Automate Employee & Client Onboarding with Google Sheets Checklists

You have a "New Client Checklist" in Google Docs. When you sign a new client, you copy it, rename it, file it, and email the team. Half the time, you forget to rename it. Or you forget to share it. Or you use an old version.

Manual onboarding is the root cause of "Scope Creep" and missed deliverables.

The Self-Replicating Checklist

We will build a "Master Template" sheet. When you type a client name into your "Active Projects" dashboard, the script:

1. Copies the Master Template.
2. Renames it [Client Name] Onboarding.
3. Shares it with your team.
4. Links it back to the dashboard.

The Code: The Cloner

1. Setup

• Sheet: "Dashboard" (Col A: Client Name, B: Status, C: Checklist Link).
• Template Sheet: A separate Spreadsheet that is your perfect checklist. Get its ID.
• Folder: A folder to store these checklists.

2. The Script

// CONFIGURATION
const TEMPLATE_ID = "YOUR_MASTER_TEMPLATE_ID";
const DESTINATION_FOLDER_ID = "YOUR_CLIENTS_FOLDER_ID";
 
function onEdit(e) {
  const range = e.range;
  const sheet = range.getSheet();
  
  // Check if we are in the Dashboard sheet, Column A (Client Name), and value is not empty
  if (sheet.getName() === 'Dashboard' && range.getColumn() === 1 && e.value) {
    const row = range.getRow();
    const statusCell = sheet.getRange(row, 2);
    
    // Only run if status is empty (new entry)
    if (statusCell.getValue() === "") {
       createChecklist(e.value, row, sheet);
    }
  }
}
 
function createChecklist(clientName, row, sheet) {
  const template = DriveApp.getFileById(TEMPLATE_ID);
  const folder = DriveApp.getFolderById(DESTINATION_FOLDER_ID);
  
  // 1. Copy Template
  const newFile = template.makeCopy(`${clientName} - Onboarding Checklist`, folder);
  
  // 2. Share it (Optional)
  newFile.addEditor("team@youragency.com");
  
  // 3. Link it back
  const url = newFile.getUrl();
  sheet.getRange(row, 3).setValue(url);
  sheet.getRange(row, 2).setValue("Setup Complete");
  
  SpreadsheetApp.getUi().alert(`Created checklist for ${clientName}`);
}

Note: onEdit triggers cannot call DriveApp permissions if they are "Simple Triggers". You must set this up as an Installable Trigger (Triggers > Add Trigger > Select onEdit > On Edit).

Why This Wins

Standardization. Everyone uses the exact same V5.0 checklist. Speed. Onboarding takes 4 seconds, not 40 minutes. Visibility. Your Dashboard now has a direct link to every active project's status.

Need a complex 30-day onboarding sequence automated? Book a call.