Onboard Pro

Onboard Pro

Bring a person on board - a new starter, a new client, a new member - as a journey of steps they work through from one personal link. You design the journey once; each person gets their own link by email, ticks the steps off at their own pace, and you watch everyone's progress from one screen. Run as many journeys as you need, with signature and account steps, due dates, automatic nudges and a funnel showing where people stop.

Design a journey

Onboard Pro › New journey. Give it a title, a welcome note and a completion message, then add steps. Drag steps to reorder; click one to change it; right-click (or ⋮) to make it optional or remove it. A required step must be done - or waived by you - before the journey counts as finished.

The step kinds:

• Read something - a page of your site (/welcome) or a public document link (a Docs public link or a Space page). The person opens it from their journey page - the visit is recorded - and confirms "I have read this".
• Fill in a form - one of your forms (Data › Forms). They fill it in right on their journey page; the answers land with the form's own submissions, tagged with their enrolment.
• Your details - the fields you ask for (phone, company and so on). Phone, company, job title and website land on their contact's own columns; anything else is kept in the contact's notes. Found by email in your Contacts, created there otherwise.
• Done outside the site - "collect your badge". Either the person confirms it on their page, or it is ticked off by you from the Progress screen - a per-step setting. Mark it We countersign it and the person's confirmation only settles once you countersign.
• Sign a document - sent for signing through Docs Pro (see below).
• An account on the site - a signed-in account, approved by you (see below).

Activate a journey from the journeys list - as many as you like at once. A journey with broken steps tells you what to fix first.

Enrol people

Open the journey's Progress screen and choose Enrol people - tick them from your Contacts, or type addresses (one per line; Jo Smith <jo@example.com> works too). Each person is emailed their personal link. The link is their only key: no account, no password. A contact's right-click menu also offers Onboard {name}….

Enrolling the same address twice never doubles them up - it sends a fresh link instead, and the old one stops working. Send a fresh link on a person's row does the same (you can correct the address as you do).

Watch the progress

The Progress screen shows one row per person: how far they are, where they are stuck, whether their invitation arrived. Click a row to tick or waive their steps yourself - waiving a step lets them finish without it, and is recorded as yours (with a reason, if you give one).

People who go quiet past the journey's Nudge after days are flagged on the row, in the sidebar badge, and in a morning notification. Send a nudge writes to all of them at once with a fresh link. Someone who has opted out of your outreach email (the shared unsubscribe list) is never written to - their row says so instead.

Invitations and nudges end with "Don't want these emails? Unsubscribe" (and carry the headers that give mail apps their own Unsubscribe button). The unsubscribe list is shared with Campaigns and Surveys, so opting out from any of them stops their emails and these nudges alike - the journey link keeps working. The link needs the Site URL setting (System > Site Settings); without it emails go out with no unsubscribe link.

Someone on the unsubscribe list is never enrolled automatically from a contact group. You can still enrol them yourself, or send them a fresh link: no email goes to them, you are told they opted out, and their link is copied for you to pass on.

When someone finishes, you get a notification, and they see your completion message.

Insights

Insights (on the journeys screen's banner) has three tabs:

• Funnel - one row per step: how many people reached it, finished it, were waived past it, and are still waiting on it, with the drop-off share and the median days from invitation. CSV for the spreadsheet.
• Requests - account requests waiting for your approval, declined signatures, and steps waiting for your countersignature.
• Journey settings - the details for signature and account steps, due dates, automatic reminders and auto-enrolment.

Signature steps

A Sign a document step sends one of your documents for signing through Docs Pro. Pick the document in Insights › Journey settings - it must be a document you can open and edit yourself, and the signing request goes out in your name. When the person's journey reaches the step, they are emailed their own signing link; the step ticks itself the moment the signed copy comes back. If they decline, you are notified with their reason, and the step waits for you - talk to them, then waive it or send it again.

Sign steps need the Docs Pro Tool running: without it the journey cannot be activated, and if Docs Pro stops later the steps simply wait.

Account steps

An account on the site gives the person a signed-in account in the role you choose - never an administrator role. When their journey reaches the step they appear under Requests; Approve creates the account and emails them a set-your-password link. If an account with their email already exists, the step ticks itself.

Due dates and automatic nudges

Any step can carry a due date (days from the invitation) in Journey settings. People past a due date count as overdue: they show on the funnel and in a morning notification. With Automatic reminders on, anyone quiet past the journey's reminder days is nudged by email with a fresh link

• at the journey's own cadence, never a daily nag - and addresses that have opted out of emails are never nudged. Opting out never shuts anyone out: the link they already hold keeps working, and a reminder that could not be sent leaves it untouched too.

Auto-enrolment

Give a journey one or more contact group names and each day your contacts in those groups who are not on the journey yet are enrolled and invited - new starters land in the group, the journey does the rest.

Good to know

• The journey page lives at /onboard (changeable in the Tool's configure cog, with the email wording and sender name).
• Tokens are stored scrambled - a lost link cannot be read back, only re-issued.
• Deleting a journey is refused while people are on it; archive it instead and their progress is kept. An archived journey's links stop answering.
• Needs the site's email (SMTP) set up to send invitations; without it you can still enrol people and pass links on yourself.
• If the licence lapses, nothing that has happened is lost: journeys, progress, signed documents and accounts all stay where they are.