This onboarding checklist helps you set up your Aiphilia account quickly and smoothly so you can start with a fully functional system from day one. Your account already comes preloaded with the Small Business Automation Moldude – including ready-made funnels, workflows, calendars, pipelines, and nurture campaigns – so there’s no need to build from scratch. Plus, you’ll always have AIVA GPT by your side to guide setup, answer questions, and help you customize for your business needs.

By following the steps in this checklist, you’ll unlock the full potential of your account and move your business toward success.

Task Types: Mandatory | Important | Optional

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General Instructions #

1. If you are skipping any modules, you can also skip the corresponding onboarding steps.
2. Complete tasks in order of priority for the best results

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Mandatory Tasks #

• General Account Setup: 

1. Your account already comes preloaded with the Small Business Automation Moldude – including funnels, workflows, calendars, pipelines, and nurture campaigns. No extra setup required.
2. Navigate to Settings > Business Profile > Add your business information and EIN.
3. Add Users, Update Profiles & Complete Integrations (calendar, social media, Stripe, etc.).
4. Add Products (optional if B-005. Payment Automations is used).

• Connect a Domain or Subadomain to the subaccount

1. Navigate to the account Settings > Domains > Connect Domain > Funnel/Website
2. Add your domain name (this domain will be used for funnels/websites inside your account, mostly for functionality pages such as email unsubscribe, forms, calendar links, etc.)

If you already have a website, we recommend using a subdomain so this setup in the CRM doesn’t affect your current website.

1.  i.e.: go.yourdomain.com  (the word go is an example, it could be any other word)
2. Follow the prompts in order to set up all DNS records in your domain host (GoDaddy, Cloudflare, others..)

• Connect an Email Dedicated Domain

1. Navigate to the account Settings > Email Services > Dedicated Domain and IP > Add Domain
2. Add a subdomain name (this domain will work as the email server for your account, it will help with deliverability of any emails sent from your CRM)

Note: this is not a replacement for your business email (if you use Google, Outlook, etc.)

1.  i.e.: reply.yourdomain.com  (the word reply is a suggestion, it could be any other word)
2. Follow the prompts in order to set up all DNS records in your domain host (GoDaddy, Cloudflare, others..)

• Connect Funnels to the Domain added previously

1. Navigate to the account Sites > Funnels
2. Go into each folder and each funnel within the folder, and perform step 3 for each
3. Open funnel settings > Domain > Select the domain or subdomain connected previously

Important: the domain connected in all funnels should be the same.

• Add a Phone Number to Subaccount (if calls & SMS will be used)

A phone number is used to send SMS in the majority of the automations, reminders and sequences.

1. Navigate to the account Settings > Phone Numbers > + Add Number
2. Choose the number of your preference
3. Adjust phone number setting to your preference.

Setup User Calendar and preferences

Module: B-007 (Calendar Automations)

Instructions:

1. Navigate to the account Settings > Calendar Settings > Connections
2. Under Connected Calendars > Add New > proceed to connect the calendar of your preference [Google, Outlook, iCal…]  following the prompts 
3. Under Linked Calendar > Click Edit > Select your main calendar
   1. Note: make sure to select your main calendar where you’ll manage your bookings
4. Switch to Availability > Select your time zone and edit your available days and hours (for appointments)

• Assign Users to Calendars 

Module: B-007 (Calendar Automations)

Instructions:

1. Navigate to the account Settings > Calendar settings
2. Select the calendar you want to update > Edit
3. Assign team members to the calendar to manage appointments.
4. Ensure the meeting location is accurate.

• Assign a User within the APPT Canceled Workflow

Module: B-007 (Calendar Automations)

Instructions:

1. Navigate to the account Automations > folder: B-007 (Calendar Automations)
2. Open the ‘B-007-WF-6.1. APPT Cancelled > Let’s Reschedule’ workflow for handling canceled appointments.
3. Locate the step where a user needs to be assigned.
4. Select a team member responsible for managing cancellations and follow-ups.
5. Save the workflow to finalize the changes.

• Add Copy for Database Reactivation SMS, Custom Values

Module: B-004 (Database Reactivation)

Instructions:

1. Navigate to the account Settings > Custom Values
2. Locate the fields related to Database Reactivation.
3. Add personalized copy for SMS messages, such as greetings, follow-up prompts, and call-to-action messages.
4. Ensure the messages align with your tone and branding.

• Add Voicemail Recording to Workflow

Module: B-006 (Request a Callback)

Instructions:

1. Navigate to the account Automations > folder: B-006 (Request a Callback)
2. Open the ‘B-006-WF-1.2. Call Occurred -> Continue Trying’ workflow in your account settings.
3. Add a voicemail recording step by selecting “Add Action” and choosing “Voicemail Drop.”
4. Upload or record a professional voicemail message.
5. Save and test the workflow to ensure proper functionality.

• Add ‘Assign to User’ Action for New Referral Leads

Module: B-016 (Referral Automations)

Instructions:

1. Navigate to the account Automations > folder: B-016 (Referral Automations)
2. Open the ‘B-016-WF-2.1. Referral Form Submitted’ workflow handling new referral leads.
3. Add an action to assign a user to the lead.
4. Select the team member responsible for follow-up.
5. Save the workflow to finalize the changes.

• Edit Referral Offer Message Templates

Module: B-016 (Referral Automations)

Instructions:

1. Navigate to the account Marketing section > Snippets
2. Locate the message templates used for referral offers (B-016)
3. Customize the content to align with your niche and offerings.
4. Include a clear call-to-action and ensure the tone matches your brand.
5. Save the updated templates.

• Fill out Custom Values using Onboarding Form:

Instructions:

1. Navigate to the account Settings > Custom Values
2. Review the list of custom values provided.
3. Enter the relevant information for each value, such as business name, contact details, and any other required fields.

Module: B-007 (Calendar Automations)

Decide if calendars book phone calls or virtual meetings

• Determine whether your calendars will book phone calls or virtual meetings.
• If virtual: Navigate to Settings > Calendar Settings > Connections > Video Conferencing > Add New.
• Connect Google, Teams, or Zoom by following the prompts.
• Switch to Preferences > Meeting Location → select your default location.
• Adjust workflows accordingly.
  View detailed instructions here.

Draft unused call status workflows (if meetings do not use phone calls)

• If your business doesn’t rely on phone calls, draft or deactivate unused call status workflows so they align with your processes.
  View detailed instructions here.

Module: B-017 (Link Tree Funnel)

Instructions:

1. Navigate to the account Settings > Custom Values
2. Locate the fields related to Link Tree pages.
3. Add content, such as links, headings, and descriptions, using the custom values.
4. Save changes to ensure the funnel reflects the updates.

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Optional Tasks #

• Enable or Disable Auto Text Back Automation for Positive DR Messages

Module: B-004 (Database Reactivation)

Instructions:

1. Navigate to the account Automations > folder: B-004 (Database Reactivation)
2. Locate the toggle for “Auto Text Back” functionality.
3. Decide whether to enable or disable the feature based on your communication preferences.
4. If enabled, customize the auto-reply message to reflect your business’s style.

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