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Kick-Off Call Email & Agenda Distribution

To outline the process for sending the Kick-Off Call confirmation email and agenda to new HR Butler clients, ensuring consistent communication, preparedness, and professionalism leading up to the implementation kickoff meeting.

Scope

This SOP applies to all Implementation Specialists (IS) responsible for scheduling and facilitating kickoff calls for newly assigned HR Butler clients.

Responsibilities

Role Responsibilities
Implementation Specialist (IS) Sends the Kick-Off Call email, attaches necessary documents, and ensures the client is prepared for the meeting.

Implementation Manager

Verifies that Kick-Off communications follow brand and procedural standards.

Tax Department

Joins the Kick-Off call to discuss the tax process and answer any tax questions.

Procedure

A. Timing

  • The Kick-Off Call email should be sent immediately after the call has been scheduled and confirmed with the client.

  • This typically occurs 1–2 weeks prior to the scheduled meeting date.

B. Preparing the Email

  1. Confirm the following details prior to sending:

    • Client Name

    • Confirmed Kick-Off Call Date, Time, and Time Zone

    • Microsoft Teams meeting link

  2. Review for proper formatting, grammar, and client personalization.

C. Email Template

Subject: Kick-Off Call Details – HR Butler Implementation

Hi [Client Name],

Welcome again to HR Butler — we’re excited to officially begin your implementation journey!

Your Kick-Off Call is scheduled for [Day, Date] at [Time] [Time Zone]. Below is the agenda so you know what to expect:

Kick-Off Call Agenda

1) Introductions
• Meet your HR Butler Implementation Team and learn how we’ll be working together.

• Tax Team 

  • Introduce the Tax Team and their role in the implementation process

  • Explain the Tax Setup process and what information will be needed from the client   
2) Implementation Overview

• Review the process and overall timeline.
• Discuss key milestones and your target go-live date.

3) Data & System Setup
• Review the Implementation Timeline & Data Gathering Spreadsheet (attached).
• Identify what’s been completed and what’s still needed.

  • Gather any missing data.

4) Client Responsibilities & Next Steps
• Review action items, deliverables, and deadlines.
• Confirm communication preferences and primary points of contact.

5) Q&A / Open Discussion
• Address any initial questions, concerns, or specific setup requests.

We look forward to connecting and making your implementation experience smooth, efficient, and successful!

Warm regards,

D. Sending the Email

  1. Send the email from your HR Butler professional email address.

E. Post-Send Actions

  1. Log the email communication in HubSpot under the client’s Implementation Ticket.

  2. Add a Task in HubSpot labeled: Kick-Off Call Email Sent.

  3. Confirm the Kick-Off Call event is scheduled in Microsoft Teams Calendar with all participants invited.

  4. Upload a copy of the email and attachments to the Hubspot ticket

  5. Tag @Tax Department in Hubspot and include them in the meeting invite.

Quality Control Checklist

Task Responsible Verification
Kick-Off Call scheduled and confirmed IS Outlook/Teams Calendar
Email sent with correct details IS Email copy in HubSpot
Attachments verified IS File attachments confirmed before send
HubSpot Ticket updated IS Logged communication noted
SharePoint folder updated IS Document uploaded successfully