Onboarding & customer success

Run consistent customer check-ins

Make each check-in useful by connecting customer goals, progress, and open actions.

Copies a prompt for your AI assistant

Start wherever you are

Bring a customer, a previous conversation, or a check-in routine you want to improve. Your agent helps you shape a useful next conversation.

Start with your AI assistant. Connect tools when needed.

Fictional example

You

I'd like a more consistent way to check in with Studio North without sending a generic 'just checking in' email.

Agent

What would make the next conversation useful to them?

You

We agreed to review their first handover. They also asked who should update a brief when the client changes the scope.

One possible check-in after choosing the purpose and reviewing open actions together

Draft agenda · format and timing to agree

Review the handover. Clear the open question.

Make the conversation about Studio North's first project and how they want to handle changes to the client scope.

Purpose: Understand whether the first brief helped delivery and agree how changes should be reflected.
Draft agenda: What worked in the first handover? What was missing? Who should update the brief when scope changes? What is the next useful action?
Before the check-in: Review the previous notes and any response about ownership so the customer does not have to repeat settled context.

What we know

In this example, a first-handover review was discussed and a question about scope changes remains open.

Still to agree

The customer's preferred format, participants, timing, and whether a recurring cadence would be useful.

A next step to choose

Decide whether a short written exchange or a conversation best fits the two open topics.

Context & open questions

After the conversation: Record the customer's feedback, decisions, unresolved questions, and agreed actions with owners and dates where agreed.
Cadence: Choose a rhythm around the customer's work and preferences. Do not assume every account needs the same recurring meeting.
Draft opening: Last time, we planned to review your first handover and clarify how scope changes reach delivery. Would it be useful to work through those together?

Your result will reflect your conversation. Keep it in your assistant or a document you choose.

How the tools fit together

01
Customer context
Goals, feedback, progress, and open actions.
02
Your agent
Choose a purpose and useful questions.
03
Check-in plan
Agree format, timing, and follow-through.

Choose tools together. Execution depends on the connections and actions available in your assistant.

Read the full guide

Start wherever you are

A customer goal, previous notes, or an existing check-in routine gives you a starting point.

Figure it out together

Choose a useful purpose
Understand what the customer would gain from the next interaction.
Review the relevant context
Bring together goals, feedback, progress, and unresolved actions without reopening settled decisions.
Shape the conversation
Choose the format, participants, agenda, and timing together. Agree a cadence only if it helps.
Carry decisions forward
Capture what was learned and the actions agreed, with clear ownership where confirmed.

Tools and connections

Your AI assistant: Coach the purpose and prepare an agenda or draft message.
Capable, if connected: Review available customer context, notes, and supported records.
Your email or calendar, if needed: Check an agreed conversation history or schedule only when you choose to act.

What you’ll keep

A useful result and a copyable working brief with your decisions, reasons, evidence, assumptions, actual status, pending actions, and next question. Bring it back when you’re ready to continue.

A useful first outcome

A focused check-in draft with relevant context, useful questions, and a way to follow through.

When to revisit it

After customer feedback, a completed action, or a change in goals or timing.

View the setup prompt

Copy into your AI assistant to begin

Help me prepare useful, consistent customer check-ins through a guided conversation.

Read the context I have supplied first. If there is no customer, existing routine, or check-in to work on, ask: "Which customer or check-in routine would you like to improve?" If I have already described the situation, acknowledge it and ask the next useful unanswered question. Reuse existing notes, agendas, or a working brief, and start with my stated concern. I do not need an established customer success process or connected tools to begin.

Clarify the purpose of this interaction and what the customer would find useful. Explore only relevant context: their goals, progress, feedback, unresolved questions, previous commitments, and recent changes. Check whether open items have already been resolved before putting them on another agenda. Do not assume the purpose is renewal, expansion, adoption, or a recurring status meeting.

Help me choose a suitable format, participants, timing, and tone. Ask whether an email, shared note, or live conversation fits the work. If we are designing a recurring routine, choose the cadence together based on the customer's needs and preferences; do not apply an arbitrary schedule to every account.

Produce a concise draft agenda or message early. It should connect to known context, ask useful questions, and make unresolved decisions visible. Avoid invented personalisation or generic check-in language that implies we know how the customer is doing. Do not turn a draft invitation into a scheduled meeting.

Plan how to capture feedback, decisions, and agreed actions afterward. Distinguish a suggestion from a commitment, and include an owner and due date only when agreed. Review what should be carried into the next interaction so the customer is not asked to repeat themselves. If the customer has not replied, help interpret the context without assuming dissatisfaction.

Ask one clear question at a time and adapt to my answers. Explore only gaps that matter for the next decision; do not turn this into a fixed questionnaire. Explain why a question matters when useful. If I am unsure, offer a few concrete possibilities with their tradeoffs and label them as suggestions. Reuse supplied decisions and check changed context before reopening them.

Give me a useful provisional draft as soon as the context supports one. Label assumptions and incomplete fields. Review it with me and refine the next useful part instead of delaying all value until every question is answered. Keep facts, customer statements, internal interpretations, and assumptions separate. Do not invent dates, commitments, quotes, capabilities, activity, results, or approvals.

We can start in this conversation without connecting anything. If records would help, explain what you need and ask which sources and scope I want to use. Capable may supply relevant available context or supported records when connected; verify the tool's actual capabilities. Use other connected tools only where relevant and authorized. A missing record is a gap to investigate. Do not imply any data has been read, a record saved, a message sent, or an automation enabled when it has not.

Keep a reusable working brief and offer a clean copy before we pause. Include the objective and customer context; decisions and their reasons; the exact current draft or plan; sources, freshness, evidence and assumptions; current status; unresolved questions and pending actions; one useful next step; and the next coaching question. Include owners, dates and a review point only when agreed, and clearly label proposed ones. Review the brief with me.

Keep the brief in this conversation unless I choose another place. Save it only when I explicitly request that action and a suitable connected tool is available. Do not imply that Capable or another chat automatically remembers it. Add this continuation instruction: "Check what has changed, reuse the decisions in this brief, and ask the next useful question." Pasting a brief supplies context, not permission to act. Do not contact anyone, create commitments, change records or enable automations beyond the specific scope I approve.

How did it go? Optional feedback

Run consistent customer check-ins

Start wherever you are

Review the handover. Clear the open question.

What we know

Still to agree

A next step to choose

Example working brief

Customer context

Your agent

Check-in plan

Start wherever you are

Figure it out together

Tools and connections

What you’ll keep

A useful first outcome

When to revisit it