Ep 40. Creating a Calm, Soulful Onboarding System (That Supports Both You and Your Clients)
<p>Hello, lovely.</p><p>I’m back with another episode, and today I’m speaking about a topic that’s incredibly dear to my heart—one I’m actually surprised I haven’t shared about in my business yet.</p><p>This week, I’m pulling back the curtain on how I <strong>onboard new clients with thoughtful attention and care</strong>—something, <em>admittedly,</em> I haven’t always done well in the past.</p><p><em>Why is it surprising I haven’t talked about onboarding before?</em></p><p>Well… in a past life, I was an HR Onboarding Specialist. It was a made-up role—one I <em>quite literally</em> manifested—and the Universe really delivered on that one (except for the whole corporate job part). <em>But everything else?</em> Honestly, it was the perfect fit for me.</p><p>There’s a magic that happens when a new client signs on, isn’t there?</p><p>They’ve chosen you.</p><p>They’re excited.</p><p><em>You’re</em> excited.</p><p>Maybe a little nervous, too—but the good kind of nervous. The kind that reminds you <strong>this work matters.</strong> That it’s a big deal for someone to trust you.</p><p>And what happens after they sign on—how you welcome them into your business <em>matters, too.</em></p><p>In today’s episode, I’m taking you behind the scenes of the gentle onboarding systems I’ve created in my business to <strong>help clients feel safe, seen, and deeply supported from the very beginning.</strong></p><p>Because soulful onboarding <em>isn’t</em> just sending one email and a link to book their first call.</p><p><strong>It’s the beginning of a beautiful energetic exchange</strong>—one where you’re holding space for someone else’s vision, growth, or healing… and they’re trusting <em>you</em> to help guide the way.</p><p>If you’re a coach, practitioner, highly sensitive creative, or service-based solopreneur who’s scrambling behind the scenes any time a new client signs on—and it’s stressing you out before the real work begins—this episode is for you.</p><p>I’ll warn you though, I’m passionate about this topic so it’s a tad longer than usual… haha!</p><p><strong>Inside This Episode</strong></p><p>In this conversation, I walk you through the systems I use to onboard clients in a way that feels calm, intentional, and nurturing—both for them <em>and</em> for me.</p><p><strong>I’ll show you how to create a seamless client experience</strong> that helps you feel more prepared, less scattered, and more confident every time someone new says “yes” to working with you.</p><p>Whether you’re just starting out or you’ve had clients for years but still feel like you’re winging it behind the scenes—these practices will help.</p><p><strong>You’ll learn:</strong></p><p>* Why onboarding is more than just logistics and how it sets the energetic tone for the entire working relationship</p><p>* The key elements of a soulfully structured onboarding system</p><p>* How I use tools like Acuity, automated emails, and visual workflows in Notion to support my process</p><p>* Why a thoughtful offboarding process matters just as much as the welcome</p><p>* Ways to collect testimonials (without it feeling awkward or salesy)</p><p>* And how to make your clients feel truly held without burning yourself out trying to remember <em>every</em> detail</p><p>This is the kind of foundational work that frees up space so you can focus on your craft, your clients, and your creativity—<em>not constant backend admin. No thanks!</em></p><p><strong>If You’ve Been Feeling…</strong></p><p>* Scattered or disorganized every time someone signs on to work with you</p><p>* Guilty for not following up properly (or forgetting key info your client sent)</p><p>* Embarrassed that your onboarding experience doesn’t reflect how good your work actually <em>is</em></p><p>* Anxious or overwhelmed behind the scenes — instead of excited</p><p>* Unsure how to start building a more supportive client system that doesn’t rely on your memory or last-minute scrambling</p><p><strong>This episode will help you shift from reactive and rushed to calm, prepared, and confident.</strong></p><p>You’ll walk away with practical tools and gentle structure to help you deliver a beautiful, soulfully aligned client experience—<em>without</em> needing a team or complicated tech systems.</p><p><strong>Prefer to Watch?</strong></p><p>🎥 <a target="_blank" href="https://youtu.be/Q8emXCecplw">Watch the video version on YouTube → Watch on YouTube</a></p><p></p><p><strong>Links and Resources </strong></p><p>* <a target="_blank" href="https://acuityscheduling.com/">Acuity Scheduling</a> — The tool I use to create customized appointment types, send automated emails, intake forms, reminders, and follow-ups</p><p>* <a target="_blank" href="https://www.kristabauer.com/client-feedback">My Feedback Form</a> on Squarespace</p><p>* <a target="_blank" href="https://www.notion.com/">Notion</a> for creating a visual workflow and client tracking system</p><p>* <a target="_blank" href="https://docs.google.com/">Google Docs</a> or <a target="_blank" href="https://workspace.google.com/products/sheets/">Sheets</a><strong> </strong>if you prefer an easier-to-set-up workflow and tracking sheet for client information, etc.</p><p>I’d love to hear from you</p><p>What’s your best tips for creating a smooth, soulful onboarding experience for you or your clients? </p><p>Or, what’s the worst onboarding experience you’ve ever had? What made it so bad? </p><p>Drop your thoughts in the comments 🫶</p><p>Or come say hi on <a target="_blank" href="https://www.instagram.com/heykristabauer">Instagram</a>. I’d love to know if this resonates.</p><p>k.🤍</p> <br/><br/>This is a public episode. If you would like to discuss this with other subscribers or get access to bonus episodes, visit <a href="https://kristabauer.substack.com?utm_medium=podcast&utm_campaign=CTA_1">kristabauer.substack.com</a>
