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Client Onboarding Portal

Welcome to your Monolith UX onboarding journey.

Complete each stage to set your project up for success. Your answers autosave locally as you work.

Stage 1 — Welcome Package

Your agency at a glance.

Everything you need to know about working with Monolith UX — our process, your dedicated team, and what to expect over the coming weeks.

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Our Process
We work in clear, defined phases: Discover → Strategy → Design → Build → Launch → Optimise. Each phase ends with a review and your sign-off before we move forward.
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Communication
Weekly status updates via email, a shared ClickUp workspace for task visibility, and a dedicated Slack channel for quick questions. Response time: within 1 business day.
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Revision Policy
Each deliverable includes two rounds of revisions within scope. Additional revisions are billed at our standard hourly rate and agreed upon before work begins.
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Your Client Portal
Access your project dashboard, share files, approve deliverables, and track milestones in real time. You'll receive your portal credentials within 24 hours of this submission.
Your dedicated team
🎯
Account Lead
Strategy
🎨
Creative Director
Design & Brand
⚙️
Tech Lead
Development
Onboarding timeline
✓
Completed
Contract Signed & Deposit Received
Your project is officially confirmed.
2
In Progress — Day 1
Complete Client Onboarding Portal
Fill out each stage in this platform so we can prepare for kickoff.
3
Day 2–3
Kickoff Meeting Scheduled
60-minute video call to align on goals, timelines, and deliverables.
4
Week 1
Discovery & Audit Phase Begins
We review your assets, audit existing materials, and build your strategy brief.
5
Week 2
Strategy Presentation & First Deliverables
Initial wireframes, content calendar, or brand concepts — depending on your engagement.
Stage 1 of 8
Stage 2 — Engagement Type

What are we building together?

Select your primary engagement type. This shapes the questions we ask, the team we assemble, and the deliverables we plan for your project.

Engagement Type
Marketing & Growth
SEO, paid ads, email campaigns, content strategy, social media, and analytics — designed to attract and convert.
✓
Engagement Type
Brand & Design
Logo, visual identity, brand guidelines, typography, colour systems, and creative assets for print and digital.
✓
Engagement Type
Website / Development
New site builds, redesigns, landing pages, e-commerce, CMS setup, and ongoing development support.
✓
Engagement Type
Strategy & Consulting
Market positioning, audience research, competitive analysis, go-to-market planning, and digital roadmaps.
✓
Engagement Type
UX / Product Design
User research, wireframes, prototypes, design systems, and interface design for apps and digital products.
✓
Engagement Type
Full-Service Retainer
An ongoing partnership covering all disciplines — strategy, design, development, and marketing under one roof.
✓
Is this a new project or an existing one that needs improvement?*
Helps us understand the starting point and how much discovery work is needed.
Brand new — starting from scratch
Existing — needs a refresh
Partial — some pieces exist
Ongoing — we have a working system
What is your approximate project budget?
Honesty here helps us scope appropriately and recommend the right service tier.
Budget transparency means we can recommend the right services and set realistic expectations from day one. There's no wrong answer — it helps everyone.
Under $2,500
$2,500 – $5,000
$5,000 – $10,000
$10,000 – $25,000
$25,000+
Ongoing retainer
When do you need this project completed?*
Firm deadline, flexible, or phased? Understanding your timeline helps us plan sprints and resource appropriately.
Target launch / completion date
Timeline flexibility
Stage 2 of 8
Stage 3 — Business Profile

Tell us about your business.

The foundation of everything we build. A strong understanding of your business, audience, and competitive landscape shapes every strategic and creative decision we make.

Business / organisation name and tagline*
Legal / trading name
Tagline or brand statement
Describe what your business does and who it serves.*
Include what you do, who you serve, where you operate, and what makes you relevant right now.
Think about your elevator pitch. If you had 60 seconds in a lift with your ideal client, what would you say? Include your core offering, key audience, and what makes you different from a generic competitor.
What industry or sector do you operate in?*
E-commerce / Retail
Professional Services
Health & Wellness
Technology / SaaS
Hospitality / Events
Education
Real Estate
Finance / Legal
Non-Profit / Charity
Creative / Media
Food & Beverage
Other
Who is your target audience?*
Describe your ideal customer — demographics, behaviour, pain points, where they spend their time online.
Think in terms of a specific person: "Sophia is 34, runs a small e-commerce business from home, spends 2 hours a day on Instagram, and is frustrated that her website isn't converting visitors into buyers." The more specific, the better our strategy.
Who are your main competitors?
List 2–5 direct competitors — include their website URLs if possible. What do they do well? Where do they fall short?
Don't worry if you think you "don't have competitors" — we all do. List the alternatives your customers might consider before choosing you. This helps us position your brand effectively and find your white space.
What are your biggest current pain points?*
What is broken, frustrating, or underperforming in your current marketing, design, or digital presence?
Be brutally honest. The more clearly you articulate the problem, the faster we can solve it. Common answers: "Our website is not generating leads," "Our brand looks outdated," "We have no content strategy," "Our ads are burning money."
Stage 3 of 8
Stage 4 — Brand & Creative Assets

Your brand universe.

Understanding your existing brand — or helping us start from scratch — ensures every design decision we make is consistent, intentional, and on-brand from day one.

Do you have an existing brand identity?*
Yes — full brand guide
Yes — logo only
Partial — some elements
No — starting fresh
Share your brand assets and file locations
Provide links to Dropbox, Google Drive, Figma, or wherever your brand files live. Include logos, fonts, colour palettes, photography, and any existing brand guidelines.
Even a messy folder of old logos helps us. SVG or AI vector formats preferred for logos. If files are password protected, add credentials to the Access Grants stage (Stage 5).
Describe your brand personality and tone of voice.*
How should your brand feel? How should it speak? Pick all that apply and add any nuances.
Think of brands you admire — Apple, Patagonia, Monzo, Notion. What tone do they use? Are they friendly or formal, bold or understated, minimal or maximalist? Your brand personality should feel as consistent as a real person's.
Professional
Friendly & Approachable
Bold & Confident
Minimal & Clean
Luxurious
Playful & Fun
Authoritative & Expert
Warm & Human
Innovative & Modern
Sustainable & Ethical
Share 3–5 brands or websites you admire aesthetically.
These don't need to be in your industry. We're looking for visual direction — layout, colour, typography, feeling. Include what you like about each.
This is your mood board in words. Examples: "I love linear.app — minimal, dark, ultra-clean" or "I love innocent.com — human, fun, personality-led." Include any Dribbble or Pinterest links too.
Is there anything your brand should absolutely NOT look or feel like?
Equally important — knowing what to avoid prevents expensive design revisions down the line.
Stage 4 of 8
Stage 5 — Technical Access & Credentials

Grant us secure access.

We need temporary access to your existing platforms to run audits, connect tools, and get to work without delays. All credentials are stored securely and access is removed upon project completion.

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Security note
We recommend sharing access via your platform's team/user invite feature rather than sharing passwords directly. For accounts that don't support this, use a secure sharing tool like 1Password or Bitwarden. All access will be revoked upon project completion — or sooner, at your request.
📊
Google Analytics
Analytics & reporting
Account email / Property ID
Access method
🌐
Website / CMS
WordPress, Webflow, Shopify, etc.
Platform type
Login URL / Admin URL
🏠
Hosting Provider
cPanel, WP Engine, Cloudflare, etc.
Hosting provider name
Notes / access method
📣
Meta / Facebook Ads
Business Manager access
Business Manager ID
🔍
Google Search Console
SEO & indexing data
Verified property / invite email
📧
Email Marketing Platform
Mailchimp, Klaviyo, ActiveCampaign, etc.
Platform name
Access / invite notes
📸
Social Media Accounts
Instagram, LinkedIn, TikTok, etc.
Handles & platforms
Access method
🛒
E-commerce / Payments
Stripe, Shopify Payments, WooCommerce
Platform & notes
Any additional platforms or tools we should have access to?
Include any CRM, project management tools, domain registrar, DNS provider, or anything else relevant to the project.
Stage 5 of 8
Stage 6 — Goals, KPIs & Success Metrics

Define what success looks like.

Clear goals and measurable KPIs are the difference between a project that feels good and one that demonstrably works. Everything we build will be benchmarked against these targets.

What are the primary goals for this project?*
Select all that apply, then add specifics in the text field below.
Think about the 1–3 outcomes that would make this project a clear success in 6 months' time. Combine the tags with a written description for maximum clarity.
Increase website traffic
Generate more leads
Improve conversion rate
Build brand awareness
Grow email list
Increase online sales
Improve user experience
Launch a new product
Enter a new market
Rebrand / reposition
What are your current benchmarks?
Baseline metrics help us measure improvement. Share whatever you have — website traffic, conversion rates, email open rates, revenue, etc.
Don't worry if your numbers aren't impressive — that's why you hired us. Even rough estimates ("around 200 visitors/month") are useful. If you have Google Analytics data, we'll pull the rest after access is granted.
What does success look like in 90 days?*
Set a realistic 90-day success milestone — this becomes our shared North Star for the first phase of work.
Use the SMART framework: Specific, Measurable, Achievable, Relevant, Time-bound. Example: "In 90 days, we want to launch a new website, increase monthly traffic from 500 to 1,000 visitors, and capture at least 50 email leads through a gated download."
Are there any constraints or non-negotiables we should know about?
Platforms you must use, things you must keep, regulations to comply with, stakeholders who need approval — anything that shapes or limits our approach.
What does the internal approval process look like?
Who signs off on deliverables? Are there multiple stakeholders involved? Understanding this helps us build realistic timelines.
Projects stall most often due to internal approval delays — not agency delays. Knowing your process up front lets us factor it into the timeline and keep momentum.
Primary decision-maker
Approvals required from
Typical turnaround for approvals
Stage 6 of 8
Stage 7 — Contracts & Agreements

Confirm your agreements.

Before we begin work, please confirm the status of each agreement below. Signed documents protect both parties and ensure complete clarity on scope, payment, and confidentiality.

✓
Statement of Work (SOW) Defines project scope, deliverables, timeline, and responsibilities. Must be signed before any strategic or creative work begins.
REQUIRED
✓
Non-Disclosure Agreement (NDA) Protects confidential business information shared during the project. Mutual — applies to both agency and client.
REQUIRED
✓
Payment Terms & Invoice Schedule Confirms payment milestones, deposit amount, invoice due dates, and late payment policy.
REQUIRED
✓
Intellectual Property Agreement Clarifies ownership of all assets created during the project — transferred to client upon final payment.
REQUIRED
✓
Revision & Scope Policy Outlines the number of revisions included per deliverable and the process for requesting out-of-scope changes.
REQUIRED
✓
Cancellation & Pause Policy Defines the process and notice period required if either party needs to pause or end the engagement.
RECOMMENDED
✓
Portfolio & Case Study Release Grants Monolith UX permission to feature completed work in our portfolio, pitch decks, and website. Fully optional.
OPTIONAL
Have all required documents been signed?*
If not yet signed, we'll send them via DocuSign or similar before the kickoff meeting is confirmed.
Yes — all signed
Partially — awaiting some
No — please send for e-signature
Preferred billing contact
Billing contact name
Billing email address
Preferred invoice method
VAT / ABN / Tax number (if applicable)
Any notes or questions about the agreement?
Stage 7 of 8
Stage 8 — Kickoff Meeting Setup

Let's meet and align.

The kickoff is where your project officially comes to life. We'll review your questionnaire responses, confirm the project roadmap, introduce the full team, and answer any remaining questions before the first sprint begins.

Kickoff meeting agenda
0–10
Introductions & team overview

Meet your dedicated Monolith UX team — strategy, design, and development leads.

10–25
Questionnaire review

Walk through your onboarding responses together — clarify, expand, and surface any gaps.

25–40
Project roadmap & deliverables

Confirm the timeline, milestone dates, and what you'll receive at each stage.

40–50
Communication & workflow setup

Confirm your Slack channel, ClickUp workspace invite, weekly standup schedule, and feedback cadence.

50–60
Open Q&A

Your questions, our answers — clear the runway before sprint one begins.

Preferred kickoff meeting format*
Video call (Zoom / Google Meet)
Phone call
In-person (if local)
Preferred days and times for the kickoff*
Provide 2–3 options. All times in your local timezone — please specify.
Who should attend from your side?
List anyone who should be in the room — include names, titles, and emails so we can send calendar invites.
Communication preferences
Preferred communication channels
Slack (shared channel)
Email
ClickUp messages
WhatsApp
Weekly video call
Loom video updates
How often would you like progress updates?
Daily check-in (async)
Weekly standup
Fortnightly review
Milestone-only updates
Anything else you'd like us to know before kickoff?
Stage 8 of 8
Stage 9 — Client Portal & Project Dashboard

Your project at a glance.

Once your onboarding is submitted, this becomes your live project hub. Track deliverables, view milestones, access shared files, and stay aligned without a single unnecessary email.

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Stages completed
8
Total stages
5
Days to kickoff
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Onboarding in progress
Upcoming deliverables
Onboarding form submission
Completed immediately
Done
Kickoff meeting scheduled
Within 48 hours
In progress
Client portal access credentials
Within 24 hours of submission
Pending
Discovery & audit report
End of Week 1
Pending
Strategy roadmap & KPI targets
End of Week 2
Pending
First creative / technical deliverables
Week 2–3 (engagement-dependent)
Pending
ClickUp project workspace & task board
Within 24 hours of kickoff
Pending
Quick wins — first 30 days
📅
Content Calendar
A 4-week content plan covering your primary channels — so there's no dead air while deeper work is underway.
🖋
Wireframes / Concept
Initial wireframes or brand concepts to establish visual direction early and get your feedback before full production.
📊
Analytics Audit
A baseline report of your current digital performance — traffic, conversions, and key gaps — so we can measure from day one.
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Strategy Brief
A one-page strategic summary: your audience, positioning, priority channels, and 90-day roadmap for sign-off.
Your project toolstack
✓
Client Portal (Airtable / Softr) Live project dashboard — deliverable status, file sharing, approvals, and progress tracking.
ACTIVE
✓
ClickUp Workspace Your shared task board — every milestone, task, and sprint visible in real time.
ACTIVE
✓
Shared Slack Channel Direct line to your team — quick questions, file drops, and async updates.
PENDING
✓
Google Drive / Shared Assets Folder All deliverables, working files, and brand assets stored and organised in one place.
PENDING
✓
Strategy Sign-off Document Shared roadmap and audit findings — requires your sign-off before creative production begins.
UPCOMING
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You're all set.
Submit your completed onboarding to notify your account lead. We'll be in touch within one business day to confirm your kickoff meeting.
All stages complete
Draft saved.