1. Collect Core Client Information
Why this is important
You need a full picture of the client and the project to avoid misinterpretation, project bloat, or rework.
Checklist:
- Full client name
- Business name (if relevant)
- Email + mobile
- Brand info (industry, audience, style)
- Project overview (client’s words)
- Purpose of the deliverable (ad, socials, website, campaign, print, personal, etc.)
Red flags:
- Client unable to describe what they want
- “We’ll know it when we see it”
- Client provides conflicting directions
2. Clarify Creative Goals & Outcomes
Why this is important
Creatives lose more time to unclear expectations than any other issue.
Checklist:
- Objective of the project
- Target audience
- Tone and style
- Desired emotion or visual direction
- Inspiration examples
- Mandatory brand rules
- Usage rights (digital, print, commercial, resale)
Examples:
- “Professional headshots for team page”
- “Short-form TikTok for brand awareness”
- “Logo refresh, not full rebrand”
Red flags:
- Trying to achieve too many outcomes with one deliverable
- Client unsure of usage rights
3. Collect Required Assets & Brand Elements
Why this is important
Missing assets delay projects, reduce quality, and cause unnecessary revisions.
Checklist:
- Brand guidelines
- Logos
- Fonts
- Colours
- Mood board or inspiration link
- Scripts, shot lists or copy (if provided by client)
- Product samples (for product shoots)
- Voice/tone guidelines (writers/editors)
Red flags:
- Assets provided in low resolution
- No brand rules for a professional business
- Client refuses to provide files until later
4. Confirm Project Scope
Why this is important
Scope creep is the #1 profit killer for creatives. You must define what is included — and what is not.
Checklist:
- What you will deliver
- What formats you will deliver
- Number of variations
- Number of revisions included
- Whether raw files are included (usually no)
- Time allocated for each stage
- What is not included
Examples:
- Photography: “Includes 20 edited images; raw files not included unless purchased.”
- Design: “Includes 2 concepts, 2 revision rounds.”
- Video: “One main cut, one social variant.”
Red flags:
- Client wants unlimited revisions
- Client expects raw files for free
5. Identify Risks, Constraints & Creative Limitations
Why this is important
Creative risks are subtle but real – location issues, bad lighting, unclear brand direction, unrealistic deadlines.
Checklist:
- Deadline feasibility
- Availability of assets
- Weather limitations (for shoots)
- Lighting concerns
- Copyright/licensing considerations
- Client’s history of revision overload
- Approval chain (who signs off?)
Red flags:
- Client wants urgent delivery but cannot provide assets
- Multiple decision-makers with no hierarchy
6. Explain Pricing Structure Clearly
Why this is important
Creatives frequently undercharge themselves because expectations weren’t clear upfront.
Checklist:
- Project fee or hourly rate
- Day rate (shoots)
- Revision fees
- Licensing fees (commercial use, print, resell)
- Travel or location fees
- Deposit required for first-time clients
- Final payment required before files delivered
Examples:
- “50% upfront deposit, 50% before final files.”
- “Additional revisions billed at $80/hr.”
Red flags:
- Client asks you to reduce licensing fees
- Client wants “fast turnaround” without paying for priority
7. Explain Scheduling & Production Workflow
Why this is important
A clear workflow prevents delays, confusion and unrealistic expectations.
Checklist:
- Key milestones
- Concept approval deadline
- Shoot date (if relevant)
Editing timeline - Review period
- Final delivery date
Red flags:
- Client changes direction after concept approval
- Client misses review deadlines but expects fast turnaround
8. Explain Communication Expectations
Why this is important
Communication boundaries prevent burnout and keep the project efficient.
Checklist:
- Preferred communication channel
- Expected response times
- How feedback must be given (one batch, not scattered messages)
- Who signs off on each stage
Red flags:
- Client sends feedback via multiple apps
- Friends/family giving conflicting opinions
9. Explain Payment Process (Sole + WorldPay)
Why this is important
Creatives often face late payments — this system protects your cash flow.
Checklist:
- Deposit amount and due date
- Deposit must be paid before work begins
- Final invoice issued before final files sent
- Payment made via WorldPay:
- Apple Pay
- Google Pay
- Card
- Direct Debit
- Variations charged separately
Red flags:
- Client delays deposit
- “Can I pay after I see the edits?” (No.)
10. Confirm Next Steps & Send Welcome Message
Why this is important
Sets a tone of professionalism and clarity from day one.
Checklist:
- Project timeline confirmed
- All assets requested
- Deposit invoice sent
- Client understands revision limits
- Booking is considered confirmed only when deposit is paid
📩 WELCOME MESSAGE (Copy & Paste)
**“Hi <name>, welcome — I’m excited to get started on your <project>.
Here’s everything confirmed for your onboarding:
• Project scope: <details>.
• Deliverables: <list>.
• Revision rounds included: <number>.
• Timeline: <dates>.
• Required assets: <list>.
• Payment: 50% deposit upfront via the WorldPay link in your Sole invoice (Apple Pay, Google Pay, card or Direct Debit).
• Communication: Please send all feedback in one batch for each revision round.
Once I receive your assets and deposit, I’ll begin the first stage of the project.
Looking forward to working with you.
<Your name>.”**
🤖 PROMPT A — “What Am I Missing in My Onboarding?” (Creatives & Media)
“Act as a creative project onboarding specialist.
Here’s what I have collected so far:
Client details: <details>
Project goal: <summary>
Assets provided: <list>
Scope: <details>
Revision rules: <X rounds>
Timeline: <details>
Pricing: <details>
Deposit terms: <details>
Communication rules: <details>
Risks: <list>
Tell me:
- Any missing assets or information
- Risk areas I should address
- Any unclear expectations
- Additional questions I should ask
- Any scope boundaries I need to tighten.”
🤖 PROMPT B — “Write My Onboarding Welcome Message” (Creatives & Media)
“Write a polished, professional welcome message for a new creative client with:
Name: <name>
Project: <summary>
Deliverables: <list>
Revision rounds: <number>
Timeline: <details>
Assets required: <list>
Pricing and deposit: <details>
Payment method: WorldPay via Sole
Tone: friendly, confident and professional.”
Frequently Asked Questions
Q: Why is creative work so dependent on a strong onboarding process?
A: Creative projects are highly subjective. Without a structured onboarding process to define the “Creative Brief,” you risk endless revision loops and “scope bloat.” Proper onboarding ensures that goals, brand rules, and usage rights are locked in before the first pixel is moved or the first word is written.
Q: How do I handle a client who says, “I’ll know what I want when I see it”?
A: This is a major “Red Flag.” Creative professionals should never start a project based on vague directions. Your onboarding must require inspiration examples or a mood board. If a client is still unsure, suggest a paid “Discovery Phase” or “Concept Round” separately to define the visual direction before committing to a full production price.
Q: What is the best way to stop “Revision Creep” in design and video?
A: Clearly define the number of revision rounds (e.g., “2 rounds included”) and the format in which feedback must be delivered. Specify that feedback must be sent in one consolidated batch rather than scattered messages. This protects your workflow and ensures the project stays profitable.
Q: Why should I refuse to start work until the deposit is paid via Sole + WorldPay?
A: A deposit is a “Commencement Fee” that locks in your time. In 2026, waiting for bank transfers is unnecessary. Using Sole + WorldPay allows your client to pay via Apple Pay or Google Pay instantly. If a client delays the deposit, it’s a sign they may delay the final payment—always ensure funds are cleared before opening your creative software.
Q: What are “Usage Rights” and why should I include them in onboarding?
A: You own the copyright to your work by default. During onboarding, you must clarify if the client is paying for web use only, print, or full commercial resale. If they want the Raw Files (the “recipe” rather than the “cake”), this should be a premium add-on billed as a separate licensing fee in your Sole invoice.
Q: How does the “What Am I Missing?” AI prompts help with media projects?
A: Media projects often have hidden technical constraints like aspect ratios, safe zones for broadcast, or file compression requirements. The ChatGPT prompt acts as a Digital Producer, reminding you to ask: “Have you confirmed the final display platform?” or “Do you have signed model releases for the talent?”—preventing expensive re-exports later.