Help Guide

Visit the Register page and complete the registration form:

• Organisation Name — your practice or business name (e.g. Smith & Associates, ABC Field Services)
• Subdomain — a short slug for your URL (e.g. smithassoc gives you smithassoc.clientonboard.co.za)
• Email — your billing / admin email address
• Plan — Starter, Pro, or Enterprise

The Super Admin controls platform-wide settings. Before you receive invoices, the super admin should configure:

• Company name, address, phone, VAT registration number
• Banking details (for invoice letterhead)
• Invoice prefix (e.g. LK-2026-0001)
• VAT rate (default 15% — adjustable if the SARS rate changes)
• Invoice notes (e.g. overdue interest clause)

These settings are managed at Super Admin → Settings.

Your organisation uses three roles:

Users can be added from your dashboard once logged in. Each user gets a unique email login.

Navigate to Clients → Add Client and fill in:

• Client name, company registration number, VAT number (where applicable)
• Contact details (phone, email, physical address)
• Engagement type — describe the service being rendered (e.g. Monthly Retainer, Project, Annual Review)
• System or platform used (e.g. Xero, Pastel, Sage, your own field management system)
• Allocated team lead — this person receives notifications for all activity on this client
• Group (optional) — for organising clients by sector, region, or team

On the client detail page, click “Start Onboarding”. The system will:

• Clone all 30+ task templates into a new onboarding checklist for this client
• Assign each task to the correct role (Admin / Accountant / Staff)
• Set the onboarding status to In Progress
• Notify the allocated accountant that the onboarding has started

You can specify who prepared the onboarding (the responsible accountant) and the start date.

Open the onboarding checklist. Tasks are grouped by phase. Each task shows:

• The task description
• Who it is assigned to (role)
• Current status: Pending / In Progress / Complete / Rejected

To complete a task, click the checkbox or “Mark Complete” button. If the task has an input field (e.g. “Enter VAT number”), fill it in before completing.

Some tasks have an input field (e.g. for a registration number, reference, date, or any custom value your process requires). Enter the value when completing the task — it is stored on the checklist and appears in the audit trail.

Any team member can add a comment to any task. Comments are visible on the task and in the history timeline. The assigned user and the allocated team lead both receive a notification when a comment is added.

If a task was completed incorrectly, use the Reject button. The rejection modal lets you:

• Select a rejection reason from the dropdown (e.g. “Incorrect information”, “Document missing”)
• Add free-text notes explaining the issue
• Optionally return to a prior task (e.g. if supporting documents need re-collection before this task can proceed)

The rejected task reverts to Pending. The assigned user receives a notification. All rejections are recorded in the audit trail with the reason and actor.

ClientOnboard sends in-app notifications (visible in your notification bell) for:

• Task completed
• Task rejected or returned to a prior step
• New comment added
• Input field updated
• Onboarding started
• Key phases completed (e.g. Quote sent, Agreement signed, Compliance complete)
• Onboarding completed in full

Click any notification to go directly to the relevant task or onboarding.

Every onboarding has a History view (click “View History” on the onboarding page). This is a chronological audit trail of every event — completions, comments, rejections, input changes — with the actor and timestamp.

Use the history view to answer: “Who did what and when?” when reviewing a client file, during a handover, or in a quality check.

Your monthly subscription invoice is raised automatically on the 1st of each month. To view and pay your invoices:

• Go to Subscription in your tenant portal (at yoursubdomain.clientonboard.co.za/subscription)
• View all invoices: draft, sent, paid, and cancelled
• Click “Pay Now” on any outstanding invoice to be redirected to PayFast for secure payment
• Once PayFast confirms payment, the invoice is automatically marked as paid

All invoice amounts include VAT at the applicable rate. The invoice shows both the ex-VAT subtotal and VAT amount separately.