Onboarding With Honeybook: How to Simplify Client Onboarding as a Wedding Pro

If you’re a wedding professional, you know how time-consuming client management can be. Between onboarding new clients, gathering their details, and keeping up with communication, it’s easy to get overwhelmed. As someone who has been doing this for almost a decade though, I want to tell you that this is where automation comes in to save time and improve the overall client experience. That’s why I do my onboarding with HoneyBook. I really believe it’s the best way to streamline these processes, making your onboarding more efficient and ensuring your clients feel supported from day one.

Today, I’ll walk you through a simple step-by-step guide to automating your wedding client onboarding, complete with tips on how to use tools like HoneyBook and use automation without losing your personal touch.

Ready? Let’s get started!

Why Automate Your Wedding Client Onboarding with Honeybook?

When we think about onboarding with Honeybook, it’s important to know WHY we are doing what we are doing. Automating your onboarding process helps free up time for the more personal aspects of your business, like building relationships and refining your craft. With automation, you can set up systems that take care of repetitive tasks, which also makes sure that nothing slips through the cracks.

Here’s why this is worth your time:

• You save time by reducing manual tasks like sending follow-up emails and scheduling.
• Provide a professional experience with consistent communication, no matter how busy you are when they book
• Improve organization by collecting client information upfront, so you have everything you need in one place. Your “in the middle of wedding season” self will thank you!

If you’re already sold and know you want to set up your onboarding with Honeybook, you can also check out my Calligrapher’s Client Template Bundle which includes everything you need to onboard your new clients (and SO MUCH more).

Now, let’s get into the steps you can take to create a seamless and automated onboarding experience for your wedding clients.

Step 1: Send an Automated Thank-You After the Deposit is Paid

Once your client pays their deposit, it’s important to acknowledge it right away. One of the things I love about HoneyBook is that it lets you automate a personalized thank-you email. This small gesture reassures your client that their payment was received, which is key in making them feel secure in their decision to work with you. Remember, they just spent a good chunk of change on your services (likely based on your website and a phone call!).

You can take it a step further by including a welcome PDF in this email. This PDF can answer common client questions, such as the next steps (more on that below!), your working process, or what to expect leading up to their wedding day. Offering this resource upfront helps your clients feel informed and minimizes unnecessary back-and-forth emails. Remember, some people will be excited to get started!

To get started with automating your thank-you emails and welcome PDFs, consider setting up an automated workflow in HoneyBook.

Step 2: Use SmartFiles to Gather Information

After your client is officially onboarded, the next step is to gather any additional details you’ll need for the project. HoneyBook’s SmartFiles feature makes it easy to create customized forms or questionnaires that automatically send to your clients at the right time. It also makes it EASY for “future you” to find.

Using SmartFiles for onboarding questionnaires helps you efficiently collect all the necessary details without manually chasing down information. For example, you can ask questions about their wedding vision, key dates, or even preferred vendors. This information is neatly stored in your HoneyBook account, making it easy to reference later. I love a good template!

Need help deciding what to ask? Use this Onboarding Checklist Freebie to make sure you’re covering all your bases during the onboarding phase.

Step 3: Share Timelines Early On

Next, one of the most helpful things you can do for your clients is to provide them with a timeline of events and deadlines as soon as possible. Sharing this upfront gives clients a clear sense of what to expect and when they can expect it (so that hopefully, they are never asking you or left wondering, what’s next?).

By using HoneyBook’s task management tools, you can easily create timelines that are specific to each client. You can also automate reminders to send to your clients about important dates, like when it’s time to check in, schedule meetings, or submit final information.

Setting these expectations early helps reduce the number of last-minute questions and stress, making the process smoother for everyone involved.

Step 4: After Onboarding With Honeybook, Integrate Remaining Steps into Your Workflow

As you move forward with your planning process, there will be several additional touchpoints you’ll need to handle, from check-in calls to coordinating pickup times for rentals or final payments. But that’s wy I love onboarding with Honeybook! With HoneyBook, you can automate many of these reminders and steps to make sure you stay on top of every aspect of your client’s event.

I recommend you set up workflows that automatically send email prompts for:

• Check-in calls at key points during the planning process.
• Final planning meetings to discuss any last-minute details.
• Final payment reminders and coordination for services like florals, photography, or catering.

By building these tasks into your workflow, you avoid missing important points while making sure that your clients feel supported throughout their entire wedding planning journey.

Step 5: Stay Personal, Even with Automation

While automation is a fantastic tool for efficiency, it’s important not to lose the personal touch that makes your services stand out. Automation doesn’t have to (and shouldn’t!) feel robotic. Here are a few tips when you are onboarding with Honeybook to keep things personal:

• Customize your email templates to include the client’s name and personal details about their wedding.
• Include a personal note or anecdote in your communications to show you’re paying attention to their specific event.
• Check in with a personal phone call or video chat for important moments, like the final planning stage.

This blend of automation and personalized service ensures your clients still get that one-on-one connection they value while you get to focus on your craft and larger-picture tasks. It really helps so much to just start onboarding with Honeybook to make everything that happens after that smoother!

Take Control of Your Client Onboarding with HoneyBook

Automating your client onboarding doesn’t just save time—it helps create a better experience for both you and your clients. When you start by onboarding with HoneyBook, you can simplify the process while maintaining the personal touch that keeps clients coming back.

If you’re ready to streamline your workflow and deliver a better experience for your clients, start by automating just a few small steps. Whether it’s sending an automated thank-you email after the deposit is paid or collecting client information with SmartFiles, these actions make a big impact. Remember, if you want to set this up quickly and get started onboarding with Honeybook, make sure to grab my Calligrapher’s Client Template Bundle.

Want more help getting started? Grab my free Onboarding Checklist to make sure your process is as smooth and professional as possible! Or, head here to learn more about how we can work together!