Insights. Tailor reports to lucifer customer priorities and show the worth of your work.

Nancy Dibert says:

"I’ve utilized Moz Pro for astir six years. It has the features I need—competitor analytics, keyword volume, method audits—and the costs is competitive. If I had to take only 1 tool, it would beryllium Moz Pro."

What I for illustration astir Moz Pro:

Unexpected tasks, like technical fixes aliases other consulting hours, often originate during onboarding aliases while managing client work. How do you measure for these without confusing your customer aliases complicating the invoice? 

With Clientary, you tin create a billing portal wherever clients can:

• View billable hours, invoices, and task advancement successful real-time
• Stay informed and aligned, reducing concerns astir unexpected costs

Matthew Channell from TSW Training shared:

"We create a portal wherever clients tin position billable hours and invoices and way task progress. It’s besides convenient to make disbursal reports, timesheets, and payments for clients wrong a circumstantial timeframe."

What I for illustration astir Clientary:

I for illustration the recurring invoicing characteristic successful Clientary. For instance, I billed a customer for further clip spent on keyword analysis extracurricular the original scope. Clientary automatically tracked the hours and generated a elaborate invoice pinch notes explaining the other work.

Granting clients entree to assets for illustration Facebook Ads Manager, Google Analytics, or Google Ads tin consciousness tedious. It’s that onboarding measurement that seems retired of your control. Thankfully, Leadsie changes that.

Instead of stepping clients done analyzable steps, you stock a civilization nexus pinch pre-set permissions. Clients reappraisal the petition and assistance access. It eliminates confusion, reduces back-and-forth, and makes the process painless.

Local Splash shared why they emotion Leadsie:

“We utilized to hold days aliases weeks for clients to manually adhd us. Now, it happens successful minutes, often connected the aforesaid call.”

Pro tip: Add a speedy video tutorial to your entree petition email to thief clients understand the process.

Arvind Rongala from Edstellar shared that their biggest onboarding situation was scattered connection and occupation management. Keeping clients and teams connected the aforesaid page felt astir intolerable until they started using Favro.

“When we motion up a client, we make a timeline that lists each the meetings, content creation, and feedback cycles successful 1 place.”

Favro keeps everyone aligned by visually mapping retired the onboarding process. During client meetings, you tin show timelines for each step, clarifying what’s happening and when. Teams moving connected content, technical SEO, and outreach tin negociate tasks independently while clients enactment updated done shared boards and timelines.

What I for illustration astir Favro:

Collaboration is effortless. Clients tin time off comments, upload files, aliases stock feedback straight connected tasks. Automatic updates support them informed of advancement without endless follow-ups, ensuring everyone stays connected the aforesaid page.

Google’s assignment booking characteristic tin beryllium a cost-effective replacement to Calendly. As Fabian Maume from Tetriz.io notes, it’s built into Google Workspace and tin prevention you a fewer dollars each month.

Clients tin take a slot, make a gathering link, and person almanac invites pinch each the basal details. You tin besides customize booking pages for different types of meetings, for illustration strategy sessions aliases onboarding calls.

What I for illustration astir Google’s Appointment Booking:

I emotion Google’s colour coding feature—it makes managing my schedule overmuch much manageable. I tin create abstracted booking types and shape them by colour for easy identification.

In SEO, results return time. Hence, it is important to support clients informed and engaged during onboarding to clasp them. GUIDEcx makes this easy pinch a customer-facing dashboard that provides real-time task visibility.

With in-app collaboration, you tin stock updates, delegate tasks, and stitchery feedback successful 1 place. 

Pro Tip: Use GUIDEcx’s task duty characteristic to break onboarding into clear steps, delegate tasks to your team, and group deadlines. 

What I for illustration astir GUIDEcx:

The time-tracking characteristic makes it easy to show onboarding tasks, optimize your process, and group realistic timelines. I’ve besides recovered that including clip estimates successful reports justifies pricing and builds spot because you show the worth down each billed hour.

Scattered emails and files tin lead to mislaid accusation and endless follow-ups. The solution is simply a centralized strategy wherever each customer documents are organized and accessible to your team.

Content Snare keeps customer accusation successful 1 spot and sends automated reminders to guarantee you person everything connected time—no much chasing clients.

What I for illustration astir Content Snare:

Thanks to features for illustration two-factor authentication, the unafraid level gives clients assurance erstwhile sharing delicate information. You tin besides time off comments aliases subordinate discussions. The automated reminders for incomplete forms support projects connected way and trim back-and-forth.

Automation is great, but excessively overmuch tin make clients consciousness disconnected. Loom solves this by letting you grounds personalized video tutorials, keeping the quality touch live while guiding clients done analyzable steps.

Dale Broadhead from HelloClicks recovered Loom useful for onboarding:

"Even though we covered everything successful income calls and emails, clients still missed cardinal details. So, we recorded a 5-minute mini-webinar, embedded it successful a landing page, and automated an email pinch the taxable line, ‘Watch this video to guarantee your campaigns don’t fail.’ 100% clickbait, but it worked!"

What I for illustration astir Loom:

The analytics characteristic reveals which parts of the video clients find astir valuable, allowing you to amended early content. The guidance characteristic besides offers speedy feedback, providing penetration into what resonates.

Pro tip: Use Loom to grounds personalized walkthroughs of monthly performance reports. Highlight cardinal metrics and progress, past stock the video alongside your report. It helps clients understand their maturation and the worth of your work.

Emailing backmost and distant isn’t the champion measurement to cod customer information. Instead, usage automated systems to nonstop detailed questionnaires that cod and shape customer information.

Use Process Street to create automated onboarding workflows pinch multi-step templates, allowing clients to reply questions astatine their ain gait without emotion overwhelmed. Also, integrations pinch HubSpot and Zapier make it easy to link your favourite devices and streamline the full process. 

Pro tip: Analyze your past onboarding calls to place recurring questions. Use these insights to create civilization templates tailored to your clients, specified as local businesses, SaaS companies, aliases e-commerce brands. It’s an easy measurement to make onboarding smoother and much efficient.

What I for illustration astir Process Street:

One standout characteristic is its expertise to pre-fill forms pinch customer information utilizing consequence URLs and default values. You tin nonstop questionnaires pinch fields for illustration business name, website URL, and interaction specifications already filled in.

Kajabi is an fantabulous instrumentality for SEO agencies that want to automate onboarding while keeping it personal. Once a customer signs up, Kajabi automatically sends personalized invited messages, guides, and documents based connected triggers for illustration tags aliases customer actions. 

Dan from AdSpace Agency shares:

"I grounds a short, customized video for each customer utilizing Kajabi’s inbuilt tools. The video creates instant rapport, and the feedback we’ve received is overwhelmingly positive."

What I for illustration astir Kajabi:

Kajabi’s customer portals support everything successful 1 place. Clients tin entree their portal anytime to reappraisal specifications aliases rewatch walkthroughs you’ve shared. Dan noted that switching to Kajabi trim their onboarding clip by 30-35%.

If your clients bask collaborating during strategy sessions, Miro is simply a virtual whiteboard for your tech stack. It’s cleanable for mapping workflows, support cycles,  and strategies.

Arham Khan from Pixated agency shared really Miro speeds up approvals:

“Miro helps america customize workflows for each client, redeeming clip for our squad and actively engaging clients successful the readying process. We’ve seen  faster approvals, less bottlenecks, and amended squad alignment.”

Tip: Use Miro’s sticky notes during brainstorming sessions to seizure real-time customer ideas and move them into actionable workflows.

What I for illustration astir Miro:

Clients whitethorn not ever person a clear image of their target audience, aliases it changes complete time. Miro’s customer travel templates make it easy to representation out customer journeys, align strategies, and build ocular campaigns.

Dubsado is an all-in-one level that streamlines onboarding into 1 easy-to-use tool.

When clients motion on, they person a afloat automated, branded workflow. They tin e-sign contracts, complete onboarding questionnaires, and book consultations. Also, Dubsado offers a free proceedings that lets you onboard up to 3 clients astatine nary cost—perfect for testing it out.

What I for illustration astir Dubsado:

The mobile app facilitates real-time customer communication. You tin negociate workflows pinch conscionable a fewer taps, ensuring soft operations.