Implementation
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      Sending Welcome Email to New Clients

      To ensure a consistent and professional first impression for new HR Butler clients by sending a standardized welcome email that introduces the assigned Implementation Specialist, outlines next steps, and initiates the kickoff call scheduling process.

      This SOP applies to all Implementation Specialists (IS) responsible for onboarding new clients after assignment.

      Responsibilities

      Role Responsibilities
      Implementation Specialist (IS) Sends the welcome email, schedules kickoff call, and maintains communication with the client.
      Implementation Manager Ensures timely outreach and consistent messaging across all new client communications.

      Procedure

      A. Timing

      • The welcome email should be sent once client assignment has been completed.

      • Ideally, send the email 1.5 to 2 months prior to the client’s scheduled go-live date.

      • If the go-live timeline is shorter, send the email as soon as the assignment is confirmed.

      B. Preparing the Email

      1. Confirm the following details are accurate before sending:

        • Client’s legal name

        • Implementation Specialist’s name and contact information

        • Target go-live timeframe

      C. Email Template

      Subject: Welcome to HR Butler

      Hi [Client Name],

      Welcome to the HR Butler family — we’re thrilled to have you on board!

      My name is [Employee Name], and I’ll be your Implementation Specialist. I’ll be your main point of contact throughout this process, guiding you every step of the way to ensure your payroll setup is smooth, accurate, and seamless.

      To kick things off, let’s schedule a Microsoft Teams kickoff call to review the implementation timeline, walk through key milestones, and answer any questions you might have. During this call, we’ll also:

      • Introduce your HR Butler implementation team and discuss next steps

      • Gather the necessary data for your setup

      • Review the Implementation Timeline and Data Gathering Spreadsheet

      Please send over a few dates and times that work best for you over the next few days, and we’ll get your kickoff call scheduled.

      We’re so excited to work with you and make this a seamless, successful experience from start to finish. Thank you for choosing HR Butler — we can’t wait to get started!

      Warm regards,

      D. After Sending the Email

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

      2. Mark the following in HubSpot:

        • Task Created: Welcome Email Sent

        • Task Due Date: [Insert Date]

        • Notes: Date email was sent and expected follow-up window.

        • Ticket Status: Leave as is for Admin

      3. Wait for a client response and schedule the Kickoff Call within 3–5 business days of initial outreach.

      E. Kickoff Call Preparation

      1. Once the client provides availability:

        • Schedule the call via Microsoft Teams

      2.  See Kick Off Call SOP for email template and agenda
      3. Complete the Timeline, Services, Goals, and any other tabs in the Implementation Timeline and Data Gathering spreadsheet with the data you have for that client prior to the kick off call. 

      See the Implementation Timeline and Data Gathering below.

      Implementation Timeline & Data Gathering Spreadsheet

      Quality Control & Documentation

      Task Responsible Party Verification Method
      Welcome email sent within required timeframe Implementation Specialist HubSpot activity log
      Email contains correct attachments and client info Implementation Specialist Peer review or Manager check
      Kickoff call scheduled within 3–5 business days Implementation Specialist Calendar invite in Outlook/Teams