SwiftChecklist gives your firm a single onboarding portal that replaces the email-attachment-link-and-follow-up cycle. Clients complete everything in one place — your intake questions, document uploads, agreement signature, and payment — without creating an account or downloading software.
Your team sees real-time status on every active onboarding, gets notified when something is complete or stalled, and can approve or request changes from one dashboard.
How it works
For your team
You build checklist templates for each service type or practice area. Each template defines the exact steps clients must complete before work begins. When you onboard a new client, you create an instance from the relevant template, enter their contact details, and send the invitation.
From that point, the portal handles the communication. Reminder emails fire when a client stalls on a specific step. Your team gets notified when each major step is complete. The submission dashboard shows every client's current status without requiring anyone to open an email thread.
For your clients
The client receives one email with one link. Clicking the link opens their branded portal. They see a clear checklist of what you need from them, in order. Each step explains what is needed and why. When they finish a step, it checks off and the next one becomes available.
There is no account to create, no app to download, and no need to contact your firm to ask what they are supposed to do next. Everything is in the portal.
The four core objects in SwiftChecklist
Understanding these four objects makes the rest of the documentation easier to follow.
Checklist templates are the master workflows you build and reuse. A template for your monthly bookkeeping service and a template for your tax preparation service are different templates. You build them once and create instances from them for each new client.
Checklist instances are individual client engagements created from a template. Each instance is tied to a specific client, has its own status, and contains the client's responses, uploaded files, and completion record.
Clients are the organizations or individuals you are onboarding. A client can have multiple checklist instances across different engagements or service types.
Fields are the individual steps within a checklist — intake form questions, file upload requests, signature blocks, payment steps, and text fields. Each field has a type, label, instructions, and completion rules.
Recommended setup order
Week 1: Configure workspace branding, create one checklist template for your most common service, test it internally, send to your first real client.
Week 2: Review what worked and what did not. Update the template based on client questions or stall points. Build a second template for the next most common service.
Week 3 onwards: Add team members, configure notifications, build additional templates, and set up any integrations your workflow requires.
Most firms reach a stable, comfortable setup after three to four weeks of real usage.
What you can do from the dashboard
The main dashboard shows all active checklist instances across your organization. From here you can:
- See every client's current status at a glance (not started, in progress, awaiting review, approved, or complete)
- Open any instance to review the client's submission in detail
- Approve a completed submission or request changes with a message to the client
- Resend the portal link to a client who has not accessed it
- Filter by status, template type, assigned team member, or date range
Getting help
If you get stuck, the fastest path to an answer is in the documentation left panel. Navigate by category (Getting Started, Checklists, Clients, E-Signatures, Payments) to find the relevant topic.
If you cannot find what you need in the docs, use the in-app chat to reach the support team directly.
Continue with
- Workspace setup — configure branding and team defaults
- Build your first checklist — create a reusable template
- Launch checklist — pre-flight check before your first real invite