{"id":591,"date":"2025-04-15T11:00:00","date_gmt":"2025-04-15T11:00:00","guid":{"rendered":"https:\/\/web-stil.info\/?p=591"},"modified":"2025-05-02T22:02:05","modified_gmt":"2025-05-02T22:02:05","slug":"10-saas-onboarding-best-practices-to-ensure-your-customers-success","status":"publish","type":"post","link":"https:\/\/web-stil.info\/index.php\/2025\/04\/15\/10-saas-onboarding-best-practices-to-ensure-your-customers-success\/","title":{"rendered":"10 SaaS Onboarding Best Practices to Ensure Your Customers' Success"},"content":{"rendered":"
During my time as a client services manager at Yahoo<\/a> and then Verizon Media<\/a>, I witnessed firsthand how important good SaaS onboarding best practices are.<\/p>\n I\u2019ll never forget onboarding a major agency onto our ad server platform \u2013\u2013 they were migrating from a competitor\u2019s solution and had millions in annual digital ad spend at stake. Our initial approach of jumping straight into advanced campaign trafficking features almost derailed the entire partnership.<\/p>\n That experience transformed how I approach client onboarding. Instead of overwhelming new clients with technical capabilities, I learned to focus first on building trust and understanding their core workflow needs.<\/p>\n Through leading client platform training sessions and demos, I developed 10 key practices that consistently helped clients transition smoothly and start seeing value quickly. Here\u2019s what I learned from working with both enterprise clients and internal teams at one of the largest ad tech platforms.<\/p>\n In this article:<\/strong><\/p>\n <\/a> <\/p>\n <\/strong><\/p>\n During the onboarding process, you want to capture your customers’ attention because a successful onboarding can reduce customer churn, improve customer retention<\/a>, and increase customer loyalty<\/a>.<\/p>\n But before we get started with the onboarding checklist, we want to first understand the importance of a good SaaS onboarding experience.<\/p>\n <\/a> <\/p>\n Wyzowl found that 86% of clients<\/a> are more likely to remain loyal to a company that invests in onboarding content. This number alone emphasizes the value of a well-structured onboarding process.<\/p>\n I think good onboarding is critical to establishing trust and delivering value to new clients. It\u2019s an opportunity to demonstrate that you care about their success, and that your product can actually assist them in achieving their goals.<\/p>\n When executed properly, onboarding can:<\/p>\n Now, let\u2019s take a look at some examples of how leading companies turn new users into power users through strong SaaS onboarding processes.<\/p>\n <\/a> <\/p>\n A great SaaS onboarding experience isn\u2019t just about introducing users to features. At its core, the goal is to bring them to an \u201caha\u201d moment as quickly and smoothly as possible. The best onboarding processes are intuitive, engaging, and personalized, ensuring users feel immediate value.<\/p>\n Here are ten standout examples that, in my opinion, set the gold standard or are redefining the function.<\/p>\n Source<\/em><\/a><\/p>\n Linear<\/a> simplifies SaaS onboarding by prioritizing speed and efficiency. Instead of bombarding users with tutorials, it quickly teaches keyboard shortcuts and introduces the command palette. Users may create their first assignment in seconds, reducing friction and giving them a sense of authority.<\/p>\n I appreciate this approach because it respects the user\u2019s time. Instead of going through explanations, users learn by doing, which increases confidence and recall. Speed is essential in project management solutions, and Linear delivers by making users feel productive right away.<\/p>\n Source<\/em><\/a><\/p>\n Notion AI<\/a> personalizes onboarding through intelligent recommendations. Instead of giving users a clean slate, it recommends templates based on their role and organization size. It also introduces functions in stages, beginning with simple note-taking and progressing to advanced database functionality.<\/p>\n This onboarding method is effective because it lowers choice fatigue. The system guides users, so they don\u2019t have to find out where to start. This strategy, in my opinion, is extremely beneficial since it turns a potentially daunting product into an intuitive, role-specific experience.<\/p>\n <\/p>\n Source<\/em><\/a><\/p>\n Switching browsers can be difficult, but Arc<\/a> makes it simple with its split-screen onboarding experience. Users can see their old browser alongside Arc, making the switch simple and intuitive. The browser automatically imports bookmarks and settings with visual evidence, ensuring users don\u2019t start blank.<\/p>\n I think this strategy is amazing since it eliminates the fear of change. People are hesitant to switch tools because they are concerned about losing familiarity. Arc addresses this fear by keeping everything visible and structured during the onboarding experience.<\/p>\n <\/p>\n Source<\/em><\/a><\/p>\n Raycast<\/a> turns onboarding into hands-on command training. Rather than a passive walkthrough, the onboarding process proposes extensions based on the apps customers use, ensuring relevance for their specific needs.<\/p>\n This is an ideal strategy for a tool geared toward developers. I like how it transforms onboarding into a workflow rather than a tutorial, giving developers immediate benefits without interruptions. It makes learning feel like an integral part of the product experience.<\/p>\n <\/p>\n Source<\/em><\/a><\/p>\n HubSpot<\/a> verifies relevance by launching a brief onboarding survey. Users answer a few questions about their company, industry, and ambitions, and the system customizes the dashboard and feature recommendations accordingly.<\/p>\n Source<\/em><\/a><\/p>\n This strategy is effective because it minimizes information overload. I like how it shows consumers only the most important elements rather than a generic introduction. When onboarding feels personalized, users are more like to stay interested and explore further.<\/p>\n <\/p>\n Source<\/em><\/a><\/p>\n Asana<\/a>\u2019s onboarding is designed for teams, not just individuals. The platform includes step-by-step instructions for setting up projects, assigning tasks, and using collaboration capabilities. Each step is actionable, ensuring that consumers do more than simply read.<\/p>\n I believe this method is quite effective because it focuses on team adoption rather than individual onboarding. A technology like Asana is most useful when used by a complete team, and this systematic approach ensures that happens.<\/p>\n <\/p>\n Source<\/em><\/a><\/p>\n Box<\/a>\u2019s self-paced onboarding flow enables users to explore the site at their own leisure. Rather than linear lessons, users are directed through important features like file sharing and security settings via embedded tooltips and prompts.<\/p>\n I like this technique since it suits many learning styles. Some users want to dig in and explore, whereas others require more structured supervision. Box caters to both, ensuring that onboarding is intuitive rather than forced.<\/p>\n <\/p>\n Source<\/em><\/a><\/p>\n Productboard<\/a> decreases onboarding friction by making signup simple. Instead of asking users to fill out lengthy forms, it captures only the most important information upfront, allowing them to use the platform right away. Once inside, a guided tour emphasizes essential features important to product managers.<\/p>\n This method is effective because it removes needless barriers to entry. If an onboarding process is tedious, users are likely to abandon it.<\/p>\n <\/p>\n Source<\/em><\/a><\/p>\n FullStory<\/a> employs gamification to make onboarding more engaging. As users finish setup tasks, they receive visual feedback, badges, and awards. This approach makes onboarding a fun \u201cchallenge,\u201d motivating users to explore and engage.<\/p>\n This is especially effective, in my opinion, because it appeals to human psychology. Progress monitoring gives consumers a sense of success, increasing the likelihood that they will finish onboarding and continue to use the site. It\u2019s an effective strategy to lower drop-off rates.<\/p>\n Source<\/em><\/a><\/p>\n Loom<\/a>\u2019s onboarding focuses on immediate action. Instead of introducing the product, it just prompts users to create a short video. When users hit record, they immediately recognize the tool\u2019s worth.<\/p>\n This one of my favorite onboarding strategies<\/a> because it eliminates any friction. Users do not need to read or watch a lesson; they can use the product right away. It\u2019s the most effective way to demonstrate value in seconds.<\/p>\n <\/p>\n The best SaaS onboarding experiences don\u2019t just teach \u2014 they create immediate<\/em> value. By focusing on hands-on learning, personalization, and seamless transitions, these companies ensure that users not only understand their product quickly but also feel compelled to keep<\/em> using it.<\/p>\n <\/a> <\/p>\n The difference between a user who leaves and one who sticks around is a well-organized onboarding process. In fact, 82% of enterprise organizations<\/a> consider their user onboarding strategy to be a crucial factor in driving value for their business.<\/p>\n Based on market insights, my practical experience, and some general best practices, I have created a tried-and-true SaaS onboarding checklist. Create a smooth, high-retention onboarding process by following these steps.<\/p>\n I always begin by learning about the needs, objectives, and problems of my clients. Donna Weber<\/a>, author and leading expert in customer onboarding, says that \u201csuccessful customer onboarding starts before the deal closes and extends beyond the customer\u2019s first move within your product.\u201d<\/p>\n To customize the experience, employ behavioral data, user interviews, and surveys.<\/p>\n I make sure users are always aware of what to expect before the onboarding process starts. For example, a landing page or welcome email should include the following:<\/p>\n I designate a human specialist for high-value accounts and employ AI-driven guidance for self-serve users. This blended approach can significantly impact customer retention, which is crucial given that U.S. companies lose an estimated $168 billion annually<\/a> due to customer attrition.<\/p>\n By providing personalized onboarding for key accounts and efficient self-service options, businesses can address the retention challenges faced across industries, where the average retention rate is around 75%<\/a>.<\/p>\n Go beyond the generic \u201cWelcome to [Product Name]\u201d email. As someone deeply invested in good user onboarding, I\u2019ve learned that first impressions are everything.<\/p>\n Here\u2019s how I approach it:<\/p>\n Next, I ensure we have a comprehensive knowledge base, interactive tutorials, and contextual in-app guidance \u2013\u2013 all up to date, of course. In my experience, providing these resources upfront significantly reduces friction and empowers users.<\/p>\n I like to avoid boring, linear walkthroughs. Instead, I focus on creating interactive, behavior-driven tours. Here are some ways I frame that:<\/p>\n Pro tip:<\/strong> I leverage tools like Appcues<\/a>, Pendo<\/a>, or WalkMe<\/a> because I\u2019ve found they\u2019re very helpful for creating dynamic tours that adapt to user interactions and provide personalized guidance.<\/p>\n The faster users experience value, the more likely they are to stick around. I will often ask myself, \u201cWhat\u2019s the #1 thing a user must do to see value?\u201d Then, I design onboarding to get them there immediately.<\/p>\n As Steve Jobs famously said, \u201cYou\u2019ve got to start with the customer experience and work back toward the technology \u2013\u2013 not the other way around.\u201d<\/p>\n Instead of making users start from scratch, I like to offer:<\/p>\n Enhancing your onboarding process with real-time support and proactive check-ins is important for user engagement and retention. Here\u2019s how you can implement these strategies effectively.<\/p>\n I send check-in emails using a data-driven strategy. This ensures users remain engaged and supported throughout their onboarding journey. Consider the following timeline.<\/p>\n According to a study by ProductLed, 40% to 60% of users<\/a> who sign up for service will never return after the first experience. Proactive follow-ups at strategic intervals can mitigate this drop-off by keeping users engaged and informed.<\/p>\n Creating a thorough instructional ecosystem is essential for maintaining user interest and platform proficiency. Structured learning paths keep users engaged and motivated.<\/p>\n For instance, a solid certification program helps users level up and prove their expertise:<\/p>\n Regularly host live webinars with industry leaders, power users, and product gurus. These workshops enable users to address particular difficulties and obtain deeper insights by combining real-world demos with Q&A chances.<\/p>\n Users of all skill levels will find value in the topics, which range from basic ideas to complex application cases.<\/p>\n A thriving user community isn\u2019t just a \u201cnice-to-have\u201d \u2013\u2013 it\u2019s a game-changer for long-term adoption. I make sure users have a go-to space to:<\/p>\n Nobody wants to dig through outdated or overly technical docs. I maintain a clean, accessible knowledge base packed with:<\/p>\n By making education and community a core part of the experience, I ensure users not only get the most out of a platform, but also feel invested in its long-term success.<\/p>\n <\/a> <\/p>\n <\/strong><\/p>\n Below is more detail \u2014 and lots of lived-in tips \u2014 for great customer onboarding. Keep in mind that onboarding tools<\/a> are also essential here.<\/p>\n Early in my career, I experienced the problems that arise when sales and training work separately. The disconnect led to unhappy customers, churn, and a lot of internal finger-pointing. I soon understood that getting these teams on the same page is not just a good idea \u2013\u2013 it\u2019s necessary for a great customer experience.<\/p>\n Making a shared training guide that both sales and customer success teams can use has helped me a lot with this. We also hold regular talks to stay aligned. The key is to have a clear process for handing off information, making sure that sales shares all important customer data.<\/p>\n Sales prepares everything, and training makes it work. When I\u2019ve seen this done correctly, the effects are always amazing.<\/p>\n I truly think that sales training is not complete without a focus on customer success. New sales hires should meet with the training teams. They should attend talks with the onboarding team to ensure a good onboarding experience.<\/p>\n Think about it \u2013\u2013 how often have you heard a salesperson make big promises, but then the team in charge of getting customers started has difficulty delivering?<\/p>\n I\u2019ve seen this situation happen too often. I suggest adding a \u201cCustomer Success 101<\/a>\u201d section to the sales training and having regular learning events between teams. When you help your sales team focus on what happens after a sale, you build a better way to keep customers happy.<\/p>\n Being prepared makes a big difference. Researching a customers\u2019 business, industry, and team before a call makes the conversation easier and more effective. Without preparation, it\u2019s easy to miss important details or ignore issues that are more important to them.<\/p>\n You can use tools like LinkedIn<\/a> and Crunchbase<\/a> to quickly find useful information to help you understand their needs and guide the conversation. Putting in a little extra effort helps build trust and create a better experience for others.<\/p>\n I really believe that onboarding teams should talk to possible customers early on. I understand that sales teams might be worried about distractions from finishing deals, but I believe that building relationships with customers early on is very important.<\/p>\n In my experience, it helps build trust and clarify expectations. It also gives the onboarding team a better idea of the customer\u2019s concerns and hesitations before they even sign up.<\/p>\n I suggest meeting with the sales representatives first to agree on strategies and plans for training. Working together this way makes things easier and customers are happy.<\/p>\n<\/a><\/strong><\/p>\n
\n
\n
Why Good SaaS Onboarding Experience Is Important<\/strong><\/h2>\n
\n
10 Modern SaaS Onboarding Examples<\/strong><\/h2>\n
1. Command-First Onboarding: <\/strong>Linear.app<\/em><\/strong><\/h3>\n
<\/p>\n
2. AI-Guided Setup: <\/strong>Notion AI<\/em><\/strong><\/h3>\n
<\/p>\n
3. Split-Screen Learning: <\/strong>Arc Browser<\/em><\/strong><\/h3>\n
<\/p>\n
4. Learn-by-Doing Command Training: <\/strong>Raycast<\/em><\/strong><\/h3>\n
<\/p>\n
5. Personalized Onboarding Surveys: HubSpot<\/strong><\/h3>\n
<\/p>\n
<\/p>\n
6. Actionable Guides for Team Adoption: <\/strong>Asana<\/em><\/strong><\/h3>\n
<\/p>\n
7. Self-Serve Interactive Tutorials: <\/strong>Box<\/em><\/strong><\/h3>\n
<\/p>\n
8. <\/strong> Simplified Sign-Up Process: <\/strong>Productboard<\/em><\/strong><\/h3>\n
<\/p>\n
9. Progress Tracking with Gamification: <\/strong>FullStory<\/em><\/strong><\/h3>\n
<\/p>\n
10. Instant First-Task Completion: <\/strong>Loom<\/em><\/strong><\/h3>\n
<\/p>\n
Why do I think these onboarding strategies work?<\/strong><\/h3>\n
\n
SaaS Onboarding Checklist: Proven Framework for Success<\/strong><\/h2>\n
<\/p>\n
1. Pre-Onboarding: Establishing the Foundation for Achievement<\/strong><\/h3>\n
Know your users well.<\/h4>\n
Make sure expectations are clear.<\/h4>\n
\n
Assign a dedicated AI assistant or onboarding specialist.<\/h4>\n
2. Welcome & Setup: Creating Memorable First Impressions<\/strong><\/h3>\n
Send a personalized welcome email.<\/h4>\n
\n
Empower users with accessible self-serve resources.<\/h4>\n
\n
Design an engaging, adaptive product tour.<\/h4>\n
\n
3. First Value: Delivering the \u2018Aha!\u2019 Moment Quickly<\/strong><\/h3>\n
Guide users to their first quick win.<\/h4>\n
Provide templates, pre-built configs, or integrations.<\/h4>\n
\n
Offer real-time support and proactive check-ins.<\/h4>\n
\n
4. Ongoing Engagement: Preventing Drop-Off & Driving Adoption<\/strong><\/h3>\n
Arrange for follow-ups at significant turning points.<\/h4>\n
\n
Offer advanced education and certifications that matter.<\/h4>\n
\n
Make learning engaging, not a chore.<\/h4>\n
Foster a strong, self-sustaining community.<\/h4>\n
\n
Keep up documentation that\u2019s actually useful.<\/h4>\n
\n
1. Connecting Sales and Onboarding<\/strong><\/h3>\n
My Tips<\/h4>\n
\n
2. Including Customer Success in the Sales Training Process<\/strong><\/h3>\n
My Tips<\/h4>\n
\n
3. Engaging in Customer Research<\/strong><\/h3>\n
My Tips<\/h4>\n
\n
4. Emphasizing Early Contact With Prospects<\/strong><\/h3>\n
My Tips<\/h4>\n