Build a New Employee Onboarding Tracker for Agencies
Ramp new hires and contractors on every client account—track checklists, owners, and due dates from one dashboard. Free to start.
16,171+ sites created with Kleap in the last 30 days
A working app, not a template
What it is
An employee-onboarding tracker for agencies is a web app that manages onboarding for new hires, freelancers, and contractors across multiple client accounts, tracking access, brand guidelines, and billable-readiness in one dashboard. It's built for the agency reality where one person may need onboarding into several clients at once.
What your agencies onboarding tracks
Every field below is one you can add, rename, or remove by chatting with Kleap — a starting point tuned for agencies.
Name
Ties every access grant and document to the right person across a mix of staff and freelancers.
Employment type
Distinguishes FTE, freelancer, and contractor because each needs different paperwork and access scope.
Assigned client accounts
Lists which clients the person works on, since agency onboarding is really onboarding into several brands at once.
Billable start date
The metric agencies live by — when this person can start logging revenue-generating hours.
Tool & software access
Confirms Adobe, Figma, and project-management logins are ready so creative work isn't blocked.
NDA / contractor agreement uploaded
Stores the signed agreement that must exist before anyone touches confidential client material.
Timesheet / time-tracking setup
Ensures the person can log hours from day one, which protects billing accuracy.
Brand guidelines reviewed per account
Tracks that the hire has absorbed each client's voice and rules before producing client-facing work.
Onboarding owner (account lead)
Assigns accountability to a lead so client-specific onboarding doesn't stall between teams.
What good looks like for agencies
One app, a view for everyone
Agency owner / ops director
Time-to-billable and utilization ramp across every new person.
Account / team lead
Whether their hire is cleared and ready to work on specific client accounts.
Finance / billing
That contractor paperwork is signed and timesheet setup is complete before hours are logged.
Buy a tool, or own one built for you
Off-the-shelf software makes you fit its mold. With Kleap you describe the onboarding you actually want and own it outright.
A typical onboarding
- Monthly per-seat fees that grow with your team
- Your data lives on their servers, in their format
- Fixed features — you adapt to the tool, not the reverse
- Generic, not shaped around agencies
Built with Kleap
- Free to start — no per-seat pricing
- You own the app and its database, data stays yours
- Change anything by chatting — fields, views, workflow
- Shaped around how agencies actually works
Build it in 3 steps
Describe it
Tell Kleap what your agencies needs, in plain words.
AI builds it
Get a real working app with records, forms, and a dashboard.
Publish
Refine it in chat, then publish. It is a live app you own.
Frequently asked questions
Does it sync with our time-tracking or project tools like Harvest, Toggl, or Asana?+
No. Kleap doesn't integrate with Harvest, Toggl, Asana, or any external PM or time-tracking tool. You track the setup of those tools as checklist items — 'timesheet configured', 'added to Asana' — but the tracker itself won't pull hours or tasks from them. It's your onboarding source of truth, not a connector.
Can we onboard freelancers and contractors differently from full-time staff?+
Yes. The employment-type field and per-person checklists let you run a lighter paperwork and access flow for freelancers versus FTEs. You define which tasks and documents apply to each type. Everyone still lives in the same dashboard so nothing about a contractor's setup gets missed.
Can contractors e-sign their NDA in the tracker?+
No — there's no built-in e-signature. The signed NDA or contractor agreement is uploaded as a PDF and the item is marked complete. That gives you a stored, per-person record of who has agreed before they access confidential client work, without a separate e-sign product.
Can one person be onboarded into several client accounts at once?+
Yes. The assigned-client-accounts field and per-account brand-review tasks let you track a single hire's readiness across multiple clients in one record. You'll see which accounts they're cleared for and which are still pending. That's the core reason agencies use it over a generic checklist.
More Onboarding Tracker use cases
Ready to build it?
Describe your agencies onboarding and watch it come to life. Free to start, no code.