What a snapshot should contain
A snapshot is a copy of a sub-account's structure that you can apply to a new one. Ours contain everything a client in that niche will need on day one, already named, already wired, already tested:
- Pipelines with stages and automations that move deals.
- Custom fields, tags and smart lists following one naming convention.
- Core workflows: speed-to-lead, appointment confirmations and reminders, no-show recovery, review requests, internal alerts.
- Calendars with buffers, round-robin rules and confirmation messages, minus the availability.
- SMS and email templates written for the niche with merge fields for the client's details.
- Two or three funnel templates and a website template.
- A dashboard showing the five numbers that matter for that niche.
Generic versus custom
| Lives in the snapshot | Set on day one for each client |
|---|---|
| Pipeline stages and automations | Team members and lead-routing rules |
| Message templates with merge fields | Business name, sender names, tone tweaks |
| Calendar settings and reminder timings | Actual availability and locations |
| Funnel and site templates | Logo, colours, photos, offer copy |
| Dashboard layout | Phone numbers, domains, A2P registration |
The line is simple: if it's the same for every dentist, it's in the snapshot. If it's about this dentist, it's a day-one task with a checklist item.
The five-day schedule
- Day 1, customise. Apply the snapshot, run the branding checklist, load team and availability, review templates with the client's tone.
- Day 2, channels. Numbers, A2P submission, sending domain, tracking pixels, integrations with the client's existing tools.
- Day 3, data. Import and reconcile contacts if there is an existing list, following the migration method.
- Day 4, test. Real test leads through every workflow and channel from a customer's phone. Fix, retest, document.
- Day 5, train and launch. Recorded walkthrough, live Q&A, go-live, and the first weekly report scheduled.
Carrier registration can take longer than five days. Submit it on day one, or before the project even starts, and have an interim plan for outbound texting until it clears.
Onboarding that runs itself
Client onboarding is a pipeline in your own agency account. When a contract is signed, an automation sends the intake form, creates the sub-account task list, books the kickoff call, and sends a "what we need from you" checklist for logos, access and copy. Each day the client gets a short progress update from the pipeline stage. The account manager spends time on the client, not on chasing assets.
Keeping the snapshot alive
Snapshots rot if nobody owns them. We keep a master sub-account per niche that is never given to a client, and a monthly review where improvements made in any client account are evaluated for the master. When the master changes, we version it and note what changed, so a client launched in March can be upgraded deliberately rather than surprised. The snapshot is a product; treat it like one.
Key takeaways
- One snapshot per niche, not one per client. Ten dental clinics share one; a dentist and a roofer don't.
- Put pipelines, fields, tags, workflows, calendars and templates in the snapshot. Leave branding, numbers and copy for day one.
- Day one is customisation; days two to four are channels and testing; day five is training and go-live.
- Client onboarding is itself a pipeline with automations: intake form, asset collection, kickoff booking, progress updates.
- Version the snapshot. Every improvement in one client account gets reviewed for inclusion in the master.