A checklist template defines everything a client must complete before your team can begin work. Build it well and you will use it — with minor adjustments — for every new client in that service category.
Before you start building
Spend five minutes answering these questions before opening the template builder:
- What is the exact sequence of actions a client must complete before work starts? Write this down in plain sentences, not system labels.
- Which steps must happen before others? For example: the client must sign the agreement before they see the payment step.
- Are any steps optional? If yes, which ones, and is it obvious to the client why they are optional?
- Who on your team reviews the submission? Name the person, not the role.
- What does the client see when they finish? The confirmation message matters and should be written before you build, not as an afterthought.
Answering these questions takes five minutes and prevents the most common template mistakes.
Creating a new template
From the main navigation, go to Checklists → Templates → New template.
Template name: Use a name that makes sense to your team when selecting it from a list. Examples: "Monthly Bookkeeping — New Client," "Estate Planning Intake," "Project Consulting Kickoff."
Description (optional): Add a short note about when this template should be used. This helps team members choose the right template when onboarding a client.
Client-facing title: This is what clients see at the top of their portal. It should be client-readable: "New Client Onboarding — Smith & Associates" not "ESG_FY26_Onboarding_v2_FINAL."
Structuring your checklist with sections
Sections organize fields into logical groups. A typical onboarding checklist uses three to five sections:
Section 1: About you (or About your matter) Collect the intake information you need before anything else. Keep this short — five to eight fields maximum. Every field here should be something you need before the next section unlocks.
Section 2: Your engagement agreement This section contains the signature field and any supporting explanation of the agreement. One or two fields.
Section 3: Payment The payment step, with a brief description of what the payment covers and what happens after it clears. One or two fields.
Section 4: Documents we need File upload requests, organized by type. Use separate fields for each named document rather than one general upload field.
Section 5: Anything else (optional) Additional context fields, optional supplemental uploads, or questions that are useful but not blocking.
Field type reference
Short text
Use for: names, email addresses, phone numbers, one-line answers. Tip: Label the field with the exact format you need. "Business phone (including area code)" is more specific than "Phone number."
Long text
Use for: matter descriptions, scope summaries, background context. Tip: Include placeholder text or an example in the field instructions so clients know what level of detail you need.
Dropdown
Use for: entity type selection, practice area, service tier, billing preference. Tip: Keep dropdown lists short. More than eight options often means you should ask a follow-up question instead of cramming everything into one list.
Date picker
Use for: requested start dates, deadlines, birth dates, key event dates. Tip: Specify the date format in the label if you are in a country where day/month/year and month/day/year could be confused.
Checkbox
Use for: acknowledgments, consent, confirmation that a client has read something. Tip: Write the checkbox label in first person from the client's perspective: "I confirm I have read and understand the scope described above." Not "Client confirms scope."
File upload
Use for: any document, image, or file you need the client to provide. Tip: Specify the file type and naming convention in the field instructions. "Upload as PDF. Name the file: [Your Last Name] — Prior Year Return." This prevents the "doc_final_v2(1).pdf" problem.
You can allow single or multiple file uploads per field. For document types where the client may need to upload multiple pages or variations (e.g., multiple bank accounts), enable multiple upload.
E-signature
Use for: engagement agreements, statements of work, consent forms, retainer agreements. Tip: Use the document title to name the exact agreement: "Engagement Agreement — Tax Preparation Services 2026." Clients are more comfortable signing a document with a specific, recognizable name.
Payment
Use for: retainer collection, deposits, first invoice payment, fee authorization. Tip: The payment description should name the amount, what it covers, and what happens after payment is received. The field automatically handles payment processing and sends a receipt to the client.
Info block
Use for: section introductions, explanatory notes, context that helps the client understand what is coming next. Tip: Keep info blocks brief. If you need more than three sentences to explain a section, the section might be too complex.
Writing good field instructions
Every field should have instructions. Good instructions answer three questions:
- What specifically are you asking for?
- Why do you need it?
- What should the client do if they do not have it or are unsure?
Bad instructions: "Please provide your financial documents."
Good instructions: "Upload your bank statements for all business accounts, covering January through March 2026. If you have multiple accounts, upload separate files. If a statement is not yet available, upload what you have and note the missing period in the comments field below."
The second version eliminates three clarifying questions.
Setting field dependencies
Field dependencies control when a field becomes visible or required. Common uses:
- The payment field only appears after the signature field is completed
- A follow-up question appears only if the client selects a specific dropdown option
- An optional document upload becomes required if the client checks a certain box
To set a dependency, open the field settings and use the Show this field when condition builder. Select the triggering field and the condition (e.g., "is completed," "equals [value]").
Preview and internal testing
Before using any template with real clients:
- Click Preview to open the portal simulation
- Complete every field as a client would, including uploading test files and reviewing the signature step
- After completing the preview, review the simulated submission in the dashboard to verify it looks correct
- Ask a colleague to complete the test and note any questions they have — those questions are the ones real clients will ask
Publishing and using the template
A template must be in Published status to create instances from it. While a template is in Draft, it is only visible to team members and cannot be used to invite clients.
To create a client instance from a published template, go to Checklists → New instance, select the template, and fill in the client's details. This generates the client's unique portal link.
Continue with
- Review and handoff — how to review and approve client submissions
- Client portal — how clients experience the portal
- Send for signature — configuring the signature step