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Documentation Index

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Client onboarding is one of the most repeated workflows in an agency account. Getting it right in the first session — clean setup, a meaningful first scan, clear expectations — shapes how the client perceives the work from day one. This page covers the full onboarding flow, plus the conversations worth having with the client along the way.

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Two routes into a client Site

There are two ways a client Site gets started:
  • You add the client — the more common path. You create the Site for the client inside your agency account and run everything from there. The client may or may not have direct dashboard access.
  • The client adds you — the client has signed up independently and invited your agency to their Site. You accept the invitation and their Site appears in your portfolio.
Both paths end up in the same place. The difference is who owns the subscription and who pays the bill.

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Adding a client Site

1

Create the Site

From the portfolio dashboard, click Add Site. Enter the client’s website URL and give the Site a name that matches their business name.See Adding your first Site for the wizard in detail.
2

Let ingestion finish

Ingestion runs automatically. It usually takes a few minutes; you can continue configuring while it runs but the first scan will be much better once ingestion is complete.See Ingesting your website for detail, including what to do if ingestion fails.
3

Confirm competitors with the client

Onsomble suggests a competitor list based on what it learned from the website. Before running the first scan, walk the suggested list past the client. They’ll usually add and remove a few names — their sense of who they actually compete with is more accurate than any external tool can infer.This is also a chance to learn about their market, which is useful context for interpreting results later.
4

Shape the prompt library

Review Onsomble’s suggested prompts and adjust. Ask the client: “What questions would your ideal customer ask an AI assistant when they’re close to making a decision?” Their answers usually surface a few prompts you wouldn’t have generated from the outside.Ten to fifteen well-chosen prompts produce stronger signal than fifty hastily-drafted ones.
5

Choose the scan schedule

Most new clients benefit from weekly scans for the first month or two — the pace shows whether changes are working and keeps the work visible. Once the picture stabilises, dropping to monthly is fine.
6

Run the first scan

Kick off the scan. First scans typically take five to ten minutes. When it finishes, you’ll have the baseline reading you’ll measure everything else against.

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Accepting a client invitation

If the client signed up first and invited your agency, the flow is shorter:
  • You’ll receive an invitation email with a link
  • Clicking through accepts the invitation and adds the client Site to your portfolio
  • Review the existing setup — the client may already have competitors, prompts, or scans in place that you’ll want to refine
Once the Site is in your portfolio, the rest of the onboarding conversation is the same as if you’d created it yourself.

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What to send the client after the first scan

The moment a scan completes for a new client is one of the highest-leverage communications in the relationship. A short message with three things works well:
  1. The headline finding. Something specific and often surprising — “You’re not mentioned at all when customers ask ChatGPT for insurance brokers in your region” lands harder than “Your citation score is 3 out of 10.”
  2. One concrete example. Paste a short quote from a real AI response that illustrates the finding. Seeing exactly what the AI said is far more persuasive than any summary.
  3. The plan. What you’re going to do about it over the next few weeks, and when you’ll reconvene.
This sets the rhythm. The client knows there’s real work to do, they’ve seen the evidence, and they know what to expect next.

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Setting expectations on timeline

Clients often ask “how long until we see results?” Realistic answers for an agency:
  • Accuracy fixes and content updates — visible movement within one to three scans (so one to three weeks if you’re on a weekly cadence).
  • Positioning and structural improvements — usually show up over a month or two as content propagates and gets re-indexed.
  • Third-party signal — reviews, directories, press — longer horizon. Plan these as ongoing programmes, not quick wins.
Being upfront about this prevents the usual “why aren’t we seeing results yet?” conversation three weeks in.

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What’s next

Portfolio management

Work across many clients without losing track of who needs attention.

Client reporting

Turn scan data into reports that clients actually find useful.