Essential Onboarding Plan for Startups
A streamlined SaaS onboarding plan for startups, focusing on core technical setup, security essentials, basic usage, and cost awareness.
Technical Setup & Onboarding
Core engineering and DevOps tasks to connect the SaaS solution and ensure basic functionality.
Competencies
API Onboarding
Basic Cloud Infrastructure/Networking
Configuration Management
Basic Troubleshooting & Logging
Plan Onboarding Point
Decide where and how the SaaS will connect to your existing system(s).
Goals
- Choose a feasible connection method.
Deliverables
- Decision on connection approach (e.g., direct API calls, simple webhook endpoint).
Review Existing System
Briefly check where the connection makes most sense.
Goals
- Identify the connection point.
Deliverables
- Notes on connection point.
Decide Sync vs. Async (If applicable)
Choose if immediate responses (sync) or background processing (async) is needed.
Goals
- Match onboarding mode to basic needs.
Deliverables
- Sync/Async decision.
Implement API Connection
Write the code to call the SaaS API or handle incoming webhooks.
Goals
- Enable data flow between systems.
Deliverables
- Working onboarding code.
Set Up Endpoints/API Calls
Configure necessary endpoints or implement API client logic.
Goals
- Establish technical communication channel.
Deliverables
- Functional endpoint or API client code.
Handle Basic Errors
Add simple error handling for common issues (e.g., timeouts, auth failures).
Goals
- Prevent silent failures.
Deliverables
- Code with basic error handling.
Configure Infrastructure & Secrets
Set up necessary cloud resources, DNS, and securely store API keys/credentials.
Goals
- Ensure connectivity and secure credential management.
Deliverables
- Connectivity enabled, secrets stored securely.
Ensure Network Connectivity
Open firewalls or configure DNS if needed for external communication.
Goals
- Allow systems to talk to each other.
Deliverables
- Firewall/DNS rules updated.
Store Credentials Securely
Use environment variables or a simple secret manager for API keys.
Goals
- Protect sensitive credentials.
Deliverables
- Credentials stored outside codebase.
Deploy & Test Core Functionality
Deploy the onboarding code and run basic tests to ensure it works end-to-end.
Goals
- Verify the onboarding is live and functional.
Deliverables
- Onboarding deployed, basic tests passed.
Subtasks
Deploy Onboarding Code
Push the code to your production or primary environment.
Goals
- Make the onboarding live.
Deliverables
- Code deployed successfully.
Run Smoke Tests
Manually test the main onboarding workflow(s).
Goals
- Confirm basic operation.
Deliverables
- Confirmation that core flow works.
Set Up Basic Monitoring & Logging
Ensure basic logs are captured and set up alerts for critical failures.
Goals
- Be aware of onboarding status and major issues.
Deliverables
- Basic logging in place, critical failure alerts configured.
Subtasks
Enable Logging
Ensure onboarding actions and errors are logged somewhere accessible.
Goals
- Ability to troubleshoot issues.
Deliverables
- Logs being captured.
Configure Critical Alerts
Set up alerts for major failures (e.g., persistent API errors, service down).
Goals
- Get notified of significant problems.
Deliverables
- Alerting rules for critical errors.
Security & Access
Essential security checks and user access configuration.
Competencies
Vendor Assessment Basics
Account Management
Understanding Data Privacy
Basic Vendor Security Check
Perform a quick review of the vendor's security posture and data handling.
Goals
- Ensure vendor meets minimum security expectations.
Deliverables
- Brief notes on vendor security (certs, DPA reviewed).
Check for Certifications/Compliance
Look for SOC2, ISO 27001, or GDPR compliance statements.
Goals
- Verify basic security standards.
Deliverables
- Note of vendor certifications/compliance status.
Review Data Processing Agreement (DPA)
Ensure a DPA is available and covers basic data protection needs.
Goals
- Understand data handling responsibilities.
Deliverables
- DPA reviewed/signed.
Set Up Accounts & Permissions
Create necessary user accounts in the SaaS platform and assign basic roles.
Goals
- Enable team access to the SaaS tool.
Deliverables
- Team accounts created.
Create User Accounts
Set up logins for team members who need access.
Goals
- Provide necessary access.
Deliverables
- User accounts active.
Assign Basic Roles (Admin/User)
Use default roles or simple Admin/User distinctions.
Goals
- Apply principle of least privilege simply.
Deliverables
- Roles assigned.
Configure SSO (If Applicable)
Set up Single Sign-On if your startup uses an identity provider (e.g., Google Workspace, Okta).
Goals
- Simplify login and improve security if possible.
Deliverables
- SSO configured and tested, or decision not to use it noted.
Configure Provider Settings
Add the SaaS application to your identity provider.
Goals
- Enable SSO flow.
Deliverables
- IdP configuration complete.
Test SSO Login
Verify login works via SSO.
Goals
- Confirm successful configuration.
Deliverables
- SSO login confirmed working.
Usage & Team Readiness
Getting the team ready to use the SaaS tool and integrating it into basic workflows.
Competencies
Basic Tool Usage
Internal Communication
Simple Process Adaptation
Basic Team Training
Show the team how to use the core features of the SaaS tool and the onboarding.
Goals
- Ensure team understands basic functionality.
Deliverables
- Informal training session held or key resources shared.
Demonstrate Core Features
Walk through the main use cases relevant to the team.
Goals
- Familiarize team with the tool.
Deliverables
- Team has seen core features.
Update Key Workflows (If Needed)
Identify and make simple adjustments to essential team processes impacted by the new tool.
Goals
- Incorporate the new tool into daily work minimally.
Deliverables
- Team aware of basic process changes.
Identify Critical Process Touchpoints
Note where the new SaaS tool replaces or augments an existing step.
Goals
- Understand immediate workflow impact.
Deliverables
- List of key affected steps.
Communicate Changes to Team
Informally explain the simple changes to how work gets done.
Goals
- Ensure team knows the new basic flow.
Deliverables
- Team briefed on workflow adjustments.
Post-Launch Check-in
After a short period, check with the team on how the onboarding is working and address any immediate issues.
Goals
- Ensure basic adoption and catch early problems.
Deliverables
- Team feedback gathered, critical issues noted.
Gather Initial Team Feedback
Ask users how it's going and if they've hit major blockers.
Goals
- Understand initial user experience.
Deliverables
- Summary of initial feedback.
Address Critical Blockers
Fix any major issues preventing basic usage.
Goals
- Ensure the onboarding is usable.
Deliverables
- Critical issues resolved or plan made.
Admin & Finance
Managing the subscription and understanding the costs.
Competencies
Subscription Management
Basic Cost Awareness
Manage Subscription & Payment
Set up the subscription, confirm payment method, and note renewal date.
Goals
- Ensure the service is active and paid for.
Deliverables
- Subscription active, payment configured, renewal noted.
Subtasks
Activate Subscription
Finalize subscription details with the vendor.
Goals
- Service is officially active.
Deliverables
- Subscription confirmation.
Set Up Payment
Provide credit card or other payment details.
Goals
- Ensure vendor can bill.
Deliverables
- Payment method accepted.
Understand Total Costs
Review the pricing model, including base cost and potential scaling factors (e.g., per user, per usage).
Goals
- Be aware of current and potential future costs.
Deliverables
- Notes on pricing structure and potential scaling costs.
Review Pricing Tiers
Check base cost and what's included.
Goals
- Know the basic cost.
Deliverables
- Base cost documented.
Identify Scaling Factors
Note any per-user or usage-based costs.
Goals
- Anticipate potential cost increases.
Deliverables
- Notes on scaling costs.
Review Key Contract Terms
Briefly check the contract/MSA for critical items like term length, cancellation policy, and support SLA.
Goals
- Understand key commitments and vendor obligations.
Deliverables
- Notes on critical contract terms.
Check Term and Cancellation
Note the contract duration and how to cancel.
Goals
- Understand commitment length.
Deliverables
- Term/cancellation details noted.
Review Support SLA (If Available)
Understand vendor promises regarding support response/uptime.
Goals
- Know what level of support to expect.
Deliverables
- Support SLA details noted.