How to Onboard Clients to Instagram DM Automation: Agency Checklist + Templates (2026)

How to Onboard Clients to Instagram DM Automation (Agency Checklist + Templates)

You’ve sold a client on Instagram DM automation. Now comes the hard part: getting them set up, comfortable with the tool, and seeing results without constant hand-holding.

Bad onboarding means confused clients, constant support tickets, and poor adoption. They blame the tool (and you) when automation doesn’t work because they set it up wrong.

Good onboarding means clients see results in week one, understand exactly how automation works, and rarely need support. You spend less time troubleshooting and more time signing new clients.

This guide gives you the complete agency onboarding framework: pre-qualification questions, technical setup checklist, training templates, and ongoing support structures.

TL;DR

Before Signing:

• Qualify using BANT framework (Budget, Authority, Need, Timing)
• Verify they have Business/Creator Instagram account
• Set realistic timeline: Month 1 setup, Month 4 results

Technical Setup (Days 1-14):

• Secure Business Manager access (OAuth, no passwords)
• Connect Instagram via official Graph API
• Build first automation with client approval
• Test before going live

Training & Support:

• Week 1: Platform navigation (5-10 min video)
• Weeks 2-4: Progressive training on automation, analytics, optimization
• SLA: Critical issues in 2-4 hours, general questions in 24-48 hours

Templates Included:

• Pre-qualification questionnaire
• Discovery call script
• Technical onboarding checklist
• Client training plan
• Monthly report template

Red Flags to Avoid:

• Personal accounts (can’t use API)
• Wants to spam scraped lists (violates Meta policies)
• Previous account bans
• Unrealistic growth expectations

Why Client Onboarding Matters for Agencies

The Cost of Bad Onboarding

When you skip proper onboarding:

Client Impact:

• Takes 3-4 weeks to see results (instead of 1-2 weeks)
• Constant confusion about how automation works
• Poor message quality (generic templates)
• Unrealistic expectations lead to disappointment

Agency Impact:

• 15+ hours/month in support tickets per client
• High client churn (30-40% in first 90 days)
• Bad reviews blaming the tool (when it’s setup issues)
• Can’t scale beyond 10-15 clients

The ROI of Good Onboarding

Agencies with structured onboarding see:

• 60% reduction in support workload (Plixlife case study, January 2026)
• 85% client retention through first year
• 15-20% revenue increase per client (TailorTalk data, January 2026)
• Scale to 20+ clients without adding headcount

Time invested upfront pays back 10x in reduced support costs.

Phase 1: Pre-Qualification (Before Signing)

The BANT Framework

Qualify clients using BANT (industry standard for B2B sales):

Why This Matters: Unqualified clients waste your onboarding time, demand excessive support, and churn quickly. A 15-minute qualification call saves 20+ hours of wasted work.

42 Essential Discovery Questions

Section 1: Goals & Success Metrics

1. What specific outcome do you want from Instagram DM automation?
2. How are you currently handling DM requests?
3. How many DM requests do you get per week?
4. How long does it typically take you to respond?
5. What’s your current conversion rate from DM to customer?
6. What would success look like 90 days from now?

Section 2: Target Audience

7. Who is your ideal customer?
8. What do they typically ask about in DMs?
9. What keywords or phrases do they use?
10. Do they prefer links or detailed information?
11. What objections do they raise before buying?

Section 3: Technical Requirements

12. Do you have a Business or Creator Instagram account? (Required)
13. Is your Instagram connected to a Facebook Page? (Required)
14. Do you have Facebook Business Manager access?
15. Have you used automation tools before?
16. Do you have admin access to your Instagram account?

Section 4: Content & Messaging

17. What links do you want to send in DMs? (Products, booking calendars, lead magnets)
18. Do you have existing message templates we can adapt?
19. What tone should automated messages use? (Casual, professional, friendly)
20. Are there specific phrases or words you always use?
21. What should automation NOT say on your behalf?

Section 5: Risk Assessment

22. Have you ever had Instagram restrictions or bans?
23. Have you used unofficial automation tools before?
24. What’s your typical engagement rate? (Helps set expectations)
25. Do you post consistently? (Automation needs content to trigger on)

Section 6: Expectations & Timeline

26. What results do you expect in the first 30 days?
27. How much time can you dedicate to training?
28. Do you need approval for every message before it goes live?
29. What’s your decision timeline for getting started?

Red Flags: Disqualify These Clients

❌ Personal Instagram accounts: Can’t use Meta’s official API (Business/Creator required)

❌ Previous automation bans: High risk of repeat issues; they likely used unofficial tools

❌ Wants to spam scraped lists: Violates Meta policies; will get account banned

❌ Unrealistic expectations: “I need 10K followers in 30 days” = they’ll blame you when it doesn’t happen

❌ No Facebook Page connection: Required for API access; if they refuse, they can’t use official tools

❌ Multi-platform needs without budget: If they need Instagram + WhatsApp + SMS, they need ManyChat (higher cost)

When to Walk Away: If a prospect has 3+ red flags, decline the project. Bad-fit clients destroy your reputation and waste your team’s time.

Setting Realistic Expectations Upfront

The Timeline Reality (Data-Backed):

Source: ReplyRush Instagram DM Automation Guide, January 2026

The “Validate and Redirect” Method:

1. Validate: “I hear you want 5K followers in 30 days. That shows you’re serious about growth.”
2. Redirect: “Most agencies see better ROI from 500 engaged followers who actually convert than 5K vanity followers.”
3. Evidence: “Our top clients see 15-20% revenue increases by automating DMs to existing engaged followers.”

This acknowledges their ambition while setting achievable goals.

Critical API Limitations (Communicate These Early)

24-Hour Messaging Window:

• Can only DM users who engaged (commented, replied to story) within 24 hours
• After 24 hours, Instagram blocks automated messages
• Source: Instagram Graph API documentation, Meta for Developers, January 2026

200 DMs/Hour Rate Limit:

• Meta enforces 200 automated DMs per hour per account
• 95%+ of creators never hit this limit
• Only affects viral posts with 500+ comments/hour
• Source: CreatorFlow - Instagram API Rate Limits Explained, January 2026

Business/Creator Account Requirement:

• Personal accounts cannot use Instagram Graph API
• Client must convert to Business or Creator account
• This is Meta’s requirement, not the tool’s

Set these expectations during discovery to avoid surprise complaints later.

Phase 2: Technical Onboarding (Days 1-14)

Day 1-3: Account Access Setup

Step 1: Verify Account Type

Before anything else:

1. Check client’s Instagram profile
2. Look for “Professional Dashboard” button
3. If missing, they have a Personal account (must convert)

How to Convert Personal → Business:

1. Instagram app → Settings → Account
2. Switch to Professional Account
3. Choose “Business” or “Creator”
4. Connect to Facebook Page (create one if needed)

Step 2: Secure Business Manager Access (NO PASSWORD SHARING)

The secure way:

1. Client logs into their Facebook Business Manager
2. Navigate to Business Settings → Integrations
3. Click “Add” and authorize your agency’s app
4. Select permissions: Instagram Graph API
5. Client never shares password; you get OAuth token

Why This Matters:

• More secure than password sharing
• Client can revoke access anytime
• Complies with Meta’s Terms of Service
• Protects your agency legally

Step 3: Connect Instagram to Automation Tool

Using CreatorFlow as example:

1. Client logs into tool with their Facebook account
2. Selects their Instagram Business account from dropdown
3. Grants permissions (read messages, send messages)
4. Verifies connection (test message to themselves)

Common Connection Issues:

Day 3-7: First Automation Build

The 3-Automation Starter Kit:

Automation 1: Comment-to-DM (Highest ROI)

Trigger: User comments on post Keyword: “LINK”, “INFO”, “DETAILS” Response: “Hey! Here’s what you asked for: [CLIENT’S LINK] 😊”

Automation 2: Story Reply

Trigger: User replies to story Response: “Thanks for the reply! Here’s more info: [LINK]”

Automation 3: Keyword Trigger

Trigger: User sends DM with specific word (e.g., “PRICING”) Response: “Our pricing starts at $X. Book a call to learn more: [CALENDLY LINK]”

Message Writing Guidelines:

✅ DO:

• Use client’s actual words from past DMs
• Keep under 2-3 sentences (mobile-friendly)
• Include one clear call-to-action
• Test on mobile before approval
• Use emojis if client normally does

❌ DON’T:

• Sound robotic (“Greetings, human user!”)
• Use corporate jargon
• Include multiple links (pick one priority)
• Make messages longer than 300 characters
• Over-promise what the link contains

Get Client Approval BEFORE Activating:

1. Write draft messages
2. Send to client via email or shared doc
3. Get written sign-off (email confirmation counts)
4. Only activate after approval

This protects you if clients later claim “I didn’t approve that message.”

Day 7-14: Testing & Quality Assurance

The 5-Step Testing Protocol:

Step 1: Internal Test

• Comment from your personal account
• Verify DM arrives within 2 seconds
• Check link works correctly
• Confirm UTM parameters track properly

Step 2: Client Test

• Have client comment from friend’s account
• Client verifies they receive the DM
• Client approves message quality

Step 3: Edge Case Testing

• Test with emojis in comment
• Test with misspellings (does keyword still trigger?)
• Test with all-caps comment
• Verify non-matching comments don’t trigger

Step 4: Rate Limit Check

• If client has high-volume content, simulate burst traffic
• Verify tool handles Instagram’s 200 DM/hour limit gracefully
• Check queuing system works

Step 5: Analytics Verification

• Confirm dashboard shows test DMs
• Verify click tracking works
• Check UTM parameters appear in Google Analytics

Common Testing Issues:

Launch Checklist (Before Going Live):

• All messages client-approved in writing
• Links tested and working
• Keywords don’t overlap (priority order set)
• Analytics tracking verified
• Client trained on how to pause automation
• Client knows how to check analytics dashboard
• Support contact info provided (your email/Slack)

Phase 3: Client Training (Weeks 1-4)

Training Best Practices (2026 Standards)

69% of people prefer video-based onboarding (industry data, January 2026)

Record short Loom videos instead of scheduling live calls. This lets clients watch at their own pace and refer back anytime.

Week 1: Platform Navigation (5-10 Minutes)

Video Script:

“Hi [Client Name], I’m going to show you around your DM automation dashboard. This will take about 5 minutes.

Section 1: Dashboard Overview This is your main dashboard. You’ll see:

• Total DMs sent this week
• Top-performing posts (most DM triggers)
• Response rate (how many people replied back)

Section 2: Active Automations Click ‘Automations’ in the left menu. You’ll see your 3 active automations:

1. Comment-to-DM
2. Story Reply
3. Keyword Trigger

Each one shows: Trigger → Message → Status (Active/Paused)

Section 3: How to Pause If you need to pause automation (during a crisis, policy change, etc.):

1. Click on the automation
2. Toggle ‘Status’ to Paused
3. It stops immediately

Section 4: Where to Get Help If something isn’t working:

• Check our Help Center: [link]
• Email us: [your email]
• Expected response time: [your SLA]

That’s the basics! Next week, I’ll show you how to edit and optimize your automations.”

Week 2: Editing & Optimizing (15-20 Minutes)

Video Script:

“Now that you’re familiar with the dashboard, let’s optimize your automations.

How to Edit a Message:

1. Click on the automation
2. Click ‘Edit Message’
3. Change the text
4. Click ‘Save & Preview’
5. Test by commenting from a test account

Adding New Keywords: Your current trigger: ‘LINK’ Let’s add alternatives: ‘URL’, ‘SEND’, ‘SHARE’

1. Click ‘Edit Triggers’
2. Add new keywords (one per line)
3. Save
4. Test each keyword

Analytics: What to Watch

• Trigger Rate: 5-10% is good (% of comments that trigger automation)
• Reply Rate: 20-30% is good (% who reply to your DM)
• Click Rate: 10-20% is good (% who click your link)

If rates are below these benchmarks, your message might need work.

Optimization Tips:

• If trigger rate is low: Broaden keywords (add more alternatives)
• If reply rate is low: Make message more engaging
• If click rate is low: Clearer call-to-action

I’ll check in next week to see how it’s performing!”

Week 3: Analytics Deep Dive (10-15 Minutes)

Video Script:

“Let’s dive into your analytics to understand what’s working.

Your First 2 Weeks: The Numbers

• DMs sent: [X]
• Links clicked: [X] (% click rate)
• Top trigger keyword: [X]
• Best-performing post: [link]

What This Means:

• Your automation is working
• People are clicking your links
• [Specific post type] is driving the most engagement

Geographic Insights: Your top 3 cities for engagement:

1. [City 1]
2. [City 2]
3. [City 3]

Time-of-Day Insights: Most DMs send between [time range]. This tells you when your audience is most active.

Action Items for Next Week:

1. Post more content like [top-performing post]
2. Test a new keyword: [suggestion]
3. A/B test message variation (I’ll show you how)

Let’s keep this momentum going!”

Week 4: Advanced Features (20-30 Minutes)

Video Script:

“You’ve mastered the basics. Now let’s unlock advanced features.

Feature 1: Follow-Before-DM Logic This ensures you only DM followers (not random commenters).

How to enable:

1. Automation settings
2. Toggle ‘Only send to followers’
3. Save

Feature 2: Delayed Follow-Ups Send a second message if someone doesn’t click your link.

Setup:

1. Create new automation
2. Trigger: ‘No click after 24 hours’
3. Message: ‘Hey! Did you see the link I sent? [LINK]’

Feature 3: Email Capture in DMs Ask for email addresses within DMs to build your list.

Message template: ‘What’s your email? I’ll send you [lead magnet] directly.’

Our tool detects email format and saves to contact list.

Feature 4: UTM Tracking Track which DMs drive sales in Google Analytics.

Format: yoursite.com/product?utm_source=instagram&utm_medium=dm&utm_campaign=jan2026

This shows in GA4 under Acquisition → Traffic Acquisition.

Next Steps: You’re fully trained! I’ll check in monthly. Reply to this email if you have questions.”

Training Materials Checklist

Create These Downloadables:

• Platform Navigation Guide (PDF, 1-2 pages)
• Message Writing Best Practices (PDF, 1 page)
• Analytics Dashboard Walkthrough (Loom video, 10 min)
• Troubleshooting Common Issues (PDF, 2 pages)
• Optimization Checklist (PDF, 1 page)

Free Template Resources:

• ManyRequests: Social Media Onboarding Checklist (Google Docs/DOCX)
• Asana: Client Onboarding Process Template
• AgencyAnalytics: 7-Step Onboarding Checklist

Phase 4: Ongoing Support (Months 2+)

Service Level Agreement (SLA) Template

Define response times by urgency:

2026 SLA Standards:

• AI-driven support reduces service disruptions by 40%
• Average incident resolution 60% faster
• 30% lower operational costs
• Source: Monday.com SLA Software research, January 2026

Support Tier Options

Tier 1: Self-Service ($0 extra)

• Email support only
• Knowledge base access
• Video tutorial library
• 3-5 business day response time

Tier 2: Managed Service (+$200-300/month)

• 12-24 hour response time
• Bi-weekly check-in calls
• Monthly performance reports
• Message optimization recommendations

Tier 3: Premium Support (+$500-1,000/month)

• 2-4 hour response time (critical issues)
• Dedicated Slack channel
• Weekly check-ins
• On-demand reports
• Quarterly strategy sessions

Why Tiered Support Works:

• 80% of clients need only basic support after week 4
• 15% want regular check-ins (Managed)
• 5% want white-glove service (Premium)

Price tiers accordingly to match value delivered.

Monthly Reporting Template

Report Structure:

Section 1: Executive Summary (Top of Report) “This month, your automation sent 847 DMs, received 223 replies, and drove 156 link clicks. Your top-performing post was [link], which generated 34% of all DM triggers.”

Section 2: Key Metrics

Section 3: Top Performers

Best Post: [Screenshot of top post]

• 287 comments
• 156 DM triggers (54% trigger rate)
• 28 link clicks

Best Keyword: “LINK” triggered 67% of all DMs this month.

Section 4: Recommendations

1. Post more carousel content: Your 3 highest-performing posts were carousels
2. Test new keyword: Add “SEND” as trigger (common variation)
3. A/B test message: Try shorter message (current: 287 chars, benchmark: 150-200)

Section 5: Month-Over-Month Trends

[Line graph showing DM volume over 3-6 months]

Next Steps:

• Implement recommendations above
• Schedule check-in call: [Calendly link]
• Questions? Email [your email]

Automation Saves 15+ Hours/Month Per Client

Before Automation:

• 200 DMs/month × 3 minutes each = 10 hours
• Client inquiries: 5 hours
• Total: 15 hours/month

After Automation:

• Set up: 2 hours (one-time)
• Monthly monitoring: 1 hour
• Client reporting: 2 hours
• Total: 3 hours/month ongoing

Time saved: 12 hours/month per client

At 10 clients, that’s 120 hours/month (3 full-time weeks) saved.

Red Flags: When Automation Isn’t Suitable

Unsafe Tools (Warn Clients About These)

❌ Requests username/password: Legitimate tools use OAuth (Facebook login), never ask for Instagram password

❌ Promises “1000s of followers overnight”: Violates Meta policies; will get account banned

❌ Auto-follow/unfollow at superhuman rates: 100+ follows/hour = instant red flag

❌ Not listed as Meta Business Partner: Official partners are verified on Meta’s Business Partners directory

❌ Bypasses rate limits: Claims to send “unlimited DMs” or “1000 DMs/hour” = using unofficial API

Source: Bot.Space - The Dangers of Unofficial Instagram DM APIs, January 2026

Actions That Trigger Bans

These behaviors get accounts banned:

1. High-frequency liking: 300+ likes/hour
2. Bulk commenting: 100+ comments/hour
3. Mass DM sending: Exceeding 200 DMs/hour
4. Auto-follow/unfollow: 100+ follows/hour, followed by unfollows
5. Story mass-watching: 500+ stories/hour

Official API vs. Unofficial:

• Official: Meta’s Instagram Graph API (safe, complies with rate limits)
• Unofficial: Third-party scrapers, browser automation (ban risk)

How to Verify a Tool is Safe:

1. Check if it’s a Meta Business Partner
2. Verify it uses OAuth login (Facebook authorization)
3. Confirm rate limits (200 DMs/hour means it’s using official API)
4. Look for “Meta-Verified Tech Provider” badge

CreatorFlow is a Meta-Verified Tech Provider using official Instagram Graph API.

Wrong Use Cases for Automation

DON’T automate if:

❌ Personal account: Can’t use official API (Business/Creator required)

❌ Low DM volume (<10/week): Manual responses are sufficient; automation is overkill

❌ Multi-platform needs on small budget: If client needs Instagram + WhatsApp + SMS + Facebook, they need ManyChat (higher cost)

❌ High-touch relationship sales: Complex B2B sales requiring deep personalization shouldn’t be fully automated

❌ Client refuses to convert to Business account: Without Business/Creator account, automation isn’t possible with official API

BETTER alternatives for these scenarios:

• Personal accounts: Instagram Saved Replies (manual but fast)
• Low volume: Manual DMs
• Multi-platform: ManyChat or enterprise chatbot
• High-touch sales: Automation for initial response, then manual follow-up

Consequences of Using Unsafe Tools

Progression of Penalties:

1. Temporary feature blocks: Can’t post, DM, or comment for 24-48 hours
2. Shadow ban: Content becomes invisible to non-followers (no notification)
3. Permanent account ban: Account disabled with no appeal option

Recovery Time:

• Temporary blocks: 24-48 hours
• Shadow ban: 14-30 days of normal activity
• Permanent ban: Account lost forever

Protect Your Clients:

• Only use Meta-verified tools
• Educate clients on unofficial tool risks
• Include “safe automation practices” clause in contracts

Client Onboarding Checklist (Copy-Paste Ready)

Pre-Onboarding

• Discovery call completed (42 questions)
• BANT qualification passed (Budget, Authority, Need, Timing)
• Client has Business/Creator Instagram account
• Facebook Page connected to Instagram
• No red flags identified
• Realistic expectations set (Month 1 setup, Month 4 results)
• Contract signed with SLA defined

Week 1: Account Setup

• Business Manager access secured (OAuth, no password)
• Instagram account connected to tool
• Connection tested (test DM sent successfully)
• Team member roles assigned (if applicable)
• Analytics tracking verified (UTM parameters in GA4)

Week 2: Automation Build

• Client discovery completed (audience, keywords, links)
• 3 initial automations built (comment-to-DM, story reply, keyword)
• Messages written in client’s voice
• Client approval received IN WRITING (email/signed doc)
• All links tested and working
• UTM parameters configured

Week 3: Testing & Launch

• Internal testing completed (5-step protocol)
• Client testing completed
• Edge case testing done (emojis, misspellings, caps)
• Analytics dashboard verified
• Client training video sent (Week 1: Platform navigation)
• Automation activated
• Daily monitoring for first week

Week 4: Training & Optimization

• Week 2 training video sent (Editing & optimizing)
• Week 3 training video sent (Analytics deep dive)
• Week 4 training video sent (Advanced features)
• First performance report delivered
• Optimization recommendations provided
• Client comfortable with dashboard

Month 2+: Ongoing Support

• Monthly performance reports sent
• Bi-weekly check-ins scheduled (Managed tier)
• Optimization recommendations implemented
• Client questions answered per SLA
• Case study documented (if results are strong)

Client Welcome Email Template

Subject: Welcome to Instagram DM Automation! Here’s What’s Next

Hi [Client Name],

Welcome! I’m excited to help you automate your Instagram DMs and turn more comments into customers.

What Happens Next (Timeline):

This Week: Account setup and connection

• I’ll send you a secure link to connect your Instagram
• No password sharing required (uses Facebook OAuth)
• Takes about 5 minutes

Week 2: Build your first automations

• I’ll draft 3 automations based on our discovery call
• You’ll approve messages before we go live
• We’ll test everything before activating

Week 3: Training

• Short video tutorials (5-10 min each)
• You’ll learn to navigate the dashboard
• How to edit messages and track analytics

Week 4: Go live and optimize

• Activate automation
• Monitor performance together
• Make improvements based on data

What You Need from Me:

1. Account Access: Complete the secure connection link (coming tomorrow)
2. Message Approval: Review and approve automation messages (Week 2)
3. Training Time: Watch 3 short videos (total: 30 minutes across 3 weeks)

Questions? Reply to this email anytime. My response time:

• Critical issues: 2-4 hours
• General questions: 24-48 hours

First Steps:

1. Add me to your calendar for our kickoff call: [Calendly link]
2. Watch for my email tomorrow with the secure connection link
3. Start thinking about your top 3 most-asked DM questions

Let’s make this a smooth launch!

[Your Name] [Your Agency] [Email] [Phone]

FAQ

How long does client onboarding take?

Fast Track: 1-2 weeks for simple setup (comment-to-DM only, solo creator)

Standard: 3-4 weeks for full onboarding (multiple automations, training, testing)

Complex: 6-8 weeks for enterprise clients (multiple accounts, custom integrations, extensive training)

Most agencies use the 3-4 week Standard timeline.

What if a client’s Instagram is a Personal account?

They must convert to Business or Creator account. Personal accounts cannot access Instagram Graph API (Meta’s requirement).

Conversion takes 5 minutes:

1. Instagram app → Settings → Account
2. Switch to Professional Account
3. Choose Business or Creator
4. Connect to Facebook Page

If they refuse to convert, they cannot use official automation tools. Decline the project.

How many clients can one account manager handle?

With structured onboarding:

• 15-20 clients per account manager (after onboarding)
• 5-10 new clients per quarter (during active onboarding)

Time breakdown:

• Weeks 1-4: 10-12 hours per new client (onboarding)
• Months 2+: 2-3 hours per client/month (support + reporting)

Scaling tip: Use recorded training videos instead of live calls. One 10-minute Loom video can train 100 clients.

Should clients see the automation tool backend?

Two approaches:

Option 1: Full Dashboard Access (Recommended)

• Client logs into tool directly
• Sees real-time analytics
• Can pause/edit automations themselves
• Reduces support requests

Option 2: Agency-Managed

• You control everything
• Client sees only monthly reports
• Higher support burden (every edit = support ticket)

Most agencies use Option 1 after training is complete.

How do you handle message approval?

Process:

1. Draft: Write messages based on discovery call
2. Review: Send draft doc to client via email
3. Feedback: Client edits directly in doc or replies with changes
4. Approval: Get written confirmation (email: “Approved to activate”)
5. Activate: Only after written approval

Why written approval matters: Protects you legally if client later claims “I didn’t approve that message” or messages cause issues.

Pro tip: Include clause in contract: “All automation messages require written approval before activation.”

What if automation isn’t driving results?

Troubleshooting framework:

Symptom 1: Low trigger rate (<5%)

• Cause: Keywords too narrow
• Fix: Add more keyword variations (“LINK”, “URL”, “SEND”)

Symptom 2: Low reply rate (<20%)

• Cause: Message isn’t engaging
• Fix: Shorter message, clearer call-to-action, more personalization

Symptom 3: Low click rate (<10%)

• Cause: Unclear value proposition
• Fix: Explain what the link contains before sharing

Symptom 4: No conversions

• Cause: Could be the landing page, not the automation
• Fix: Check client’s website conversion rate; optimize offer

Timeline: Give automation 30-45 days of data before declaring it’s “not working.” Week 1 is testing; real patterns emerge in Weeks 4-6.

How do you protect client data across multiple accounts?

Workspace isolation:

Use tools with separate workspaces (e.g., CreatorFlow, ManyChat):

• Each client = separate workspace
• Client A cannot see Client B’s data
• Each workspace has its own:
  • Instagram connection
  • Automations
  • Analytics
  • Team permissions

Legal protection:

• Include “data privacy” clause in contracts
• Sign BAAs (Business Associate Agreements) if handling sensitive data
• Use tools that are GDPR-compliant
• Never share client data between accounts

Getting Started: Your First Client

Week 1 Action Plan:

Day 1:

• Schedule discovery call with client
• Send pre-call questionnaire (42 questions above)
• Review their Instagram account (content quality, engagement rate)

Day 2:

• Conduct discovery call (45-60 minutes)
• Qualify using BANT framework
• Document goals, keywords, target audience

Day 3:

• Send contract + SLA agreement
• Send secure connection link (OAuth)
• Create project management board (Asana, ClickUp, Trello)

Day 4-5:

• Client connects Instagram account
• Verify connection works (test DM)
• Assign team member roles (if applicable)

Day 6-7:

• Draft first 3 automations
• Write messages in client’s voice
• Send for approval via Google Doc

Week 2:

• Build automations in tool
• Test internally (5-step protocol)
• Client tests and approves
• Record training videos (Loom)

Week 3:

• Activate automation
• Send Week 1 training video
• Monitor daily for issues
• Client watches training

Week 4:

• Send performance data
• Optimize based on results
• Send Week 2-4 training videos
• Client is self-sufficient

Result: Client onboarded in 4 weeks, minimal ongoing support needed.

Related Resources:

• Instagram Automation for Agencies: Multi-Account Management
• Instagram API Rate Limits Explained
• How to Avoid Instagram Bans with DM Automation
• Instagram DM Automation ROI: Is It Worth It?
• Best Instagram DM Automation Tools

Tools Mentioned:

• CreatorFlow - Instagram DM automation ($15/mo, up to 5 accounts)
• ManyChat - Multi-platform chatbot ($15-260/mo)
• Asana - Client onboarding project management
• Loom - Training video recording
• Calendly - Client scheduling