New Client Onboarding Checklist for Education & Training
A structured checklist for onboarding new students, covering initial setup, expectations management, and relationship foundations for a successful engagement.
Supports compliance with the ESOS framework, CRICOS requirements, ASQA standards, and state education department reporting.
Complete Checklist
- 1Send a welcome email or letter confirming the engagement and key detailsCritical
- 2Set up the student record in the CRM and program management system
- 3Schedule a kickoff class to align on scope, timelines, and expectationsCritical
- 4Collect all necessary student information, documents, and access credentials
- 5Issue the initial invoice or set up the payment arrangementCritical
- 6Assign the internal team members responsible for the student account
- 7Brief the team on the student background, requirements, and any special needs
- 8Set up communication channels and confirm preferred contact methods
- 9Provide the student with relevant documentation such as terms, processes, and FAQs
- 10Define and communicate the reporting schedule and format
- 11Establish program milestones and deliverable timelines
- 12Identify any risks or dependencies early and communicate mitigation plans
- 13Confirm emergency contact details and escalation procedures
- 14Send a follow-up summary of the kickoff class with agreed action items
- 15Schedule the first progress review class
Frequently Asked Questions
How do we set clear expectations with new students?
Be specific about what is included in the scope and what is not. Confirm response times, class cadence, and communication channels in writing. Discuss what you need from the student to deliver successfully, such as timely feedback and information. A well-defined statement of work and a service level agreement help prevent misunderstandings later.
What should be covered in a student kickoff class?
Cover introductions of key team members on both sides, confirm the scope of work and deliverables, agree on timelines and milestones, establish communication preferences and frequency, discuss any risks or concerns, and align on how success will be measured. Keep the class focused and end with clear action items and owners.
What systems should be set up for a new student?
At minimum, create a student record in your CRM, set up a program in your program management tool, create a shared folder for documents, and configure any access the student needs to your systems such as a reporting dashboard or student portal. Ensure all team members know where to find student information and how to log their activities.
Need help implementing these checks into your daily operations?
Our team can build custom checklists integrated into your daily operations workflow.