Apptivo Client Workspace Setup (Onboarding)

Apptivo Client Workspace Setup (Onboarding)

1. 01

   Create the client's Apptivo account and assign seats on the correct plan tier

   Lite at $20 per user monthly (or $15 billed annually) ships 18 apps and 100 custom fields per app; Premium at $30 monthly ($25 annual) ships 46 apps and 250 fields; Ultimate at $50 monthly ($40 annual) ships 57 apps and 350 fields. Match the tier to the client's vertical before you build anything, because field and app ceilings are hard limits.

2. 02

   Import the client's contact records and map each field to a native Apptivo field

   Load contacts, companies, and any legacy deal history, then reconcile duplicates before activating workflows. Every downstream report and automation reads from this record set, so a messy import compounds across the whole engagement.

3. 03

   Build the client's first sales pipeline with custom fields and stage definitions

   Use the custom fields allowance on the client's tier to capture the qualifiers their sales team actually asks about. Keep the stage list short enough that a rep can move a deal in under a minute.

4. 04

   Configure automated workflows for lead follow-up and appointment reminders

   The Lite tier caps at 25 workflows, Premium at 75, and Ultimate at 75 or more depending on configuration. Reserve workflow slots for revenue-touching sequences first; internal notification chains can wait for phase two.

5. 05

   Connect third party services the client already runs

   Apptivo integrates with Zapier, Salesforce, HubSpot, Slack, and QuickBooks. Wire the accounting connection early if the client expects invoicing automation, since proposal and invoice templates depend on it.

6. 06

   Assemble the dashboards the client will actually open

   Dashboard allowances run 8 on Lite, 25 on Premium, and higher on Ultimate. Build one pipeline health view and one activity view, then leave the rest of the allowance unspent until the client asks for a specific number.

7. 07

   Run a data flow test from contact record through report before handing over

   Create a test contact, push it through one workflow, and confirm it appears in the dashboard and any connected accounting tool. Fix broken field mappings at this stage rather than after the client notices a gap.

8. 08

   Document the client's field dictionary and workflow inventory for the retainer file

   Record which custom fields exist, what each workflow triggers on, and which tier limits are close to being hit. This file is what makes month two of the retainer faster than month one.